PrismHR Help · Public documentation for Microsoft 365 Copilot
This file is a combined export of PrismHR help topics in Payroll Administration and Processing. 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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Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Action/2020/Change-ER-ID-Payroll-Vouchers.htm
Path:
PD/Payroll/Action/2020/Change-ER-ID-Payroll-Vouchers.htm
You can change employer IDs on pre-existing pay vouchers with the Change Employer IDs for a Voucher form.
Important! You must rebuild the tax registers after running this process.
Note: Note: This form does not use Client Access Group Security.
To access the form and change IDs:
Click Back Office [Image: screenshot] .
From Employer|Action, select Change Employer IDs for a Voucher.
Complete these fields as required:
| Field | Description |
|---|---|
| To Employer ID | Enter the Employer ID to which payroll vouchers will be moved. This is a required field. |
| From Employer ID | Enter the Employer ID from which payroll vouchers will be moved. This is a required field. |
| Tax Year | Enter the appropriate tax year. Only vouchers processed during this tax year will be updated. This is a required field. |
| Rebuild Vouchers Flag | If enabled, rebuilds payroll vouchers. Provides two options. You can: - Create New Vouchers. - Update Employer IDs on Existing Vouchers (default): When selecting this option, the system does not include the adjustments in the Mastertax PTS file even if you select Send Adjusting entries for the Send adjusting entries to Mastertax PTS File field. |
One of the following warning messages displays after clicking Update:
[Image: screenshot]
Clicking Yes proceeds with the update.
[Image: screenshot]
Clicking Yes proceeds with the update.
Company Tax Register
SBEA (if applicable)
941 Register
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Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Action/2020/New_Essential_StaffCARE_Custom_Download_Form.htm
Path:
PD/Payroll/Action/2020/New_Essential_StaffCARE_Custom_Download_Form.htm
You can download an insurance deduction file for the Essential Staff Care or BIC vendors (insurance carriers) that contains a list of deductions for each employee’s paycheck, such as Medical, Dental, Vision, Life, and STD. For example, this form displays a payroll number for the BIC vendor option:
[Image: screenshot]
To obtain a list of employee deductions, do the following:
Click Back Office.
Select User Roles from the System|Change menu.
Add Payroll Deduction Custom Export to your user role. (See the System Administration Guide for information about defining user roles.)
Click Payroll Deduction Custom Export from the Payroll|Report menu and do the following:
| Field | Description |
|---|---|
| Payroll Number/Enter a Pay Date Range | Do one of the following: - Enter or select a Payroll Number. A list of clients displays for that payroll. (Selecting the Payroll Number only allows you to use the logged-in client.) - Select Enter a Pay Date Range, then enter or select a Start Date and an End Date. A list of clients displays for that payroll period. |
Click Build. A confirmation prompt displays, “Are you sure you wish to build the Download File at this time?” Click Yes to build the file or click No to cancel this process.
After the process finishes, click Close.
If the process discovers data, a file opens containing the requested information. If there are multiple files, the process displays a .zip file that contains each individual file.
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Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Action/2021/On_Demand_Check_Processing.htm
Path:
PD/Payroll/Action/2021/On_Demand_Check_Processing.htm
You can use the On Demand Check Processing form to process and print a check, on demand, for an employee. For example, self-service payroll clients can use this process, for compliance reasons, to calculate and physically print last (final) paychecks when terminating employees.
Important! This process only creates live checks at this time.
After making the required selections and calculating the totals, the form displays as follows:
[Image: screenshot]
Important! For all new functionality, PrismHR recommends that you test this feature in your demo environment to validate expected behavior before processing in your production environment.
To print an on demand check, do the following:
Go to the On Demand Check Processing form on the Payroll|Action menu.
Complete the following fields in the On Demand Check Processing panel:
| Field | Description |
|---|---|
| Employee ID | Enter or select the Employee ID. If you select this field, the Select Employee window displays, so you can search for an employee ID or name. |
| Check Date | Enter the Check Date. The default is the current date. |
| Voucher | The system populates the Voucher number. |
| Voucher Type | Select the Voucher Type that was issued to the employee: Regular (default) or Supplemental. |
| Bank Account | The system populates the Bank Account defined in the Account tab for On Demand Checks on the Client Details form. > Note: Note the following: - If you do not define an on demand bank account on the Client Details form, an error message displays, “The On Demand Checks account has not been set up in client details. This needs to be completed before On Demand Checks can be created.” - Only service providers can view the bank account ID that displays in the Bank Account field. (This field is hidden for worksite managers and worksite trusted advisors.) |
| b. | Enter the Hours/Units Paid. |
|---|
— The Hours Worked defaults to either the same as the hours paid or zero, depending on whether the pay code is used to pay productive work. You can edit the Hours Worked as needed.
— The system calculates the default Pay Amount based on the employee’s rate of pay and the calculation rules for the pay code. You can override it as necessary.
| b. | Enter the Deduction Amount. |
|---|
Note: If you did not complete all the required fields and enter at least one pay code, an error message displays, “Please fill in the required fields and at least one Pay Code to calculate totals.”
Click Accept after reviewing the totals.
The Calculate Totals panel displays the Gross Pay, Deductions, Taxes, and Net Pay amounts.
Click Print Check. The check printing process automatically starts. During this process, the system processes and posts the payroll for the calculated amount.
Note: If you did not complete all the required fields, enter at least one pay code, entered a blank line between codes, and you did not select Calculate Totals, an error message displays, “Before printing the check, you must fill in the required fields, at least one Pay Code and calculate totals. Please remove any blank rows that exist in the pay or deduction details.”
[Image: screenshot]
You can access the Payroll Summary form to print the payroll. If you select Yes, the Payroll Summary form opens. (Selecting No clears the form.)
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Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Action/2021/Processing_Multistep_Payroll_Approval.htm
Path:
PD/Payroll/Action/2021/Processing_Multistep_Payroll_Approval.htm
Using the Multistep payroll approval process, you must setup a minimum of two payroll approval steps before the payroll is finalized (that is, after calculation). For example, you can use this process so an assistant manager can perform the initial payroll approval, and then a general manager can perform the final review and complete the approval.
Note: As done in the original payroll approval method, service providers can still approve payrolls and override the approval steps.
This payroll approval process consists of the following procedures:
Setting up multistep payroll approval. (Note: Only service providers can setup a multistep payroll approval process.)
Processing the payroll.
Finalizing multistep payroll approval.
Note: Note the following about processing multistep payroll approvals:
Approvers who are waiting for their step to become available can still review the payroll approval reports on the Payroll Approval form, but they cannot approve or deny the approval until it’s their turn. (The buttons remain inactive until their turn is available.)
Multistep payroll approval is not available for self-service payroll. If you select Self-Service Payroll on the Payroll tab in the Client Details form, an error message displays, “Multistep Worksite Payroll Approval is not supported with Self-Service Payroll. You must choose another Worksite Payroll Approval Type to continue.”
Once the payroll processor calculates the payroll, PrismHR sends a message to the first payroll approver that the payroll is ready for review and approval. Using the Payroll Approval form, the approver reviews the payroll and can either approve or deny it. If the payroll approval is denied, the approver must provide a reason. (You can view the Worksite Payroll Approval comment when the Worksite Manager or Worksite Trusted Advisor denies a payroll.) For example:
[Image: screenshot]
After the next approver submits approval (and is the final approver), you can proceed to the next step of the payroll process.
Note: For information about how to setup and process a standard payroll approval process, see Processing Standard Payroll Approval.
Before calculating a payroll that should have multistep payroll approval, ensure you have setup at least two or more payroll approval steps.
Service providers can setup multistep payroll approval by doing the following:
Enable the Multistep option in the Worksite Payroll Approval field on the Control tab in the Client Details form. After selecting this option, an informational message displays, “Approval Steps must be defined under Approval Policies to fully activate Multistep Approvals. If steps are not defined, this setting will work the same as Standard worksite payroll approval.” Click OK.
Click Save. An informational message displays, “Approval Steps must be defined under Approval Policies to fully activate Multistep Approvals. Would you like to define them now?” Click Yes. (Note: If two or more approval steps are not defined under Approval Policies, the setting works the same as Standard worksite payroll approval.)
The system redirects you to the Approval Policies form, which displays on the HR|Change menu. Now that you have set up the client, the Payroll Approval (Multistep) option displays in the Approval Type field. (Note: Prior to setting up the client, the Payroll Approval (Multistep) option is not available on this form.)
Select the Payroll Approval (Multistep) option, then setup at least two payroll approval steps in the Step panel and click Save. (Note: If you only setup one step and click Save, a message displays, “A minimum of two steps are required for Payroll Approval (Multistep).” Click OK and setup the second step.)
Note: You must setup at least one user with the HR Role (worksite manager/worksite trusted advisor) or A/M Role (service provider) that was selected on the Approval Policies form, so the system generates the approval to a user.
After setting up payroll approval and before finalizing payroll approval, there are two methods you can use to process the payroll:
[Image: screenshot]
Note: If the client is set to Wire Transfer for payroll processing, this choice is not available and instead, the payroll advances immediately to Client approval pending status if worksite approval is established.
This part of the payroll approval process is usually performed by the worksite manager or the worksite trusted advisor. Although a service provider can also perform the payroll approval, usually that only happens when the worksite manager or the worksite trusted advisor is not part of the approval process or has made a verbal approval.
To complete the multistep payroll approval process, do the following:
The Payroll Approval form displays the information for review.
Review the reports for the payroll by selecting them from the View Report/Analytic drop-down:
Employees in Payroll: Lists the employees in the payroll batch. Click the employee ID to view the Employee Details. see Maintaining Employee Details.
Payroll Summary: Summarizes the vouchers in the payroll batch. Click the voucher number to view the voucher details. see Listing Details Associated with a Selected Employee Voucher.
Payroll Detail: Displays the Payroll Summary form. see Listing Payments in a Payroll.
Invoice: Displays the billing invoice for the payroll batch. See Viewing Invoice Details.
Gross-to-Net Report: Allows you to run the Gross-to-Net (Register) Report. This report provides a summary of the employee voucher, including all pay and deductions. See Gross-To-Net Register Report.
Payroll Register Report: Displays the Payroll Register Report. This report displays information for each employee on the report, as well as the current, month-to-date, quarter-to-date, and year-to-date values for pay, deductions, taxes, and paid time off. See Payroll Register Report.
Check Journal Report: Allows you to run the Payroll Check Journal Report. This report provides employee payroll check details. See Payroll Check Journal Report.
Batch Register Report: Displays the Batch Register Report. This report displays detailed information per employee for a payroll. See Batch Register Report.
Deduction Code Summary Report: Displays the Deduction Code Summary Report. This report displays a list of deductions for a client along with the deduction taken for a single payroll or date range. See Deduction Code Summary Report.
Client Allocation Report: Displays the Client Allocation Report for service providers. This report provides a listing of client allocations based on the allocation format selected.See Client Allocation Report.
Cost Allocation Report: Displays the Payroll Allocation Report for work sites. This report displays payroll costs that are distributed across multiple cost centers such as departments, divisions, or locations. See Payroll Allocation Report.
Unpaid Employees Report: Allows you to run the Unpaid Employees Report after receiving notification that a payroll is waiting for your approval. This report displays payroll information for employees who received no earnings in a specific payroll or during a payroll period. See Unpaid Employees Report.
The first approver reviews the payroll (the Approve field is checked on Payroll Approval form) and can either Approve or Deny approval. (Note: If the first approver does not approve the payroll, the approver must provide a reason, then the process stops.)
If the first approver submits approval and clicks Submit, PrismHR then sends a message to the next payroll approver. (Note: If the next approver does not approve the payroll, the approver must provide a reason, then the process stops.)
In the Payroll Approval form, the next payroll approver reviews the payroll (the Approve field is checked on this form) and can either Approve or Deny approval. (Note: If the next approver does not approve the payroll, the approver must provide a reason, then the process stops.)
If the next approver submits approval (and is the final approver) and clicks Submit, the system proceeds to the next step of the payroll process.
Related Topics
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Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Action/2021/Regenerate_Client_Accounting.htm
Path:
PD/Payroll/Action/2021/Regenerate_Client_Accounting.htm
Use the Regenerate Client Accounting form to regenerate more than one payroll or invoice at a time for the ASO and PEO client types, respectively, and then repost the regenerated accounting. (Note: You can repost up to 10 payrolls or invoices at once.)
Note: Regenerating PEO client accounting is only available for service providers. Also, the system does not currently support reversals in Regenerate PEO Client Accounting.
When you open this form, the system detects which client type, ASO or PEO, is already set up for the client. For example:
[Image: screenshot]
[Image: screenshot]
Important! For all new functionality, PrismHR recommends that you test these processes in your demo environment to validate that your specific accounting configuration achieves the desired result before processing in your production environment.
Note: Note the following pre-conditions that must exist before you can regenerate client accounting:
You must set up an existing ASO or PEO client type that has an ASO or PEO Client Accounting setup.
Client Accounting setup must have a selected output type.
Payrolls must be posted with an existing account setup.
You have the ability to make changes to an ASO or PEO accounting configuration.
You must run the regenerate process to update existing billing vouchers and invoices with new accounting information.
To regenerate and repost multiple payrolls, do the following:
On the Payroll|Action menu, select Regenerate Client Accounting.
Do the following based on the selected client type:
| Client Type | Action |
|---|---|
| ASO | 1. Select Payroll Number. The Select Payroll Batches list displays. 2. Enter a payroll number or select up to 10 payroll numbers from the list that displays. The multi-value selector moves the selection to the Selected Payroll Batches list. (Note: After you select a payroll number, the system dims it.) In addition, you can do the following: - To add all the displayed payroll numbers, click Add All. - To remove all the payroll numbers that display in the Selected Payroll Batches list, click Remove All. Note: If you select more than 10 payrolls, a message displays: “<number> payrolls selected only 10 payrolls can be reposted at once.” |
Click Done.
Click Regenerate & Repost Accounting. A confirmation message displays: “This will regenerate the client accounting for <client>. Are you sure you want to proceed?” Click Yes to proceed. The process begins and displays each payroll or invoice number as they are regenerated and reposted. “Complete” displays when the process finishes.
Note: The regenerate process runs for each payroll or invoice number you selected in the Select Invoices to Regenerate panel (see step 2).
If you ran the regenerate and recalculate process for a single payroll or invoice, a single file opens in Excel.
If you ran the regenerate and recalculate process for multiple payrolls or invoices, a zip file displays in Excel that contains compressed individual files for each payroll or invoice.
After regenerating client accounting, the system adds a copy of the regenerated client accounting download file into the payroll history/payroll reports process. Note the following:
When regenerating accounting for a client using PEO accounting when the Name of Output File field contains an entry in the PEO Client Accounting form, the new accounting download displays in the Payroll Reports form for the payroll that you regenerate. (The system does not send a file to Payroll Reports if there is no entry in the Name of Output File field.)
When regenerating accounting for a client using ASO accounting when the Name of Output File field contains an entry in the ASO Global G/L Account Setup form, the new accounting download displays in the Payroll Reports form for the payroll that you regenerate. (The system does not send a file to Payroll Reports if there is no entry in the Name of Output File field.)
The file name of the regenerated file in the Payroll Reports form begins with “Regen -” and is followed by the client’s naming convention.
The system adds the new version of the file with an increasing number at the end of the file name for any subsequent regenerations.
As a result of this process, the updated regenerated accounting values for each select payroll or invoice number display in the Accounting tab on the Employee Voucher form in the employee’s payroll voucher or invoice in the Company Accounting panel.
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Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Action/Approval_Payroll_Reports.htm
Path: PD/Payroll/Action/Approval_Payroll_Reports.htm
Selecting Approval Payroll Reports from the View Report/Analytic drop-down on the Payroll Approvals form opens the Approval Payroll Reports form, which lists all the available payroll approval reports and downloadable files for completed payrolls. Click the Open File icon (
[Image: screenshot]
) in the Job column to view the report or downloadable file listed in the Report Title column. For example:
[Image: screenshot]
Note: Moving your cursor over the Open File icon displays “Open File.”
For example, clicking the Open File icon in the Gross-To-Net Report row opens that report:
[Image: screenshot]
Note: Note the following:
You can only access the Approval Payroll Reports form from the Payroll Approval form. (You cannot use the Search menu to access this form.)
Reports only display for completed payrolls:
If a payroll is in Pending (AP.PEND) status, no reports display in the Payroll Reports form when you select the Reports icon ( [Image: screenshot] ) in the Payroll Summary form.
If a payroll is in Completed (INIT.COMP) status, the reports display in the Payroll Reports form when you select the Reports icon ( [Image: screenshot] ) in the Payroll Summary form.
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Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Action/Approvals_Pending_Payroll.htm
Path: PD/Payroll/Action/Approvals_Pending_Payroll.htm
The Approvals Pending form lists any pending approvals that are assigned or available to you.
An approval that is assigned to a particular user can only be acted upon by that user.
Approvals are available to a user if one of the user’s roles matches the role applicable to the current approval step.
You can act on approvals listed in the Approvals Pending (Available to You) panel.
Standard Approvals: see Reviewing Standard Approvals
Payroll Approvals: see Processing Standard Payroll Approval
To act on an approval that is available to you, “grab” the approval. The system assigns the approval to you.
You can click Show Audit History to display the history of users involved in processing the action.
There are two methods available to process an approval:
Click the Approve icon (blue checkmark) for the Approval Type you want to approve. Click Yes in the confirmation message that displays to continue with the approval. An approval confirmation displays at the top of the form.
“Grab” the approval:
You can click Show Audit History to display the history of users involved in processing the action.
Note: Note: You can open the pending approval in Approvals Pending (Assigned to You) panel and click Return to Queue. The approval pending item is then returned to the Available to You queue for you or another user to access later.
Related Topics
Overriding Global Approval Policies in the Human Resources User Guide
Setting Global Approval Policies in the System Administration User Guide or Approvals Guide
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Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Action/Assign_Hours_to_New_Pay_Rate.htm
Path:
PD/Payroll/Action/Assign_Hours_to_New_Pay_Rate.htm
If an employee’s pay rate changes during the pay period, and there are default time sheet hours for that employee, you must resolve the issue by entering the number of hours to be paid at the new rate.
Click the red indicator
[Image: screenshot]
in Summary Time Sheet Entry to open the New Pay Rate Assignment form.
[Image: screenshot]
The Hours at the original rate (first row) adjust automatically so that the sum equals the Target Hours.
The system returns you to the Summary Time Sheet Entry form, and the indicator changes to green
[Image: screenshot]
.
Related Topic
Making Summary Timesheet Entries
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Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Action/Backdate_Authorization_Code.htm
Path: PD/Payroll/Action/Backdate_Authorization_Code.htm
If the system is configured to require an authorization code when the pay date is on or before the current date, the system prompts you for that code.
[Image: screenshot]
Enter the Authorization Code. If you do not know the code, contact your payroll manager or system administrator.
Click Accept.
The system proceeds with the calculation.
Related Topic
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Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Action/Batch_Reversal.htm
Path: PD/Payroll/Action/Batch_Reversal.htm
You can reverse all the vouchers in a payroll batch at once using the Payroll Reversal form.
This is a full batch reversal:
All vouchers, including direct deposit, will be voided. Any garnishments will also be reversed. This occurs because any garnishments sent using ACH/EFT are not voided in the system. (Adjusting the garnishment record is a manual process for these items.)
The credit will be exactly the reverse of the original invoice; there are no calculations.
Any Client Bill Pending transactions will not be reinstated; be sure to confirm them when you complete the reversal.
Any manual checks posted during the batch will not be reinstated as open. The will be voided with the rest of the batch.
You cannot reverse payrolls that contain HSA ACH transactions. In this case, a warning message displays, “This payroll contains an HSA ACH transaction which will not be reversed with this process. If you have questions regarding this transaction you should cancel the reversal and check with your manager.”
To reverse a payroll:
Select Payroll Reversal from the Payroll|Action menu.
In the Select a Payroll field, enter the payroll batch you need to void. The form populates and also displays notices.
Enter the Void Date (the default is today’s date).
Enter the Void reason. For example:
[Image: screenshot]
[Image: screenshot]
[Image: screenshot]
If you want to exclude some pay vouchers from the batch reversal, remove the checkmark from the Include in Reversal checkbox. Excluded vouchers move from the list on the left to the list on the right.
When you are ready, click Void Batch.
The system displays the Processing Voucher Reversal form while it processes the reversal.
Respond to any messages that display.
When the Close button is enabled, the reversal is complete. You can close the form and return to the Batch Reversal form.
Note: Note: All dates and times in PrismHR are Central Time.
[Image: screenshot]
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Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Action/Checks_for_Adjustments.htm
Path: PD/Payroll/Action/Checks_for_Adjustments.htm
Access the checks for the credit of a tax adjustment or reclassify direct deposit through Payroll History.
To view adjustment checks:
Open Payroll History (located in the Payroll menu under Payroll|View).
Select the Year.
Select Adjustment from the Payroll Type drop-down.
[Image: screenshot]
Click the Payroll number. The Payroll Summary opens.
Click the Report icon [Image: screenshot] . The Payroll Reports form opens.
[Image: screenshot]
[Image: screenshot]
[Image: screenshot]
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Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Action/Confirm_Pending_Reversal.htm
Path: PD/Payroll/Action/Confirm_Pending_Reversal.htm
When it is evident that the financial institution is able to honor the ACH debit, you can confirm the reversal of a payroll voucher that includes ACH direct deposit distributions. This feature is available on the Confirm Pending Reversals form on the Payroll|Action menu.
[Image: screenshot]
To confirm payroll voucher reversals:
Select Payroll.
From Payroll|Action, select Confirm Pending Reversals.
Click the Process Item link.
Select the pending check reversal. The system populates the information for the process item.
Note: If the system displays a message that informs you that the maximum days for an ACH Reversal for the checking account is exceeded, then you can choose to either continue or stop the reversal. Click Yes to continue processing the reversal or click No to stop the reversal process and clear the form.
Click Save. The Employee Payroll Voucher Reversal form displays with a prompt to confirm that you want to complete processing the reversal.
Click Yes.
Click Save again. A prompt displays to confirm you want to void the voucher.
Click Yes to confirm that you want to continue. The system displays the Voucher Reversal Parameters form where you can enter the reason.
Enter the reason for the void. The reason you enter, as well as your user information, display on the permanent void record.
Click Accept.
The system displays the processing steps as it voids the voucher.
If the client changes their ACH from Active to ACH by Division and then voids a voucher that does not contain a division, the following informational message displays: “The client is set up for ACH by Division, but this record does not have a valid division code. Manual adjustments to return the credit to the client may be required after this reversal is completed.”
Click Close to return to the cleared Employee Payroll Voucher Reversal form.
Related Topics
Reversing an Employee Payroll Voucher
Reversing a Voucher that Includes ACH
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Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Action/Employee_Payroll_Voucher_Reversal.htm
Path:
PD/Payroll/Action/Employee_Payroll_Voucher_Reversal.htm
Use the Employee Payroll Voucher Reversal form to reverse an employee’s payroll voucher. You can reverse a payroll voucher if it was issued in error and it has not yet been cashed or deposited.
Important! The system prevents you from reversing an adjustment voucher that was created by reclassifying a direct deposit. (Reversing these adjustment vouchers could create a check for a negative amount.)
In addition, you cannot reverse payroll vouchers when a direct deposit is sent to a check using the Reclassify Direct Deposit form. In this scenario, you cannot reverse these types of adjustment vouchers using the Employee Payroll Voucher Reversal form. If you try to perform this function a message displays, “You may not reverse this adjustment voucher.”
When you void the original voucher in this scenario, the following happens:
The system also voids the adjustment voucher created by sending a deposit to a check. A warning message displays to alert you while the system validates the voucher number, “This voucher had an adjustment voucher created by sending direct deposits to a check. If you void this voucher then the other voucher will be voided also.”
If all the ACH deposits were sent to a check, then the system does not prompt you to draft from the employee’s account. However, if only some of the ACH deposits were sent to a check, then the system prompts you about reversing the remaining deposits, “This voucher contains ACH items, some of which were converted to a check. Reverse the remaining ACH amounts (drafted from the employee’s account)?” If you select Yes, the system creates an ACH journal after the voucher is voided to recover the amount of the deposit that was not sent to a check.
If you choose to draft the remaining deposits from the employee, the system prompts whether you want to put the reversal on hold pending recovery of the ACH. If you select Yes, the system does not post the reversal for the original voucher and does not create the reversals for the adjustment voucher until later when you confirm the pending reversal.
Note: The process to reverse a payroll uses the same method described above, but the system does not provide any prompting.
[Image: screenshot]
To reverse an employee’s payroll voucher, do the following:
Go to the Payroll|Action menu and select Employee Payroll Voucher Reversal.
Enter a voucher number from any year or select the Voucher Number. Note the following:
Vouchers from the current year display in the Search list when you select Voucher Number. To display vouchers from a previous year, select a year in the Pay Period field and then click Search.
To reverse a voucher for a previous year, you must manually enter the Voucher Number.
If the system displays a message that informs you that the date was changed to today, click OK.
If you select a voucher from a different quarter, the system warns you when it changes the void date to today. This is because there can be tax implications. Click OK, then proceed.
If you selected a voucher than includes ACH direct deposit, the system asks you for additional information; see Reversing a Voucher that Includes ACH.
If the system displays a message that informs you that the maximum days for an ACH Reversal for the checking account is exceeded, then you can choose to either continue or stop the reversal. Click Yes to continue processing the reversal or click No to stop the reversal process and clear the form.
If you are in different time zones when processing voids, you can enable the system-level custom feature code, UNRESTRICT-VOID-DATE, to edit the Reversal/Void Date. (See Using Custom Feature Codes.)
Important! This is a global setting, so if you enable the UNRESTRICT-VOID-DATE custom feature code it impacts the Reversal/Void Date field for all users who have access to process voids.
Note: Note the following if you enable the UNRESTRICT-VOID-DATE custom feature code:
After you either dismiss or accept any prompts that are part of the standard voucher reversal, the Reversal/Void Date is available for editing.
If you select a voucher with a current or future pay date, the Reversal/Void Date is available for editing.
[Image: screenshot]
Indicate whether the system should use Today or the Pay Date as the date for the reversal.
Click Accept.
Click Save. The system prompts you to confirm that you want to void the voucher.
Click Yes to confirm that you want to continue. The system displays the Voucher Reversal Parameters form where you can enter the reason.
Enter the reason for the void. The reason you enter, as well as your user information, display on the permanent void record.
Click Accept.
The system displays the processing steps as it voids the voucher.
If the client changes their ACH from Active to ACH by Division and then voids a voucher that does not contain a division, the following informational message displays: “The client is set up for ACH by Division, but this record does not have a valid division code. Manual adjustments to return the credit to the client may be required after this reversal is completed.”
Click Close to return to the cleared Employee Payroll Voucher Reversal form.
After an Employee Payroll Voucher Reversal is complete and the Client Control for Payroll Finalization Notification is set to Email, the system notifies the user at the email address indicated in the Payroll Finalization email and for worksite managers/worksite trusted advisors with the Payroll Approver H/R Role that the reversal is complete and displays the invoice from the reversal.
Note: The system sends the Payroll Finalization email to worksite managers and worksite trusted advisors designated with the Payroll Approver Human Resource Role on the Users form, including any email addresses listed in the Additional Notification Emails panel on the Control tab in the Client Details form (the Additional Notification Emails panel displays when you select the Email option).
Related Topics
Reversing a Voucher that Includes ACH
Confirming Payroll Voucher Reversals
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Action/Employee_Payroll_Voucher_Reversal_ACH.htm
Path:
PD/Payroll/Action/Employee_Payroll_Voucher_Reversal_ACH.htm
If you selected a voucher than includes ACH direct deposit distributions, you have the option to create an ACH debit that will be issued during the next electronic transfer.
Click Yes. Proceed to step 2.
Click No to return to the Reverse Employee Voucher form.
Click Yes if you do not want the system to process the ACH reversal until someone confirms it.
Click No if the system should go ahead and create the ACH debit. The system will issue it during the next electronic transfer.
Click Save in the Reverse Employee Voucher form. Continue with the normal procedure for entering a payroll voucher reversal:
Click Yes to confirm that you want to continue. The system displays the Voucher Reversal Parameters form where you can enter the reason.
Enter the reason for the void. The reason you enter, as well as your user information, display on the permanent void record.
Click Accept.
The system displays the processing steps as it voids the voucher.
If the client changes their ACH from Active to ACH by Division and then voids a voucher that does not contain a division, the following informational message displays: “The client is set up for ACH by Division, but this record does not have a valid division code. Manual adjustments to return the credit to the client may be required after this reversal is completed.”
Click Close to return to the cleared Employee Payroll Voucher Reversal form.
Related Topics
Reversing an Employee Payroll Voucher
Confirming Payroll Voucher Reversals
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Action/Manual_Check_Entry.htm
Path: PD/Payroll/Action/Manual_Check_Entry.htm
Use the Manual Check Entry form to track a payment made manually by the client to an employee.
The manual check process generates a voucher that the system includes in the client’s next payroll batch, then updates the payroll registers when the payroll processor posts the batch.
After completing a manual check entry, you can create a zero-dollar, non-negotiable pay stub by accessing the voucher from either the Process Payroll form or the Employee Voucher form. (This feature is only available for new payrolls, not previously processed payrolls.)
[Image: Manual Check Entry form]
Note: Note: Only service providers are allowed to select a bank account number in the Bank Account field, so this field does not display for Worksite Managers and Worksite Trusted Advisors. Instead, the bank account number defaults to 999 in the background when WSMs and WTAs are processing this form.
To track payments to employees, do the following:
Note: Note the following:
If you edit an existing manual check entry, you can click the Show Details button to see the voucher information, which consists of the pay summary, deductions summary, and tax summary, along with the gross pay, deductions, taxes, and net pay.
If you enter or select an existing manual check entry that was created by processing a backdated leave request, the Backdated Leave Request attribute displays in the upper-right corner. (This is helpful in determining whether a manual check entry is for a backdated leave request.)
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.
Enter the Check Date. The default is the current date.
When your organization processes the payroll that includes this check, the pay date on the manual check voucher will be set to the date as the payroll batch for tax liability purposes. The period start and end dates remain the same.
The system populates the Voucher number.
Select the Voucher Type that was issued to the employee: Regular, VOID, or Supplemental.
Enter the Bank Account from which the check was drawn. If you select an account that will not credit the client back for the amount of the net check, the system warns you and gives you the opportunity to change or confirm the account.
Enter the Check Number that the client issued to the employee.
Note: When working with existing manual check entries, you can update the check number if it is still in Pending status. (This option is not available if the entry is in Initialized or Posted status.)
Enter the amount of Tip Gross Receipts to record if you require allocated tip calculations.
Select a Pay Period to use in calculating taxes for the pay amount: Weekly, Biweekly, Semi-monthly, Monthly, Quarterly, or Annually. The system uses the default value of the employee’s pay group.
Select the Deduction Period for which the system should calculate standard deductions and benefits. If you do not select a deduction period, the system does not include any standard deductions.
Enter the Work Shift applicable to the payroll voucher, if any.
Enter the Period Start Date.
Enter the Period End Date.
Enter the pay in the Gross Pay panel:
Enter the Pay Code. The Pay Description displays.
To allocate wages, enter or select the Location, Department, Division, or Position.
Note: The system only displays the fields as defined in the user’s access record.
If you select a field, a list of available selections displays. You can refine this list to search for a particular item.
Note: If there is an existing home assignment for the employee recorded on the Employee Details form’s Work tab, the system automatically pulls it into these fields. You can change these settings by making new selections in these fields.
Enter the Hours/Units Paid.
The Hours Worked defaults to either the same as the hours paid or zero, depending on whether the pay code is used to pay productive work. You can edit the Hours Worked as needed.
The system calculates the default Pay Amount based on the calculation rules for the pay code. You can override it as necessary.
Note: You can add voluntary deductions to the manual check entry if those voluntary deductions are listed on the employee’s recurring deductions or when the deduction period is blank. (This allows you to enter voluntary deductions directly in the Manual Check Entry form. However, the system does not pull recurring deductions into the manual check.)
Enter the Deduction Code. The Description displays.
Enter the Deduction Amount.
[Image: Tax Calculation Overrides]
Note: You can enable the DISABLE-MANUALCHK-TAX-EDIT-WSM custom feature code to prevent worksite managers and worksite trusted advisors from editing taxes in the Tax Wthld Amt column on the Tax Calculation Overrides form, which is accessible after calculating the totals in a manual check entry. (Service providers can continue to edit taxes in the Tax Wthld Amt column even if this custom feature code is applied.) See Specifying Client Custom Feature Codes.
WARNING: Once you save the check, you cannot recalculate it. Be sure it is correct before saving. If the check was not correct, delete it and enter a new check.
The system posts the information on this voucher to the registers when your organization posts the next payroll batch for the client.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Action/Mass_Change_Pay_Group.htm
Path: PD/Payroll/Action/Mass_Change_Pay_Group.htm
Use this feature to change the pay group for the client’s employees at one time and update their standard default hours. For example, you can use this feature if the client changes from a semi-monthly pay period with 86.67 standard hours to a bi-weekly pay period with 80 hours. This feature also allows you to add employees to a payroll in progress for the To Pay Group.
Before you begin, make sure the new pay group is set up for the client and that a payroll batch exists. see Establishing Pay Groups.
[Image: screenshot]
To move the client’s employees from one pay group to another, do the following:
The system notifies you that employees will not be removed from an active payroll, and states that you will need to delete and recreate the batch in progress; you will do this in step 11.
The system notifies you that the employees are not in an active payroll and alerts you that they will not be added to a payroll automatically. You need to do this manually in step 12.
Enter the To Pay Group ID that you need to apply. The New Pay Period displays.
Make note of the payroll batch IDs for each Payroll in Progress (From Pay Group and To Pay Group). You will use these after you run the Mass Change Pay Group utility (step 11 and step 12).
The system displays the New Standard Hours for the employees who will be changed to the new pay group. Edit the hours if needed.
If necessary, enter the New Default T/S Hours for employees.
Note: The system automatically updates these hours in the Default T/S Hours field on the Pay tab in the Employee Details form. (This occurs even if the Auto Accept T/S field is not enabled.)
If you need to filter employees by status, select any combination of Active Status, Terminated Status, and On Leave Status. Otherwise, leave All Statuses selected.
Click Find Employees. The system retrieves the employees who are assigned to the From Pay Group and displays their information.
[Image: screenshot]
Select the employees whose pay group should change, or click Select All to select all the employees in the list.
When you are finished selecting employees, click Save.
Click Yes to confirm that you want to change the pay groups.
The system updates the employee records, including the default time sheet hours, and it displays the total number of employees who were updated. It displays additional information that also applies (for example, the system will not add new hires whose start date is after the pay period end date of the new payroll).
Once the process is complete, there are additional updates that you need to make.
| a. | Open Payroll Control (found in the Payroll menu under Payroll\ | Change). |
|---|---|---|
| b. | Enter the Payroll Number. | |
| — | — | — |
| c. | Click Delete. | |
| — | — | — |
| d. | Click Yes to confirm that you want to delete the payroll. | |
| — | — | — |
Click No if there are no employees assigned to the From Pay Group and you do not create a replacement payroll for the old pay group.
Click Yes if there are still some employees assigned to the From Pay Group.
| a. | Open Payroll Control. |
|---|---|
| b. | Enter the Payroll Number. |
| — | — |
| d. | Add each employee who was not added to the new payroll batch. |
|---|---|
| e. | Click Accept. |
| — | — |
| f. | Click Save. |
| — | — |
You can now process the payrolls.
Related Topics
Employee Details Establishing and Maintaining Employee Pay Information
Establishing Information for Processing Payrolls
Adding Employees to a Payroll in Payroll Control
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Action/Miscellaneous_Invoice.htm
Path: PD/Payroll/Action/Miscellaneous_Invoice.htm
Use the Miscellaneous Invoice form to create an invoice for stand-alone, miscellaneous charges. You can also delete pending records (those records that have not been processed) and process locks using this form.
[Image: Miscellaneous invoice form]
To create an invoice for miscellaneous charges, do the following:
Enter the Bill Date for this invoice.
Select Suppress ACH if this invoice should not follow ACH rules established for this client.
For each event code:
Select the Event Code to bill. The Description displays.
Enter the units and rate to bill, or the total amount:
Enter the Billing Units and Bill Rate. The Amount To Bill populates automatically.
Enter the Amount To Bill. Typically, you would enter Billing Units of 1, and then the Bill Rate populates with the same value as the Amount To Bill.
Enter the Location code. This is required for sales tax calculations. (Note: If the client is set to ACH by Location, you must enter a Location code.)
Enter the Division, Department, Shift, or Project information, as appropriate. (Note: If the client is set to ACH by Division, you must enter a Division code.)
Enter the Cost.
Enter a Comment that explains the invoicing of the event code.
Note: Note: If the client is set to ACH by Location or ACH by Division and has missing or incomplete banking information, an error message displays and will not allow you to save the invoice. (You must review the client’s ACH setup and make the appropriate updates.)
You can access the Miscellaneous Invoices import template in the Data Import Tool from this form to import stand-alone, miscellaneous charges data by clicking Import
[Image: screenshot]
. The Miscellaneous Invoices import template option and its tabs/fields automatically display.
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 Miscellaneous Invoices import template option.
Note: Note the following when importing Miscellaneous Invoices data:
Users whose user role is set to DENY for the Miscellaneous Invoice form cannot import data using the Miscellaneous Invoices import template and subsequently, the Data Import Tool icon will not display on this form.
Users whose user role is set to FULL or INQUIRY for the Miscellaneous Invoice form, but whose user role is also set to DENY for the Data Import Tool cannot view the Import icon on the Miscellaneous Invoice form.
Users whose user role is set to INQUIRY for the Miscellaneous Invoice form can view the Miscellaneous Invoices import template for Miscellaneous Invoice, but cannot import data.
Users whose user role is set to INQUIRY for the Data Import Tool can view the form and import template options, but cannot import data.
Users who do not have access to a particular company through client access groups are unable to import data into that company.
You can group the lines into one invoice if they are for the same client and date and are in consecutive lines in the file. However, if there are records for the same client and date that are not next to each other in the input file, the system does not group them in the same invoice because the program processes the lines one at a time.
To delete pending records (those records that have not been processed) and process locks, do the following:
With a pending record displaying in the Miscellaneous Invoice form, click Delete.
A prompt displays asking you to confirm the deletion: “Are you sure you want to delete this record?” Do one of the following:
Click Yes to delete the pending record. (The record no longer displays on the form.)
Click No to cancel the deletion. (The delete process cancels and the pending record displays.)
After a Miscellaneous Invoice is complete and the Client Control for Payroll Finalization Notification is set to Email, the system notifies the user at the email address indicated in the Payroll Finalization email that the invoice is complete and displays the invoice.
Note: The system sends the Payroll Finalization email to worksite managers and worksite trusted advisors designated with the Payroll Approver Human Resource Role on the Users form, including any email addresses listed in the Additional Notification Emails panel on the Control tab in the Client Details form (the Additional Notification Emails panel displays when you select the Email option).
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Action/Net_to_Gross_Calculator.htm
Path: PD/Payroll/Action/Net_to_Gross_Calculator.htm
The Net-to-Gross Calculator is helpful when you are calculating special bonus checks or duplicating a check that has been issued manually by the client. The calculator computes the gross amount that, after taxes and deductions, results in the amount of the check.
For example, without the calculator, you might issue a check for a net amount of $100.00 and then guess at the gross amount, estimate the appropriate taxes, and then continue to recalculate and rerun the numbers until the guessed gross amount is accurate (or close enough). Using the Net-to-Gross Calculator, you enter the amount of the check that the employee will receive or has received and select the deduction period that should be included in the calculation, if any. The system performs a reverse calculation to determine the exact gross amount that, with taxes and deductions, ends up with the net payment of the target amount.
[Image: Net to Gross calculator form]
To use the net-to-gross calculator:
Enter the Employee by either entering the name, Social Security Number, or ID to display a pop-up list of matching employee records. You can also click the field label or press Ctrl+Enter with your cursor in this field to open the search window. This is the person receiving the check.
Enter the Pay Date for the check issue date. This must be after the last processed payroll batch pay date. If this payment should be attached to a batch (such as an Other Payments Batch), enter the pay date of the batch.
Select the Voucher Type: Regular, Vacation, or Supplemental.
Select the correct Pay Period that applies to the payment. The system calculates taxes based on the pay period. If you select a different pay period than should apply, the calculated taxes will not match the taxes on the initialized voucher, which results in a voucher without an even net payment amount.
If appropriate, use the Deduction Period to indicate the deduction period that the system should use for calculating standard deductions, benefits, and garnishments. Do not select a period if you do not want to include those in the calculation. (The deduction period does not apply to the supplemental voucher type.)
The Estimated Periods Remaining is important for calculating amounts such as FSA or HSA contributions. It is the number of benefits deduction periods remaining, and the system calculates the default value based on the next scheduled regular batch. Edit the value only as needed.
If appropriate, select the employee’s Work Shift. If the work shift code has a differential that is included in the pay code, the calculator uses the differential in the gross pay calculation. If not, you do not need to select anything.
Enter the appropriate Pay Code. The pay code must apply to the selected voucher type. If you want to add this payment to an Other Payments Batch, you must enter a pay code with a fixed pay calculation.
The Payroll Number defaults to the next regularly scheduled payroll batch for the selected employee. If you want to use a special batch, such as one for bonuses, you would first create one in Payroll Control and then enter that batch number in this field. Note that the system only adds the voucher to the specified payroll batch if you select the Write Batch checkbox after getting the calculation results.
Enter the Target Net Pay amount, which is the final net payment amount of the check.
Press Tab. The system runs the calculations and displays the results.
[Image: Calculation details]
If you want to use the Net-to-Gross Calculator to make a payment to the employee within a regularly scheduled payroll batch, select Write Batch and then click Save. The system tells you the number of the batch where the payment is included. This option does not add the payment to a manual or special batch.
If the regular payroll batch that you want to include the payment in is still in time sheet entry status, the system adds it to the payroll.
If the regular payroll batch that you want to include it in has been initialized (calculated), then the payroll processor needs to recalculate the payroll to include the payment.
Because other changes could occur to the employee’s record that would affect the results of this payment (for example, changes to deduction amounts or tax withholding information), the payroll processor should review the results of the payment amount to ensure that the results are the same.
If you used the calculator only for estimation purposes, click Clear.
To remove an item in the Net-to-Gross Calculator, go to Payroll|Change|Batch Payments. Find the item that you want and click Delete.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Action/Payroll_Approval.htm
Path: PD/Payroll/Action/Payroll_Approval.htm
Once the payroll processor calculates the payroll, PrismHR sends a message to the payroll approver that the payroll is ready for review and approval. Using the Payroll Approval form, the approver reviews the payroll and can either approve or deny it. If the payroll is denied, the approver must provide a reason. (You can view the Worksite Payroll Approval comment when the Worksite Manager or Worksite Trusted Advisor denies a payroll.) For example:
[Image: screenshot]
Note: For information about how to setup and process a multistep payroll approval process, which involves setting up a minimum of two payroll approvers, see Processing Multistep Payroll Approval.
Before calculating a payroll for standard payroll approval, ensure you have setup payroll approval.
Setup standard payroll approval by doing the following:
Enable the Standard option in the Worksite Payroll Approval field on the Control tab in the Client Details form.
Click Save.
Setup at least one worksite manager or worksite trusted advisor who has Payroll Approver as their HR Role on their user record.
After setting up payroll approval and before finalizing payroll approval, there are two methods you can use to process the payroll:
SuperBatch calculation: When you calculate a payroll with worksite approval setup using the SuperBatch form on the Operations|Action menu, the approval is generated after you select Reviewed OK during the Review step. Selecting this button triggers the approval and updates the payroll status to Client approval pending.
Process Payroll calculation: When you calculate a payroll using the Process Payroll form on the Payroll|Action menu for a client with worksite payroll approval, the following message displays, “Do you wish to notify the client that this batch is ready to approve?” If you select Yes, the system starts the approval process and updates the payroll status to Client approval pending. If you select No, the system bypasses the approval process and moves the payroll forward to the next status. You must recalculate the payroll, if you need to begin the approval process.
Note: If the client is set to Wire Transfer for payroll processing, this choice is not available and instead, the payroll advances immediately to Client approval pending status if worksite approval is established.
This part of the payroll approval process is usually performed by the worksite manager or the worksite trusted advisor. Although a service provider can also perform the payroll approval, usually that only happens when the worksite manager or the worksite trusted advisor is not part of the approval process or has made a verbal approval.
To complete the payroll approval process, do the following:
The Payroll Approval form displays the information for review.
Review the reports for the payroll by selecting them from the View Report/Analytic drop-down:
Approval Payroll Reports: Opens the Approval Payroll Reports form, which lists all the available payroll approval reports. Click the Open File icon in the Job column to view the report listed in the Report Title column. (See Viewing Payroll Reports and Downloadable Output Files.)
Employees in Payroll: Lists the employees in the payroll batch. Click the employee ID to view the Employee Details. see Maintaining Employee Details.
Payroll Summary: Summarizes the vouchers in the payroll batch. Click the voucher number to view the voucher details. see Listing Details Associated with a Selected Employee Voucher.
Payroll Detail: Displays the Payroll Summary form. see Listing Payments in a Payroll.
Invoice: Displays the billing invoice for the payroll batch. See Viewing Invoice Details.
Gross-to-Net Report: Allows you to run the Gross-to-Net (Register) Report. This report provides a summary of the employee voucher, including all pay and deductions. See Gross-To-Net Register Report.
Payroll Register Report: Displays the Payroll Register Report. This report displays information for each employee on the report, as well as the current, month-to-date, quarter-to-date, and year-to-date values for pay, deductions, taxes, and paid time off. See Payroll Register Report.
Check Journal Report: Allows you to run the Payroll Check Journal Report. This report provides employee payroll check details. See Payroll Check Journal Report.
Deduction Register Report: Lists all payroll deductions and the amount the employer contributes. See Deduction Register Report.
Deduction Code Summary Report: Displays the Deduction Code Summary Report. This report displays a list of deductions for a client along with the deduction taken for a single payroll or date range. See Deduction Code Summary Report.
Client Allocation Report: Displays the Client Allocation Report for service providers. This report provides a listing of client allocations based on the allocation format selected. See Client Allocation Report.
Unpaid Employees Report: Allows you to run the Unpaid Employees Report after receiving notification that a payroll is waiting for your approval. This report displays payroll information for employees who received no earnings in a specific payroll or during a payroll period. See Unpaid Employees Report.
Approve: The payroll is approved and will be sent to the payroll processor for completion.
Deny: The payroll will be returned to the payroll processor for correction. You must enter Comments, explaining why you did not approve the payroll.
Related Topics
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Action/PP_Calculate_Payroll_Vouchers.htm
Path:
PD/Payroll/Action/PP_Calculate_Payroll_Vouchers.htm
To begin the payroll calculation process, click the Calculate icon (
[Image: screenshot]
) for the payroll. (Note: The time sheet entry must be complete to enable payroll calculation.)
Note: Note: The Security Notification dialog displays if you have made changes to sensitive employee information prior to calculating payroll.
During the payroll calculation process, PrismHR creates a payroll voucher for each employee to be paid in the current payroll as follows:
Calculates full gross-to-net earnings
Posts any other earnings combined with selected time sheet earnings to one of up to twelve payroll vouchers that could be created for an individual employee
Calculates and processes scheduled deductions
Calculates and takes payroll taxes
Processes any active tax calculation overrides or deduction overrides
Creates billing vouchers
Calculates accounting
Calculates benefits and benefit deductions
Accrues paid time off registers, if any
Applies FLSA ruleset, if applicable
Note: Note: If the pay date is on or before today’s date, you might be prompted to enter an authorization code; see Authorization Code for Backdated Payroll.
When the calculation begins, the Calculating Payroll form opens. When the Close button is enabled, the calculation is complete. You can close the form and return to the Process Payroll form.
Note: Note: All dates and times in PrismHR are Central Time.
[Image: screenshot]
Note: When your client is set up for Worksite Payroll Approval and Self Service, the Self Service Restrictions are set to either Print or Select/Null, and the ACH status on the Billing tab on the Client Details form is not set to Wire Transfer Client, the following message displays for worksite managers and worksite trusted advisors who are calculating payroll:
To move into the payroll approval status and generate the approval email, click Yes.
To bypass the payroll approval step and move the payroll to the next step, click No.
In addition, this message displays for all users calculating payroll when the client has enabled payroll approval and the ACH status is not set to Wire Transfer Client.
If there were any errors, they display at the bottom of the Process Payroll form in the Errors and Warnings panel. You must resolve these errors before you can proceed to the next step.
If warning messages display, payroll calculation does not fail but not resolving them could cause accounting issues. For example, if the employee’s recorded timesheet hours are incorrect, warning messages similar to the following would display:
[Image: screenshot]
Note: If you enabled the Enable payroll live check calculation warning field on the System Parameters form and the system will create live checks during payroll processing, a warning message displays during payroll calculation, “Warning: there are <X> live checks.”
In addition, helpful messages display in this panel that clearly define what needs to be fixed to successfully process a payroll. For example:
[Image: screenshot]
Note: You can download the errors, warnings, and messages that display in this panel to an Excel spreadsheet by clicking the Errors and Warnings Download icon (
[Image: screenshot]
).
After calculating a payroll, the following dialog displays: “Do you want to send the payroll approval to the client?” Click one of the following options:
Click Yes to send the approval notification email to the client.
Click No to disregard sending the approval notification, which closes the dialog.
The payroll’s batch status then updates to Calculation Complete and allows users to post the payroll or recalculate and submit it for approval.
Related Topics
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Action/PP_Finalize_Payroll.htm
Path: PD/Payroll/Action/PP_Finalize_Payroll.htm
When you are sure all the information for the payroll batch is complete and accurate, finalize the payroll by clicking the Finalize icon (
[Image: screenshot]
).
During the Finalization process, PrismHR gathers the data from the vouchers created during the calculation of the payroll and finalizes each item to the appropriate register. The system creates a permanent record of the payroll within its files.
Once the payroll is finalized, PrismHR considers it to be complete and creates another payroll for this client and pay group. The system cannot calculate or finalize more than one payroll for the same client at the same time.
Reports and invoices designated to be printed at the completion of the payroll print immediately to your designated printer. The system sends checks and direct deposit advices, as well as any garnishment checks, to a print file.
Note: Note the following:
If you pass the ACH threshold limit during payroll processing a message displays in the job progress window on the Process Payroll form. In addition, the following warning displays in the Errors and Warnings panel after payroll calculation finishes, “The payroll is over the ACH threshold limit. You must clear the ACH hold before payroll displays in the ACH file. Delaying this action could delay releasing funds to employees.” (If the ACH threshold limit is null, the message and warning do not display. However, if the ACH threshold limit is set to at least zero (0), the message and warning do display if the payroll is over the limit.)
If you have a payroll where all employees receive live checks but the client is paying their invoice using ACH and that invoice exceeds the ACH threshold limit, the system displays a warning during calculation and finalization. At that time, the funds for the client are put on hold if the fees to be taken from the client are over the threshold limit.
Self-service worksite managers and worksite trusted advisors who are restricted from finalizing and printing payroll can indicate that they are ready to send the payroll to a service provider for finalization when they finish reviewing the payroll.
After self-service worksite managers and worksite trusted advisors successfully calculate a payroll (the payroll must be in INITWARN or INITOK status) the following message displays, “Are you sure you want to submit the payroll for processing?” Make either of the following selections to continue:
Yes: The system moves the payroll to the next status and becomes visible to service providers in SuperBatch. In addition, making this selection dims/locks the Time Sheet Entry and Payroll Calculation icons and updates the Payroll Calculation icon’s text for all user types depending on the payroll status:
INITWARN: Payroll Calculation: Complete with Warnings, Submitted
INITOK: Payroll Calculation: Complete, Submitted
Note: Selecting Yes does not allow self-service worksite managers and worksite trusted advisors to edit the payroll any further without a service provider resetting it back to them to any status before payroll calculation. After a service provider changes the payroll status back to any status with “TS,” the Time Sheet Entry icon becomes available to worksite managers and worksite trusted advisors once again. In addition, if the status is set to TSOKCOMP, the Payroll Calculation icon becomes available.
No: The system moves the payroll to the next status and is not visible to service providers in SuperBatch. In addition, making this selection updates the Payroll Calculation icon’s text for all user types depending on the payroll status:
INITWARN: Payroll Calculation: Complete with Warnings, Not submitted
INITOK: Payroll Calculation: Complete, Not submitted
Note: Selecting No requires recalculation to submit the payroll for processing.
Once the payroll is ready for finalization after making a response from the list above, the following occurs for service providers:
Yes: The system automatically updates SuperBatch, so service providers can post the payroll.
No: The system does not update SuperBatch, so service providers cannot post the payroll.
Related Topics
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Action/PP_Print_Mail.htm
Path: PD/Payroll/Action/PP_Print_Mail.htm
The final steps in the payroll process are to generate the payroll reports. Click the Generate Reports icon (
[Image: screenshot]
) for the payroll. The system generates:
Paychecks and/or direct deposit advices
Invoice
Reports
[Image: screenshot]
Note: Note: Users can specify what prints for a client during the payroll process in the Payroll tab on the Client Details form.
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Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Action/PP_Review_Payroll_Reports.htm
Path: PD/Payroll/Action/PP_Review_Payroll_Reports.htm
Once the payroll calculation is complete, you must review it for accuracy. You can also review any errors that occurred.
Important! If there are any changes to the payroll batch after it is calculated, you must recalculate the payroll batch to apply those changes.
You can sort the information that displays in the Payroll Overview panel by making selections from the following filters:
View: Select the view to display in the first menu. For example, select Employees in Payroll (default) to view the employees in the selected payroll batch. Selecting Payroll Summary displays the employee vouchers associated with the selected payroll batch.
Categories: In the second menu, select the category to display (default is Status/Type). For example, select Locations to filter employees by their locations.
Filter: In the third menu, All (default) displays all the items that pertain to the selected category. For example, if you select Locations in the category menu and All as the filter, all the employee locations display.
Review: Select the review type, which opens the associated form. For example, if you select Payroll Vouchers, the Payroll Summary form opens for the selected payroll batch.
Charts: Select a bar in the chart to display the employees in the table below that pertain to that category. (The system dims the other bars.) To remove a bar from the chart display, select that bar in the legend. (The system dims it in the legend.) To redisplay it, simply click the dimmed item in the legend. (Note: Selecting items in the legend only affects the display in the chart and does not affect the table data.)
The payroll vouchers created in the Calculation process are the same ones from which checks will be created. Therefore, you must review these vouchers for accuracy. You can use the payroll batch reports, accessed on the right-hand side of the form, to determine the accuracy of the payroll. No matter which reports you use to review the batch, be aware that some kind of review process must be completed before finalizing and posting the payroll.
Select Employees in Payroll in the View drop-down. The employee name, employee ID, status/type, pay group, and category selections you make in the second and third drop-downs display for each employee in the payroll. In addition, you can select a bar in the chart to display the employees in the table below that pertain to that category.
Click an Employee ID to view the Employee Details; see Maintaining Employee Details.
Select Payroll Summary in the View drop-down. The employee name, voucher number, check/deposit type, gross pay, and category selections you make in the second and third drop-downs display for each voucher in the payroll. In addition, you can select a bar in the chart to display the employees in the table below that pertain to that category.
Click a Voucher number to view the Employee Voucher; see Listing Details Associated with a Selected Employee Voucher.
Select Invoice in the Review drop-down. The invoice generated by the payroll batch opens; see Viewing Invoice Details.
Click Close when you are finished.
Select Payroll Vouchers from the Review drop-down. The Payroll Summary opens, listing the checks paid in the payroll batch.
Click a Voucher # to display the Employee Voucher; see Listing Details Associated with a Selected Employee Voucher.
Click Close when you are finished.
Select Billing Vouchers in the Review drop-down. The Payroll Billing Summary opens, listing the totals of the payroll vouchers used to calculate the billing amounts in the batch.
Click a Voucher # to display the Billing Voucher Detail; see Viewing Billing Voucher Details.
Click Close when you are finished.
Other reports might be available in the Review drop-down, if your organization specified those reports in the Payroll Reports panel in the Payroll tab on the Client Details form. See Reports for information on these and other reports that your organization might use.
If PrismHR encountered errors during the payroll Calculation process, the
[Image: screenshot]
icon displays. Click this icon to review any messages from the system regarding the errors it encountered. (See Understanding Payroll Error Messages for a description of common errors and solutions.) Once you have taken the proper steps to correct the error situation, you must calculate the batch again. The batch cannot be finalized until the Calculation and Review processes have been successfully completed.
After resolving any errors, you must recalculate the batch.
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Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Action/Process_Payroll.htm
Path: PD/Payroll/Action/Process_Payroll.htm
Use the Process Payroll form to enter time sheet information, calculate the payroll, finalize the payroll, run the Payroll Validation Report and the Payroll Audit Report, update employee and payroll records, review/download errors and warnings, and print the vouchers. For example:
[Image: screenshot]
Important! The output recorded in the Payroll Audit Report is generated using artificial intelligence (AI), so please review all output for accuracy, completeness, and appropriateness before using it.
The Process Payroll form displays four distinct panels:
| Panel | Description |
|---|---|
| Selected Payroll | Includes additional information about the payroll and related available actions. In addition, you can do the following: - Select Payroll Validation Report to generate a listing of validation errors for the selected payroll number. (See Generating the Payroll Validation Report.) - Select Payroll Audit Report to review a payroll before it is finalized and posted. (See Payroll Audit Report.) - Select the Payroll Maintenance menu to access quick links to other forms, such as the Payroll Control form, for the selected payroll. Select the Payroll Maintenance menu to access the following options and their associated forms: - Bill Pending: Opens the Bill Pending form, where you can add billing items to a payroll - Payroll Approval: Opens the Payroll Approval form, where you can review and approve the selected payroll - Payroll Control: Opens the Payroll Control form, where you can establish essential information for processing payroll - Tax Calculation Overrides: Opens the Tax Calculation Overrides form, where you can temporarily override how the system calculates taxes for an employee - Payroll Variance Analysis: Opens the Payroll Variance Analysis dashboard, where you can review relevant payroll information and compare two payrolls on a single dashboard to simplify the review process. Note: Any updates you save in other forms immediately display when you return to the Process Payroll form. > Note: Note the following: - If you are processing a Pay On-Demand payroll for an employee, all HSA and HSA matches are suppressed. Also, the system ignores any entries in the Minimum ACH Window field on the System Parameters form. - The system displays the table header “Employees” for manual payroll types. If the payroll type is not manual, it displays “Pay Groups” as the table header. - The Payroll Maintenance menu does not display if the user has no access to all the forms available as quick links. - If a user’s role is set to Inquiry for the forms available as quick links, that user can click these links but is unable to make updates in the forms. - If a user’s role is set to Deny for the forms available as quick links, these links do not display. |
The steps involved in processing a payroll are:
The payroll calculation process includes the gross wages and calculates the employee contribution based on the Benefit Rules and value assigned to the Benefit Plan for Gross % of Wages.
On the Benefit Rules form, if a benefit plan uses the Percent of Gross Wages value, then while calculating the contribution towards the Employee portion of premium, if Max Contribution has been defined for any Benefit Rule, then it will ignore the Max Contribution value. You must also set The Contribution rule amounts made by Company or Employee field to Employee for the payroll process to include gross wages.
The logic to determine the Percent of Gross Wages being used is as follows:
If the Employee Benefit Rule Overrides form uses the Percent of Gross Wages value, then:
the value in the Percent of Gross Wages field on the Employee Benefit Rule Overrides form will be used to calculate the Percent of Gross Wages or else it will use the value assigned on the Group Benefit Plans form to calculate Percent of Gross Wages.
If the Employee Benefit Rule Overrides form does not use the Percent of Gross Wages value, then:
the value in the Percent of Gross Wages field on the Benefit Rules form will be used to calculate the Percent of Gross Wages or else it will use the value assigned on the Group Benefit Plans form to calculate Percent of Gross Wages.
The payroll calculation is as below:
Once the Percent of Gross Wages value has been determined, this value is used to calculate the Contribution Amount for the Employee portion of the premium.
If the Percent of Gross Wages value is not being considered, then the Contribution Amount is calculated for the Employee portion of the premium based on the Benefit Rule grid.
If the Percent of Gross Wages value is less than the Calculated Contribution from the Benefit Rule grid, then the Percent of Gross Wages is used as the contribution towards the Employee portion of premium. The dependent premium is calculated in full by the benefit rule.
If the Percent of Gross Wages value is greater than the Calculated Contribution from the Benefit Rule grid, then the Calculated Contribution is used from the Benefit Rule grid as the contribution towards the Employee portion of premium.
The Security Notification dialog warns clients of changes made to sensitive employee information prior to calculating payroll. This dialog displays when you:
Email address
Direct deposit
Mobile phone
Employee name
Note: Note: This dialog displays updates made to an employee’s mobile phone number as listed on the HR|Change|Employee Details form’s Address tab.
[Image: screenshot]
Note: To ensure “self-service payroll” Worksite Managers and Worksite Trusted Advisors have access to the Security Notification dialog, set up the following qualifications on these forms:
Client|Change|Client Payroll form: Enable the Self-Service Payroll field on this form’s Payroll tab to set the client to self-service mode
System|Change|Users form: Enable the user as a Payroll Processor in the Human Resource Roles panel, in addition to having access to process payroll in self-service mode
When you process a manual or a special payroll where any employee has a flat amount as a garnishment which is not for child support, a warning indicating the Employee ID and the docket number displays, so you can review and make adjustments as needed. For example:
[Image: Payroll Warning for flat amount creditor garnishment]
Note: Note: This will work only if the Enhanced Garnishment Capping field in the System Parameters form is checked.
When you process a payroll where a timesheet entry contains hours greater than zero (0) and a 0.0000 unit rate, which results in $0.00 being paid for the time sheet entry, a calculation warning displays in the Process Payroll and SuperBatch forms. For example:
[Image: screenshot]
Note: Note the following:
This warning does not stop the payroll from processing.
This warning is visible to all user types using either the Restartable Payroll feature or the Legacy Payroll feature.
When an employee is enrolled in a Retirement Plan that has one or
more Deduction Types flagged as Prohibited on the Retirement Plans form
and an employee’s existing elections in that plan reflect a deferral of
the prohibited Deduction Type, then while initializing a payroll for
that employee, a warning message, “
[Image: screenshot]
Note: Note: On the System Parameters form, under the Global Codes Setup section, if the Employer Match Billing Code is configured and at the same time a Retirement Plan is configured for the Employer Match Bill Code with the Prohibit Billing checkbox selected, then the payroll process ignores the global bill code and does not produce any employer match billing for the plan in the payroll.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Action/Processing_Approvals.htm
Path: PD/Payroll/Action/Processing_Approvals.htm
When events take place that could potentially require an approval, such as a new hire or a payroll, PrismHR determines if there is a policy in place for the particular approval type.
If there is no policy definition, then the system immediately updates the database with the new hire or other information.
If there is an approval policy, then the system generates an approval event. If the first step for the approval is assigned to a particular user, then an e-mail is sent to that user. In addition, when the user logs in, the dashboard alerts the user of any pending approvals.
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Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Action/Recalculate%20Alabama%20Income%20Tax%20Exempt%20Wages.htm
Path:
PD/Payroll/Action/Recalculate Alabama Income Tax Exempt Wages.htm
Use the Recalculate Alabama Income Tax Exempt Wages form to recalculate the overtime payroll wages that are exempt from income tax for employees in the state of Alabama for a client. This process will not modify any existing payroll voucher data including exempt earnings, taxable earnings, and tax withheld for AL Income Tax 01-20. This recalculation will provide a report of the recalculation results. The recalculated values will be applied to MasterTax reporting, W-2 reporting, and Report Center reporting of actual exempt hours and wages for AL Overtime Income tax exemption. Tax adjustments will be required if the recalculated values do not align with the payroll data when it was processed.
The Alabama income tax exemption applicable to overtime wages ended on June 30, 2025. For any wages earned in June 2025 but paid in July 2025, the Alabama Overtime exemption will be honored. Exempt overtime wages earned on or before June 30 but not paid until July 2025 may be reported on the July 2025 Form A-6 or the September Form A-1 if quarterly filing.
When recalculating the exempt overtime amounts for Alabama wages earned in June but paid in July, you may also need to process corresponding tax adjustments. The Recalculate AL Overtime utility will be applied to the employees W2 and quarterly tax reports. The Recalculate utility will not adjust an employee’s taxable wages or tax amounts. After running the Recalculate AL Overtime utility, you can leverage Report Center to review the employees taxable wages with the exempt overtime amounts. This report can be created using the Employee Payroll Voucher data set with the field exempt_ot.
[Image: screenshot]
[Image: screenshot]
Important! Before using the Recalculate Alabama Income Tax Exempt Wages form, you must enable the system level custom feature code OVERTIME.EXCEPTION.PAY and disable the client level custom feature code DISABLE.OVERTIME.EXCEPTION.PAY for this form to work correctly for the client, else you will get an error message stating Overtime Exemption Pay is not enabled or is disabled for this client. Click OK to acknowledge the message.
Note: Note: Client Access Group security is enabled on this form.
To access the form, click Payroll. Under Payroll|Action, click Recalculate Alabama Income Tax Exempt Wages.
To recalculate Alabama income tax exempt wages:
Field — Description
Start PAY Date — Enter the starting check date for the pay period. The starting pay date cannot be prior to 1/1/2024.
End PAY Date — Enter the ending check date for the pay period. the ending pay date cannot be a date prior to the starting check date for the pay period.
If no adjustment is required a message displays, “No Vouchers found eligible for Alabama OT Exempt Pay adjustment.” Click OK to confirm the message.
Note: If you did not enable the OVERTIME.EXCEPTION.PAY system-level custom feature code or if the DISABLE.OVERTIME.EXCEPTION.PAYclient-level custom feature code is still enabled, when you click Preview an error message displays, Overtime Exemption Pay is not enabled or is disabled for this <client>.” Click OK to confirm the message.
Click Download to download the list to your system in .txt format.
Click Update to recalculate the listed payroll vouchers. A message displays, “Records updated successfully.” Click OK to confirm the message.
Note: Click Cancel at any time to clear the form. (No changes will be made.)
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Action/Recalculate%20Billing%20Taxes%20on%20Vouchers.htm
Path:
PD/Payroll/Action/Recalculate Billing Taxes on Vouchers.htm
Use the Recalculate Billing Taxes on Vouchers form to recalculate the billing tax amounts in payroll vouchers. This process automatically updates the billing tax amounts in the payroll vouchers, and then generates a report.
Note: Note: Client Access Group Security is enabled on this form.
To access the form, click Payroll menu. Under Payroll|Action, click Recalculate Billing Taxes on Vouchers.
To recalculate billing taxes on vouchers:
| In this field | Enter this |
|---|---|
| Tax Type | This field is a drop-down. Select from the following: - Unemployment - Use this option to recalculate employer paid SUTA or FUTA tax on payroll vouchers. - Miscellaneous - Use this option to recalculate employer paid MISC tax on payroll vouchers. |
Note: Note: The Update Tax Value button remains grayed out till you complete all the above fields.
Click Close to close the job progress window. In case of any errors, fix them and redo the above process.
Click Transaction Report - The Recalculate Billing Taxes on Vouchers Report opens up for the selected tax code.
Note: Note: The Transaction Report button will remain grayed out until you update the tax value, using the Update Tax Value button.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Action/Recalculate%20Global%20PTO%20Vouchers.htm
Path:
PD/Payroll/Action/Recalculate Global PTO Vouchers.htm
Use this form to update any existing vouchers that need to be included in the Flat Amount by Hours Worked Global PTO accrual calculations when enabling Global PTO functionality mid-year for a client. This process will not calculate accruals or create PTO registers. You should use this process when you enable Global PTO mid-year and need to account for accruals in the past. So, when you enable Global PTO mid-year, this process allows the look-back calculation method the ability to pick up the vouchers in the past to accurately represent the YTD accrued balances for Global PTO.
Note: Note: Client Access Group Security is enabled on this form.
To access this form, click the Payroll menu. Under Action, click Recalculate Global PTO Vouchers.
To recalculate Global PTO vouchers in PrismHR:
Field Name — Description
Start PAY Date — Enter the starting date of the pay date range from when you want recalculate to Global PTO for payroll vouchers.
VOUCHER : Payroll number
EMPLOYEE ID : The employee id
EMPLOYEE NAME : The employee name
ORIG PTO PLANS : The original Global PTO Plans assigned to the employee
NEW PTO PLANS : The new/changed Global PTO Plans assigned to the employee
ORIG PTO TYPES : The original Global PTO Plan types assigned to the employee
NEW PTO TYPES : The new/updated Global PTO Plan types assigned to the employee
MESSAGE : Any message provided
Click the Download hyperlink to download the above information in a .CSV format.
Click Update to update the Global PTO information on the required payroll vouchers. You will receive a warning message stating You are going to apply these changes to these vouchers. Do you wish to proceed?
Click Yes to update the selected payroll vouchers. A job progress window will appear showing the progress. Once completed, you will be returned to the main screen
Click No to go back without making any changes.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Action/Recalculate%20Taxes%20on%20Vouchers%20-%20Medicare.htm
Path:
PD/Payroll/Action/Recalculate Taxes on Vouchers - Medicare.htm
Select the Paid By option from the following:
Employer
Employee
| In this field | Enter this |
|---|---|
| Employer ID | The employer ID, or click the Employer ID link to select the employer whose vouchers need to be recalculated. |
| Start Date | The start date from which you want to recalculate the Medicare taxes. |
| End Date | The end date up to which you want to recalculate the Medicare taxes. |
| Tax Rate | The Medicare tax rate in percentage. |
| Update Tax | Select one of the options from the drop-down: - Yes - will update the Medicare taxes at the employer level. - No - will not update the Medicare taxes at the employer level. |
| Field | Description |
|---|---|
| Generate Separate Adjustments for each quarter | - If you select Yes, the Adjustment Date field is disabled, and tax adjustments per quarter is generated. - If you select No, in the Adjustment Date field is enabled to select an effective date for the adjustment payroll vouchers of your choice. The date must be in the same year as the date range you entered above. > Note: Note: The Adjustment Date defaults to the last day of the quarter based upon the End Date entered above. - If the end date is between 01/01/YYYY and 03/31/YYYY, the default adjustment date is 03/31/YYYY. - If the end date is between 04/01/YYYY and 06/30/YYYY, the default adjustment date is 06/30/YYYY. - If the end date is between 07/01/YYYY and 09/30/YYYY, the default adjustment date is 09/30/YYYY. - If the end date is between 10/01/YYYY and 12/31/YYYY, the default adjustment date is 12/31/YYYYY. |
| In this field | Enter this |
|---|---|
| Employer ID | The employer ID, or click the Employer ID link to select the employer whose vouchers need to be recalculated. |
| Start Date | The start date from which you want to recalculate the Medicare taxes. form |
| End Date | The end date up to which you want to recalculate the Medicare taxes. |
| Tier One Tax Rate | The Tier 1 tax rate in percentage. > Note: Note: The Tier 1 tax rate in this field is currently generated from the Tax Rate Maintenance form under the Actions menu on the System Parameters form in the decimal format. Please override this to display a percentage (For example, 1.45 is the correct format instead of 0.0145) |
| Tier Two Tax Rate | The tax rate to use when the total taxable exceeds 200,000 US dollars. |
| Update Tax | Select one of the options from the drop-down: - Yes - will update the Medicare taxes at the employee level. - No - will not update the Medicare taxes at the employee level. |
| In this field | Enter this |
|---|---|
| Generate Separate Adjustments for each quarter | Select Yes or No. - If you select Yes, the Adjustment Date field is disabled, and tax adjustments per quarter is generated. - If you select No, the Adjustment Date field is enabled to select an effective date for the adjustment payroll vouchers of your choice. The date must be in the same year as the date range you entered above. > Note: Note: The Adjustment Date defaults to the last day of the quarter based upon the End Date selected. You can change - If the end date is between 01/01/YYYY and 03/31/YYYY, the default adjustment date is 03/31/YYYY. - If the end date is between 04/01/YYYY and 06/30/YYYY, the default adjustment date is 06/30/YYYY. - If the end date is between 07/01/YYYY and 09/30/YYYY, the default adjustment date is 09/30/YYYY. - If the end date is between 10/01/YYYY and 12/31/YYYY, the default adjustment date is 12/31/YYYYY. |
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Action/Recalculate%20Taxes%20on%20Vouchers%20-%20Miscellaneous.htm
Path:
PD/Payroll/Action/Recalculate Taxes on Vouchers - Miscellaneous.htm
Select a Reporting Entity from the following options:
Client
Employer
Employee
| In this field | Enter this |
|---|---|
| Client ID | The client ID, or click the Client ID link to select the client whose vouchers need to be recalculated. |
| Tax Code | The tax code, or click the Tax Code link to select the miscellaneous tax code to be recalculated. |
| Start Date | The start date from which you want to recalculate miscellaneous taxes for the tax code selected. |
| End Date | The end date up to which you want to recalculate miscellaneous taxes for the tax code selected. |
| Taxable Wage Limit | The taxable wage limit for the state for which you want to recalculate miscellaneous taxes. |
| Tax Rate (%) | The applicable miscellaneous tax rate for the state if you do not have a tax rate defined for the client. If you already have a tax rate defined for the client, then that value shows here by default. |
| Update Tax | Select one of the options from the drop-down: - Yes - will update the miscellaneous tax at the client level. - No - will not update the miscellaneous tax at the client level. |
| In this field | Enter this |
|---|---|
| Generate Separate Adjustments for each quarter | Select Yes or No. - If you select Yes, the Adjustment Date field is disabled, and tax adjustments per quarter is generated. - If you select No, the Adjustment Date field is enabled to select an effective date for the adjustment payroll vouchers of your choice. The date must be in the same year as the date range you entered above. > Note: Note: The Adjustment Date defaults to the last day of the quarter based upon the End Date selected. You can change - If the end date is between 01/01/YYYY and 03/31/YYYY, the default adjustment date is 03/31/YYYY. - If the end date is between 04/01/YYYY and 06/30/YYYY, the default adjustment date is 06/30/YYYY. - If the end date is between 07/01/YYYY and 09/30/YYYY, the default adjustment date is 09/30/YYYY. - If the end date is between 10/01/YYYY and 12/31/YYYY, the default adjustment date is 12/31/YYYYY. |
| In this field | Enter this |
|---|---|
| Employer ID | The employer ID, or click the Employer ID link to select the employer whose vouchers need to be recalculated. |
| Tax Code | The tax code, or click the Tax Code link to select the miscellaneous tax code to be recalculated. |
| Start Date | The start date from which you want to recalculate taxes for the miscellaneous tax code selected. |
| End Date | The end date up to which you want to recalculate taxes for the miscellaneous tax code selected. |
| Taxable Wage Limit | The taxable wage limit for the state for which you want to recalculate miscellaneous taxes. |
| Tax Rate (%) | The applicable miscellaneous tax rate for the state if you do not have a tax rate defined for the employer. If you already have a tax rate defined for the employer, then that value shows here by default. |
| Update Tax | Select one of the options from the drop-down: - Yes - will update the miscellaneous taxed at the employer level. - No - will not update the miscellaneous taxes at the employer level. |
| Field | Description |
|---|---|
| Generate Separate Adjustments for each quarter | - If you select Yes, the Adjustment Date field is disabled, and tax adjustments per quarter is generated. - If you select No, in the Adjustment Date field is enabled to select an effective date for the adjustment payroll vouchers of your choice. The date must be in the same year as the date range you entered above. > Note: Note: The Adjustment Date defaults to the last day of the quarter based upon the End Date entered above. - If the end date is between 01/01/YYYY and 03/31/YYYY, the default adjustment date is 03/31/YYYY. - If the end date is between 04/01/YYYY and 06/30/YYYY, the default adjustment date is 06/30/YYYY. - If the end date is between 07/01/YYYY and 09/30/YYYY, the default adjustment date is 09/30/YYYY. - If the end date is between 10/01/YYYY and 12/31/YYYY, the default adjustment date is 12/31/YYYYY. |
| In this field | Enter this |
|---|---|
| Employer ID | The employer ID, or click the Employer ID link to select the employer whose vouchers need to be recalculated. |
| Tax Code | The tax code, or click the Tax Code link to select the miscellaneous tax code to be recalculated. |
| Start Date | The start date from which you want to recalculate miscellaneous taxes for the tax code selected. |
| End Date | The end date up to which you want to recalculate miscellaneous taxes for the tax code selected. |
| Taxable Wage Limit | The taxable wage limit for the state for which you want to recalculate miscellaneous taxes. |
| Tax Rate (%) | The applicable miscellaneous tax rate for the state if you do not have a tax rate defined for the employer. If you already have a tax rate defined for the employer, then that value shows here by default. |
| Update Tax | The system updates only the taxable basis. You must create scheduled payments to adjust the tax amounts. |
| Update Existing Voucher Amounts or Create Adjustment Vouchers | Select one of the following options: - Create new adjustment vouchers - Update existing vouchers |
| In this field | Enter this |
|---|---|
| Generate Separate Adjustments for each quarter | Select Yes or No. - If you select Yes, the Adjustment Date field is disabled, and tax adjustments per quarter is generated. - If you select No, the Adjustment Date field is enabled to select an effective date for the adjustment payroll vouchers of your choice. The date must be in the same year as the date range you entered above. > Note: Note: The Adjustment Date defaults to the last day of the quarter based upon the End Date selected. You can change - If the end date is between 01/01/YYYY and 03/31/YYYY, the default adjustment date is 03/31/YYYY. - If the end date is between 04/01/YYYY and 06/30/YYYY, the default adjustment date is 06/30/YYYY. - If the end date is between 07/01/YYYY and 09/30/YYYY, the default adjustment date is 09/30/YYYY. - If the end date is between 10/01/YYYY and 12/31/YYYY, the default adjustment date is 12/31/YYYYY. |
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Action/Recalculate%20Taxes%20on%20Vouchers%20-%20OASDI.htm
Path:
PD/Payroll/Action/Recalculate Taxes on Vouchers - OASDI.htm
Select the Paid By option from the following:
Employer
Employee
| In this field | Enter this |
|---|---|
| Employer ID | The employer ID, or click the Employer ID link to select the employer whose vouchers need to be recalculated. |
| Start Date | The start date from which you want to recalculate OASDI taxes. |
| End Date | The end date up to which you want to recalculate OASDI taxes. |
| Taxable Wage Limit | The taxable wage limit for the state for which you want to recalculate OASDI taxes. |
| Tax Rate (%) | The applicable OASDI tax rate for the state. |
| Update Tax | Select one of the options from the drop-down: - Yes - will update the OASDI taxes at the employer level. - No - will not update the OASDI taxes at the employer level. |
| Field | Description |
|---|---|
| Generate Separate Adjustments for each quarter | - If you select Yes, the Adjustment Date field is disabled, and tax adjustments per quarter is generated. - If you select No, in the Adjustment Date field is enabled to select an effective date for the adjustment payroll vouchers of your choice. The date must be in the same year as the date range you entered above. > Note: Note: The Adjustment Date defaults to the last day of the quarter based upon the End Date entered above. - If the end date is between 01/01/YYYY and 03/31/YYYY, the default adjustment date is 03/31/YYYY. - If the end date is between 04/01/YYYY and 06/30/YYYY, the default adjustment date is 06/30/YYYY. - If the end date is between 07/01/YYYY and 09/30/YYYY, the default adjustment date is 09/30/YYYY. - If the end date is between 10/01/YYYY and 12/31/YYYY, the default adjustment date is 12/31/YYYYY. |
| In this field | Enter this |
|---|---|
| Employer ID | The employer ID, or click the Employer ID link to select the employer whose vouchers need to be recalculated. |
| Start Date | The start date from which you want to recalculate OASDI taxes. |
| End Date | The end date up to which you want to recalculate OASDI taxes. |
| Taxable Wage Limit | The taxable wage limit for the state for which you want to recalculate OASDI taxes. |
| Tax Rate (%) | The applicable OASDI tax rate for the state. |
| Update Tax | Select one of the options from the drop-down: - Yes - will update the OASDI taxes at the employer level. - No - will not update the OASDI taxes at the employer level. |
| Field | Description |
|---|---|
| Generate Separate Adjustments for each quarter | - If you select Yes, the Adjustment Date field is disabled, and tax adjustments per quarter is generated. - If you select No, in the Adjustment Date field is enabled to select an effective date for the adjustment payroll vouchers of your choice. The date must be in the same year as the date range you entered above. > Note: Note: The Adjustment Date defaults to the last day of the quarter based upon the End Date entered above. - If the end date is between 01/01/YYYY and 03/31/YYYY, the default adjustment date is 03/31/YYYY. - If the end date is between 04/01/YYYY and 06/30/YYYY, the default adjustment date is 06/30/YYYY. - If the end date is between 07/01/YYYY and 09/30/YYYY, the default adjustment date is 09/30/YYYY. - If the end date is between 10/01/YYYY and 12/31/YYYY, the default adjustment date is 12/31/YYYYY. |
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Action/Recalculate%20Taxes%20on%20Vouchers%20-%20Unemployment.htm
Path:
PD/Payroll/Action/Recalculate Taxes on Vouchers - Unemployment.htm
Select a Reporting Entity from the following options:
Client
Employer
| Field | Description |
|---|---|
| Client ID | This field is optional. Leave it blank to select all clients or enter the client ID if you want to recalculate unemployment tax for a specific client or click the Client ID link to select the client whose unemployment tax needs recalculation. |
| Tax Code | Enter the tax code for the unemployment tax to be recalculated, or click the Tax Code link to select the SUTA or FUTA tax code to be recalculated. |
| Start Date | Enter the start date from which you want to recalculate the selected SUTA or FUTA tax. |
| End Date | Enter the end date up to which you want to recalculate the selected SUTA or FUTA tax. |
| Taxable Wage Limit | Enter the federal taxable wage limit if you want to recalculate FUTA tax OR Enter the taxable wage limit for the state for which you want to recalculate SUTA tax |
| Update Tax | This field is optional. Select one of the options from the drop-down: - Yes (Default) - will update the SUTA or FUTA tax at the client level. - No - will not update the SUTA or FUTA tax at the client level. |
| In this field | Enter this |
|---|---|
| Generate Separate Adjustments for each quarter | Select Yes or No. - If you select Yes, the Adjustment Date field is disabled, and tax adjustments per quarter is generated. - If you select No, the Adjustment Date field is enabled to select an effective date for the adjustment payroll vouchers of your choice. The date must be in the same year as the date range you entered above. > Note: Note: The Adjustment Date defaults to the last day of the quarter based upon the End Date selected. You can change - If the end date is between 01/01/YYYY and 03/31/YYYY, the default adjustment date is 03/31/YYYY. - If the end date is between 04/01/YYYY and 06/30/YYYY, the default adjustment date is 06/30/YYYY. - If the end date is between 07/01/YYYY and 09/30/YYYY, the default adjustment date is 09/30/YYYY. - If the end date is between 10/01/YYYY and 12/31/YYYY, the default adjustment date is 12/31/YYYYY. |
| In this field | Enter this |
|---|---|
| Employer ID | The employer ID, or click the Employer ID link to select the employer whose vouchers need to be recalculated. |
| Tax Code | Enter the tax code for the unemployment tax to be recalculated, or click the Tax Code link to select the SUTA or FUTA tax code to be recalculated. |
| Start Date | Enter the start date from which you want to recalculate the selected SUTA or FUTA tax. |
| End Date | Enter the end date up to which you want to recalculate the selected SUTA or FUTA tax. |
| Taxable Wage Limit | Enter the federal taxable wage limit if you want to recalculate FUTA tax OR Enter the taxable wage limit for the state for which you want to recalculate SUTA tax |
| Update Tax | This field is optional. Select one of the options from the drop-down: - Yes (Default) - will update the SUTA or FUTA tax at the employer level. - No - will not update the SUTA or FUTA tax at the employer level. |
| Field | Description |
|---|---|
| Generate Separate Adjustments for each quarter | - If you select Yes, the Adjustment Date field is disabled, and tax adjustments per quarter is generated. - If you select No, in the Adjustment Date field is enabled to select an effective date for the adjustment payroll vouchers of your choice. The date must be in the same year as the date range you entered above. > Note: Note: The Adjustment Date defaults to the last day of the quarter based upon the End Date entered above. - If the end date is between 01/01/YYYY and 03/31/YYYY, the default adjustment date is 03/31/YYYY. - If the end date is between 04/01/YYYY and 06/30/YYYY, the default adjustment date is 06/30/YYYY. - If the end date is between 07/01/YYYY and 09/30/YYYY, the default adjustment date is 09/30/YYYY. - If the end date is between 10/01/YYYY and 12/31/YYYY, the default adjustment date is 12/31/YYYYY. |
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Action/Recalculate-Taxes-on-Vouchers.htm
Path:
PD/Payroll/Action/Recalculate-Taxes-on-Vouchers.htm
Use the Recalculate Taxes on Vouchers form to recalculate taxes on prior payroll vouchers for tax codes. if
it was calculated incorrectly earlier OR
there has been a change in the minimum wage levels, which affects all hourly employees whose current wage matches an amount you designate OR
there has been a change in the wage level of the individual employee, for example getting a raise or a promotion etc.
To access the form, click Payroll. Under Payroll|Action, select Recalculate Taxes on Vouchers.
Note: Note: You can access historical reports by selecting Recalculate Taxes on Vouchers Report History.
This only displays historical previews of reports where Update Tax was enabled.
It will also show if any warnings were generated on the Job Control while processing. The Include SUTA/FUTA Successor Wages field should be Yes for this to work.
To recalculate taxes on vouchers:
Click Preview Changes - a job progress window opens. If there are any errors, make the required changes and redo the process.
Click Close to close the job progress window, and see the changes in the tax amounts to be made for each employee in the preview pane. Only the first 100 records show up in the preview pane. Click the Download Report link to download this report.
Click Cancel if you do not want to recalculate the tax code on the vouchers.
Click Update Tax to update the changes to tax calculations on vouchers.
Note: Note: When the Recalculate Taxes on Vouchers process is run, and an employee has taxable wages with overlimit wages to the SUTA state being processed that have been backed out via tax adjustment before running the utility, the adjustment will continue to occur. Each occurrence will be reported in the processing reports, on-screen process log report, and the Job Control Status report, including the PDF and XLS versions, with the following message stating
Employee XXXXXX in company XXXXX has 0.00 Gross Taxable with an Overlimit amount >0.00, resulting in a negative tax amount. Additional adjustment may be required.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Action/Recalculate-Work-Comp-Payroll.htm
Path:
PD/Payroll/Action/Recalculate-Work-Comp-Payroll.htm
Recalculate Workers Compensation (WC) with the Recalculate Work Comp for Payroll form when changes have occurred to a client’s WC carrier, or when accrual rates were not updated before payroll was posted. This process recalculates WC accrual for a single payroll and updates payroll vouchers and employee WC registers. PrismHR includes a process to recalculate WC taxes in payroll vouchers. Taxable and tax amounts are recalculated, and other WC parameters on pay vouchers are updated, such as WC policy and rate.
All the steps originally used to assign values for WC are employed when a voucher is initialized, but current settings are used. This provides a way to correct values that were set up incorrectly for WC when a payroll batch was originally posted. Registers do not need to be rebuilt after running this process, because they are automatically updated when the vouchers are processed.
This process recalculates WC accrual (cost) values and does not impact billing. The rates in effect on the voucher pay date are used. This utility will not change employee information set up in Employee Details, but will only change WC cost numbers on reports run from Operations Management. This data will not flow through to the profit report.
Note: Note: This form does not use Client Access Group Security.
To recalculate workers compensation for a payroll:
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Action/Regenerate_ASO_Client_Accounting.htm
Path:
PD/Payroll/Action/Regenerate_ASO_Client_Accounting.htm
You can regenerate an ASO client’s accounting for a payroll batch. You would do this if you need the file for any reason. Typically, this would be after someone edits the ASO client’s G/L setup and you need to update the allocations of the previously posted payroll data with the new G/L data.
[Image: Regenerate ASO Client Accounting]
Enter the Payroll Number.
Click Run.
A message displays when the file generation is complete.
To print the accounting report, click the Reports menu and select Payroll|Reports > ASO Client Payroll Accounting Journal Detail Report.
To create the download file, click the Reports menu and select Payroll|Reports > Create Client Accounting Download.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Action/Reprint_Garnishment_Checks.htm
Path: PD/Payroll/Action/Reprint_Garnishment_Checks.htm
Use Reprint Garnishment Checks when you need to reprint a garnishment check.
While the form allows you to include multiple checks (one per line), each of those must be in the same batch (payroll control number). If you need to reprint garnishment checks in different payroll batches, you must process them separately.
[Image: Reprint Garnishment checks]
If you know the check number, you can enter it in the table.
If you do not know the check number, click the Garnishment Check# column label to open the search window; see Search for Garnishment Checks by Date Range.
You can also select all garnishment checks for a specific payroll batch by clicking the Reprint Payroll Control# button; see Search for Garnishment Checks by Payroll Batch.
The system displays the Reprinting Garnishment Checks form. When the process is complete, the Close button enables.
[Image: Processing steps for reprinting garnishment checks]
If you clicked the Garnishment Check# link to search for the checks that you need to reprint, the Select Garnishment Checks search opens.
[Image: Selecting garnishment checks]
If you want, you can limit the search to a particular employee. Enter the Employee ID by either typing the name or ID to display a pop-up list of matching employee records, or by clicking the field label to open the search window.
Enter the Starting Check Date and Ending Check Date.
Click Run.
Any checks that match the criteria display in the Select Garnishment Checks list. (If no checks match your search criteria, a message informs you that no items were selected. Return to step 1 of the reprint garnishment checks procedure.)
[Image: List of garnishment checks, with one selected]
Choose the garnishment check that you want to print by selecting the checkbox. You can select only one check.
Click Accept. Continue with step 2, above.
If you clicked the Reprint Payroll Control# button to search for the checks that you need to reprint, the Batch Number Entry search opens.
[Image: Batch Number Entry]
Enter the Payroll Number and then press Enter.
If there are garnishment checks in the payroll batch, the Pay Date and Processor display. (A message displays if there are no garnishment checks in the payroll batch you entered. You can enter another payroll number.)
Click Accept. Continue with step 2 of the reprint garnishment checks procedure.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Action/Retroactive_Time_Sheet_Entry_Form.htm
Path:
PD/Payroll/Action/Retroactive_Time_Sheet_Entry_Form.htm
You can use this form to automate the calculation of an employee’s retroactive pay after making a back-dated pay rate change.
To submit an employee’s retroactive time sheet entry, do the following:
Select the employee from the list in the Time Sheet Entry form.
The Detail Time Sheet Entry form displays. Click the New Retro Pay Entry option from the Entry field.
A confirmation dialog displays asking if you want to roll in the previous pay lines, and only paid payrolls will be picked up. Click Yes to confirm or No to cancel.
After clicking Yes, the Retroactive Time Sheet Entry form displays.
Click Retro Pay Code and select the pay code, then click Apply Retro Calc.
The retro pay entry processes, then returns to the Detail Time Sheet Entry form and displays the employee’s retroactive pay entry.
Click Save.
Note: Note: You are only allowed to submit one Retro Pay Detail line, per Employee, per Batch.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Action/SB_Change_Processor.htm
Path: PD/Payroll/Action/SB_Change_Processor.htm
Payroll manager users can use the Change Processor form to change the processor for one or more payrolls.
[Image: screenshot]
To change the processor for one or more payrolls, do the following:
Enter the Company to Move to move all payrolls for one client.
Enter the Processor to Move to move all payrolls assigned to one processor.
Select the Move Type:
Today Only: The payroll is reassigned for the current day. After that, it reverts to the original processor.
Until Payroll is Complete: The processor is assigned to the current payrolls.
Permanent: The processor is assigned to current and future payrolls.
Enter the Move to Processor.
Click Submit. The payrolls are assigned to the processor.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Action/SB_Next_Gen_Calculate_Payroll_Vouchers.htm
Path:
PD/Payroll/Action/SB_Next_Gen_Calculate_Payroll_Vouchers.htm
To begin the payroll calculation process, click the Ready for Calculation icon
[Image: screenshot]
on the ribbon. All payrolls ready for calculation display.
Note: Time sheet entry must be complete to enable payroll calculation.
The SuperBatch form allows you to calculate more than one payroll at a time. Also, the calculation takes place in the background, so you can work on other payrolls while the system calculates the payroll batch.
While PrismHR calculates the payroll, the
[Image: screenshot]
icon displays.
During the payroll calculation process, PrismHR creates a payroll voucher for each employee to be paid in the current payroll as follows:
Calculates full gross-to-net earnings
Posts any other earnings combined with selected time sheet earnings to one of up to twelve payroll vouchers that could be created for an individual employee
Calculates and processes scheduled deductions
Calculates and takes payroll taxes
Processes any active tax calculation overrides or deduction overrides
Creates billing vouchers
Calculates accounting
Calculates benefits and benefit deductions
Accrues paid time off registers, if any
Applies FLSA ruleset, if applicable
After the payroll calculation process, the relevant icon displays:
[Image: screenshot]
Payroll calculation completed successfully and is ready for client approval. You can proceed to the next step. (See Using SuperBatch.)
[Image: screenshot]
Payroll calculation completed with errors. The errors need to be resolved and the payroll recalculated before you can proceed.
If warning messages display, payroll calculation does not fail but not resolving them could cause accounting issues. For example, if there are obsolete Position, Department, Division, or Project codes associated with an employee’s timesheet details, warning messages display.
After payrolls are enabled, click Ready for Calculation in the ribbon, which displays all payrolls ready for calculation (identified by
[Image: screenshot]
icon). For example:
[Image: screenshot]
Do the following:
To calculate a single payroll, select the checkbox for the payroll you want to calculate, then click Calculate Selected.
To calculate multiple payrolls, either select the checkbox for each payroll you want to calculate or click Calculate All to calculate all payrolls listed.
After clicking a calculation button, the system opens the Calculate All Payrolls form, which displays all payrolls eligible for calculation.
Click Continue to proceed. The system makes the calculations. You can proceed to the next step of the payroll process.
Note: Note: If there are pre-validation errors for a payroll, then the system will not calculate it. You will need to resolve any issues with the payroll to proceed.
Related Topics
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Action/SB_Next_Gen_Finalize.htm
Path: PD/Payroll/Action/SB_Next_Gen_Finalize.htm
When you are sure all the information for the payroll is complete and accurate, finalize the payroll by clicking the Payroll is ready to finalize icon (
[Image: screenshot]
). The SuperBatch form allows you to finalize more than one payroll at a time. For example:
[Image: screenshot]
During the Finalization process, PrismHR gathers the data from the vouchers created during the calculation of the payroll and finalizes each item to the appropriate register. The system creates a permanent record of the payroll within its files.
Once the payroll is finalized, PrismHR considers it to be complete and creates another payroll for the client and pay group. The system cannot calculate or finalize more than one payroll for the same client at the same time.
Reports and invoices designated to print at the completion of the payroll print immediately to your designated printer. The system sends checks and direct deposit advices, as well as any garnishment checks, to a print file.
Once it is enabled, click the Payroll is ready to finalize icon (
[Image: screenshot]
) for the payroll.
In the SuperBatch form, some users can select and finalize multiple payrolls. See Defining Users to learn about the settings required to access this feature.
To finalize multiple payrolls, do the following:
[Image: screenshot]
To remove a payroll from the list, click the x at the far left of the line. This allows you to finalize only the payrolls that you are ready to process.
Click Continue to proceed. The system finalizes the payrolls. You can proceed to the next step of the payroll process.
Note: Note: If there are errors for a payroll, then the system will not finalize it. You need to resolve any issues with the payroll to proceed.
Related Topics
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Action/SB_Next_Gen_Open_SuperBatch.htm
Path: PD/Payroll/Action/SB_Next_Gen_Open_SuperBatch.htm
To view the payroll batches in SuperBatch, enter the Pay Date Up To and specify a Payroll Processor. The SuperBatch form displays the incomplete batches that are assigned to the payroll processor. A payroll batch is considered to be incomplete until it has been successfully posted.
To view the payroll batches:
Enter a check Pay Date Up To to include all incomplete payroll batches that require payroll processing and are due on or before that date. The default is one week from the current date.
If you are a payroll manager, select the Payroll Processor. The incomplete payroll batches assigned to that payroll processor display.
To further filter the payrolls that display:
If you want to view only self-service payrolls, select the Self Service Only option in the Self Service filter. To view payrolls that are not self-service, select Not Self Service.
If you want to view specific payroll types, select an option in the Payroll Type filter.
Icon — Description
Payroll Transfer [Image: screenshot] — Displays the SuperBatch Payroll Transfer form, where you can transfer all currently viewed payrolls or selected payrolls to another payroll processor. (Select the payroll processor and click Update.) Note: If you select multiple payrolls and then click this icon to change to a new payroll processor, only the payrolls you selected are updated, not those in the entire view.
Filter Selection [Image: screenshot] — Displays a search form, where you can enter information to narrow the payroll assignments that display. (Enter the search information and click Apply.)
Refresh Existing Filter [Image: screenshot] — Refreshes payrolls that display based on the existing user and selected filters/settings. Note: This filter can also act as a “reset” for payrolls.
Reset Filters [Image: screenshot] — If you filtered the payrolls to only display payrolls associated with a particular step, select this icon to refresh the display so all payrolls associated with the selected filters redisplay.
After filtering the payrolls using the options above, a ribbon displays the steps for the payrolls in-progress. For example:
[Image: screenshot]
Note: Each step displays the number of payrolls associated with it.
To further filter the payroll display, click a step in the ribbon to display all the payrolls in that step. (Some of these filters can include several statuses, which you can select as a group or individually.) For example, clicking Ready for Time Entry in the example above displays the payrolls matching that criteria:
[Image: screenshot]
Note: A blue selection bar and chevron down arrow display within a step when you click it, so you can easily determine which step is selected in the ribbon.
Note: Note the following when viewing payrolls:
If your organization separates the print/ship function, then the service provider with the payroll processor (Print/Mail) role will see the Delivery Date instead of the Cutoff Date.
Service providers who have worksite managers and worksite trusted advisors processing payroll using Self Service can view a payroll when the client is set up with a wire payment, so they can quickly monitor when to mark a payment as received so the client can continue processing.
Important! This feature is only available when Self-Service Payroll is enabled and the Self-Service Restrictions field is set to Print or Select (Null) on the Payroll tab on the Client Details form for the client and that client has wire set up for ACH status. When the payroll moves to WT.PEND status in these scenarios, you can view it as a service provider in the SuperBatch.
Parent Topic
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Action/SB_Next_Gen_Payroll_Batch_Approval.htm
Path:
PD/Payroll/Action/SB_Next_Gen_Payroll_Batch_Approval.htm
Payroll approval is an option available anywhere payroll is processed, such as during SuperBatch calculation and Process Payroll calculation, that allows the payroll processor and client to communicate electronically regarding the approval of a calculated payroll. Once the payroll processor has calculated the payroll, PrismHR automatically sends an e-mail notifying the client that the payroll is ready for their review and approval.
There are two payroll approval processes you can use:
Standard payroll approval process: Once the payroll processor calculates the payroll, PrismHR sends a message to the payroll approver that the payroll is ready for review and approval. Using the Payroll Approval form, the approver reviews the payroll and can either approve or deny it. If the payroll is denied, the approver must provide a reason. (See Processing Standard Payroll Approval.)
Multistep payroll approval process: You must setup a minimum of two payroll approval steps before the payroll is finalized (that is, after calculation). For example, you can use this process so an assistant manager can perform the initial payroll approval, and then a general manager can perform the final review and complete the approval. (Note: Only service providers can setup a multistep payroll approval process.) (See Processing Multistep Payroll Approval.)
Note: Note the following:
Only specified approvers can approve/deny a payroll and view reports. During a SuperBatch payroll calculation, approvals are generated after the approver selects Reviewed OK during that process.
You cannot bypass payroll approval if the client is set up for wire transfer on the Client Details > Billing tab. Instead, the system automatically sends the approval notification email after you calculate the payroll.
If the client is not set up for wire transfer, service providers can bypass payroll approval from the Process Payroll form.
When processing payrolls where the Maximum ACH Amount is set on the Control tab in the Client Details form, the Restartable Payroll and Legacy Payroll features prevent submitted payrolls (those whose status is set to INITPEND), that exceed a set ACH amount, from processing until they are approved by a Billing Representative.
Note: To use the Legacy Payroll feature, you must enable the LEGACY-PAYROLL-GLOBAL custom feature code.
Once notified, the client can log in and review the payroll using the Payroll Approval form, then either accept the payroll or explain what changes are required. (See Processing Standard Payroll ApprovalSee Processing Standard Payroll ApprovalSee Processing Standard Payroll Approval or Processing Multistep Payroll Approval.)
After the client approves the payroll, you can proceed to the next step of the payroll process.
If the client requires additional changes, the client approval icon displays as
[Image: screenshot]
“Payroll has been denied approval by client.”
Click the icon to review the client’s explanation in the Payroll Message. (You can review the worksite manager’s or worksite trusted advisor’s detailed comment on why the payroll was denied. In addition, click Print to view the comment in report format, where it can then display as a PDF or you can export it to XLS format.)
After reviewing the explanation:
Click Close. You can return to handle the issue at a later time.
Click Reset Payroll. The payroll returns to the Ready to Calculate status, so that you can make any changes that are required.
After you reset the payroll, make the required changes and run the calculation again.
Review the payroll reports.
The client will review the payroll again.
If the client rejects the changed payroll, return to step 1.
If the client approves the payroll, you can proceed to the next step of the payroll process.
Related Topics
Setting Approval Policies (Client)
Setting Global Approval Policies
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Action/SB_Next_Gen_Print_Mail.htm
Path: PD/Payroll/Action/SB_Next_Gen_Print_Mail.htm
The final payroll batch steps are to print and mail the batch documents, including the billing invoice, reports, direct deposit advices, and paychecks. The Print/Mail feature provides a method of tracking the payroll batch through the actual mailing of the batch documents. The handling of these documents depends on your organization’s procedures.
The documents for payroll batches that have been posted and have the Status MAIL are ready to be bundled and processed for mailing. Checks can be “set aside” indefinitely until you are ready to print them if your organization prints the checks.
Note: Note: Users can specify what prints for a client during the payroll process on the Client Details Payroll tab.
Setting the shipping mode for the payroll batch allows you to click the Print icon during the printing and mailing process (known as the Autocomplete feature), so you can select when and how to ship the payroll batch.
To set up the payroll batch shipping mode, do the following:
Click Back Office.
From System|Change select System Parameters.
Enter ALL as the Automatic Mail Code. (Note: An Automatic Mail Code is an existing delivery code to set automatic mailing capability when shipping items in a payroll batch.)
[Image: screenshot]
When a delivery method code is entered in this field, the system sets all payrolls that use the same delivery method to Mailed. Payrolls with different delivery methods must have their status manually set to Mailed. For example, if USPS is entered as a code, the system sets all payrolls sent by US mail to Mailed. Payrolls sent by FedEx must have their status manually set, which logs the tracking number or other information.
Enter ALL to set all payrolls to Mailed status, regardless of the delivery method.
Once it is enabled, click the Print icon (
[Image: screenshot]
) for the payroll.
In the SuperBatch form, you can select and print multiple payrolls.
To print multiple payrolls, do the following:
[Image: screenshot]
To remove a payroll from the list, click the x at the far left of the line. This allows you to print only the payrolls that you are ready to process.
Click Continue to proceed. The system prints the output to the designated printer.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Action/SB_Next_Gen_Review_Payroll_Batch.htm
Path:
PD/Payroll/Action/SB_Next_Gen_Review_Payroll_Batch.htm
Once the payroll calculation is complete, you must review it for accuracy. You can also review any errors that occurred.
The payroll vouchers created in the Calculation process are the same ones from which checks will be created. Therefore, you must review these vouchers for accuracy and correctness. You can use payroll batch reports to determine the accuracy of a batch prior to posting. No matter which reports you use to review the batch, be aware that some kind of review process must be completed before posting the payroll.
To access the reports for a payroll, click
[Image: screenshot]
in the batch row. The payroll review menu opens. For example:
[Image: screenshot]
If you are not finished with the review, click Close.
Once the review is complete, click Reviewed OK.
Review the reports, which are described below.
In the payroll review menu, select Payroll Audit. The Payroll Audit Report opens, which compares the current payroll against the prior payroll and displays changes, outliers, and potential issues that warrant review. See Payroll Audit Report.
Click Close when you are finished.
In the payroll review menu, select Display Payroll Summary. The Payroll Summary report opens, listing the checks paid in the payroll. See Listing Payments in a Payroll.
Click on a Voucher # to display the Employee Voucher; see Listing Details Associated with a Selected Employee Voucher.
Click Close when you are finished.
[Image: screenshot]
Click a Voucher # to display the Billing Voucher Detail; see Viewing Billing Voucher Details.
Click Close when you are finished.
In the payroll review menu, select Display Invoice. The invoice generated by the payroll batch opens; see Viewing Invoice Details.
Click Close when you are finished.
WARNING: If a change is made to the payroll batch after it has been calculated, the payroll batch must be calculated again in order for the changes to take effect within the payroll batch.
In the payroll review menu, select Payroll Register Report. The report parameters display.
Choose the Selection Parameters, Display Columns, Sort Parameters, and Other Options.
Click Run. The report displays, using the parameters you specified.
When you are finished with the report, close the report and then close the report parameters.
In the payroll review menu, select Bill Rate Report. The report displays.
When you are finished with the report, close it.
In the payroll review menu, select Check Journal Report. The report parameters display.
Choose the Selection Parameters, Sort Parameters, and any other options.
Click Run. The report displays, using the parameters you specified.
When you are finished with the report, close the report and then close the report parameters.
In the payroll review menu, select Gross-to-Net Register. The report parameters display.
Choose the Selection Parameters and the value to Sort By.
Click Run. The report displays, using the parameters you specified.
When you are finished with the report, close the report and then close the report parameters.
In the payroll review menu, select Client Allocation Report. The report parameters display.
Choose the Selection Parameters.
Click Run. The report displays, using the parameters you specified.
When you are finished with the report, close the report and then close the report parameters.
In the payroll review menu, select Invoice Variance Report. The report parameters display.
Choose the Report Parameters.
Select Invoice Two’s Payroll Number.
Click Run. The report displays, using the parameters you specified.
When you are finished with the report, close the report and then close the report parameters.
In the payroll review menu, select Employee Time Off Accruals Report. The selected payroll number displays.
Select whether you want to Sort By employee name or voucher.
Click Run. The report displays, using the parameters you specified.
When you are finished with the report, close the report and then close the report parameters.
In the payroll review menu, select Deduction Code Summary Report. The selected payroll number displays.
If you want to run this report for a payroll batch in a specific Pay Date Range, select this option.
Select the Sort By option and the Deduction Code, if appropriate.
Click Run. The report displays, using the parameters you specified.
When you are finished with the report, close the report and then close the report parameters.
In the payroll review menu, select Payroll Variance Reports. The report parameters display.
Choose the Report Parameters.
Click Generate Report. The report displays, using the parameters you specified.
When you are finished with the report, close the report and then close the report parameters.
In the payroll review menu, select Unpaid Employees Report. The report parameters display.
Choose the Report Parameters.
Click Run. The report displays, using the parameters you specified.
When you are finished with the report, close the report and then close the report parameters.
If there are warnings in the payroll batch, you can review them. These are items that do not prevent the posting of the batch; for example, an employee in the batch who has no hours in the time sheet.
If PrismHR encountered errors during the payroll Calculation process, the
[Image: screenshot]
icon displays. Click this icon to review any messages from the system regarding the errors it encountered. (See Understanding Payroll Error Messages for a description of common errors and solutions.) Once you have taken the proper steps to correct the error situation, you must calculate the batch again. The batch cannot be finalized until the Calculation and Review processes have been successfully completed.
After resolving any errors, you must recalculate the batch.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Action/SB_PP_Add_Employee_To_Payroll.htm
Path:
PD/Payroll/Action/SB_PP_Add_Employee_To_Payroll.htm
You can add an employee to a payroll by opening the Actions menu in Summary Time Sheet Entry and then selecting Add Employee to Payroll.
Note: The form does not allow you to select employees whose hire date is after the end of the pay period.
Examples of when you would use this feature:
You need to add an employee who was recently hired or rehired and belongs in the payroll.
An employee was recently moved to the pay group in the payroll and is not currently included.
An employee is in a different pay group but works for the same company.
To add an employee to a payroll:
Note: You can search for an employee by entering the employee’s preferred, first, or last name.
Parent Topic
Actions Menu in Time Sheet Entry
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Action/SB_PP_Detail_TimeSheet_Entry_Form.htm
Path:
PD/Payroll/Action/SB_PP_Detail_TimeSheet_Entry_Form.htm
You can enter more information in the Detail Time Sheet Entry form than in the Summary Time Sheet Entry, such as changing position codes or selecting pay codes, which do not display in the summary form.
There are three ways to access the Detail Time Sheet Entry form from the Summary Time Sheet Entry form:
Click the name of the employee. The Detail Time Sheet Entry form opens, allowing you to create a new entry or edit any existing entries for that employee.
While the cursor is in the row of an employee, click a pay code column heading. The Detail Time Sheet Entry form opens for that employee and pay code, where you can enter or edit the time sheet entry.
While the cursor is in one of the pay code fields, press Ctrl+Enter. The Detail Time Sheet Entry form opens for that employee and pay code, where you can enter or edit the time sheet entry.
You can tab through the fields, and press Ctrl+Enter to search for or clear values.
Note: Note: Time sheet entries display on the right side of the form. If the pay code is one of the standard ones displayed in Summary Time Sheet Entry, the date is shown in white. If it is not one of those standard pay codes, it is shown in pale yellow. For example:
[Image: screenshot]
Follow these instructions when working in detail time sheets:
Use [Image: screenshot] and [Image: screenshot] to “pivot” to move to the previous or next employee time sheet. From the Pivot By drop-down, select how you want to pivot; the options vary by client.
Make the appropriate entries for the employee.
Note: Note: Not all fields display for every client; the fields that display are determined in the Client Details Time Sheet tab.
— Select the Entry type as either New Entry or New Retro Pay Entry. If you select New Retro Pay Entry, the Retroactive Time Sheet Entry form displays (see description below).
— Enter the Charge Date when the employee should receive credit for the hours worked or units produced.
| c. | Enter the Pay Code applicable to this line amount. |
|---|---|
| d. | Based on the pay code, the next field is Hours Paid or Amount Paid. |
| — | — |
Hours Paid: Enter the number of hours for which to pay the employee.
Amount Paid: Enter the total amount to pay the employee.
| f. | Enter the number of productive Hours Worked. |
|---|---|
| g. | Enter the applicable Division code. |
| — | — |
| h. | Enter the Department code in which the employee worked; you can change the default. |
| — | — |
| j. | Enter the Shift or Mileage code. |
|---|
| l. | For an entry based on Hours Paid, enter the Pay Rate. |
|---|---|
| m. | If appropriate, enter the FMLA Event for the employee. |
| — | — |
— Select Suppress Labor Alloc. if the system should not allocate according to the allocation rules; the line item will go strictly to the employee’s “home”. If you do not select this option, the system will allocate the line item according to the rules set for the employee in the Employee Details Pay tab.
— If you enabled the SHOWGLALLOCOVR custom feature code, you can initiate a payment override in the G/L Alloc. Override field by entering the G/L account to charge this payment during pay voucher creation.
Press Enter or click Save to save the entry. The system clears the fields so you can make another entry for the current employee, or pivot to the next one.
If you need to delete an entry, click on it in the right side of the form and then click the [Image: screenshot] icon.
When you are finished, press Page Up or click Return to close Detail Time Sheet Entry and return to the Summary Time Sheet Entry form, where you can proceed with the payroll process.
Note: Note: Any pay rate changes you make here will not be overwritten for this payroll if there are any changes outside of the time sheet.
You can use this form to automate the calculation of an employee’s retroactive pay after making a back-dated pay rate change.
[Image: screenshot]
To submit an employee’s retroactive time sheet entry, do the following:
Select the Payroll # in the Time Sheet Entry form.
Select the Employee from the list in the Time Sheet Entry form.
The Detail Time Sheet Entry form displays. Click the New Retro Pay Entry option from the Entry field.
A confirmation dialog displays asking if you want to roll in the previous pay lines, and only paid payrolls will be picked up. Click Yes to confirm or No to cancel.
After clicking Yes, the Retroactive Time Sheet Entry form displays.
Click Retro Pay Code and select the pay code, then click Apply Retro Calc.
The retro pay entry processes, then returns to the Detail Time Sheet Entry form and displays the employee’s retroactive pay entry.
Click Save.
Note: Note: You can only submit one retroactive pay detail form, per employee, per batch. Note that this process is designed to take the employee’s standard pay rate into consideration when applying the calculation. If Shift Codes were applied, resulting in a higher pay rate on the original vouchers, the calculations will notbe accurate and should be handled manually.
After calculating an employee’s retroactive pay, you can view the Retro Pay calculation details from the Pay tab of the initialized (calculated) and finalized (posted) voucher by clicking the Retro Pay Calculation link in the Employee Voucher form. (These details display the same information that displays in the Retroactive Time Sheet Entry form.)
[Image: screenshot]
Related Topics
Making Summary Timesheet Entries
Using Time Sheet Entry Keyboard Shortcuts
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Action/SB_PP_Entering_Time_Sheets.htm
Path: PD/Payroll/Action/SB_PP_Entering_Time_Sheets.htm
Use the Summary Time Sheet Entry form to enter, edit, and accept employee time sheet information in the payroll batch. You can also enter information in the Detail Time Sheet Entry form.
If this is a regularly scheduled payroll (automatically created by PrismHR), the employees scheduled to be paid in this payroll are listed in alphabetical order. If this is not an automatically created payroll, you must manually add each employee using Payroll Control.
Related Topics
Establishing Information for Processing Payrolls
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Action/SB_PP_Gross_Pay.htm
Path: PD/Payroll/Action/SB_PP_Gross_Pay.htm
When you click the Gross Pay cell in Summary Time Sheet Entry, the system opens the Gross Pay form. This displays each line item of the gross pay.
[Image: screenshot]
Related Topics
Making Summary Timesheet Entries
Using Standard Time Sheet Column Definitions
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Action/SB_PP_Leave_Request_Processing.htm
Path:
PD/Payroll/Action/SB_PP_Leave_Request_Processing.htm
When employees submit PTO requests through Employee Portal (EP) and they are approved, the requests display in the L/R column of the Summary Time Sheet Entry form.
Click the red indicator
[Image: screenshot]
in Summary Time Sheet Entry to open the Leave Request Assignment form.
Note: Note: The form does not open unless there are hours entered for an employee because the system adjusts pay codes to which the hours are assigned based on the settings in the client’s PTO Absence Code. Make sure there are hours assigned when you click the red indicator.
[Image: screenshot]
If the request looks good, proceed to step 2.
If you need to make changes:
| b. | Enter any Notes (optional). |
|---|
The system returns you to the Summary Time Sheet Entry form and adjusts the employee’s hours appropriately. The indicator changes to green
[Image: screenshot]
.
After a leave request has been approved, you cannot increase the number of submitted hours. If you try to increase the number of hours, the following error message displays:
[Image: screenshot]
After a leave request has been approved, you can only add notes or decrease the number of submitted leave request hours.
Related Topics
Making Summary Timesheet Entries
Creating Time Off Absence Codes========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Action/SB_PP_Show_Hide_TS_Columns.htm
Path: PD/Payroll/Action/SB_PP_Show_Hide_TS_Columns.htm
You can show and hide columns in the Summary Time Sheet Entry form, which is useful when there are many columns and you want to focus on only some of them.
Note: Note: Users cannot hide the column that is indicated as the Default Hours Column in the Client Details Time Sheet tab.
To show and hide time sheet columns:
[Image: screenshot]
Select the checkboxes of the columns you want to hide, or deselect the columns you want to show.
Click the [Image: screenshot] icon. The columns are shown or hidden as you indicated, and the icon changes:
[Image: screenshot] : No columns are hidden (blue)
[Image: screenshot] : Columns are hidden, and contain no data (green)
[Image: screenshot] : There is data in a hidden data entry column (red)
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Action/SB_PP_Summary_TimeSheet_Entry_Form.htm
Path:
PD/Payroll/Action/SB_PP_Summary_TimeSheet_Entry_Form.htm
The columns in the Summary Time Sheet Entry form display the employees and pay codes for the payroll. For example:
[Image: screenshot]
Note: Note the following:
The gray columns are standard.
The white pay and deduction columns that display are set in the Client Details Time Sheet tab.
If you import the client’s payroll information, see Importing the Data File.
You can use the Tab and arrow keys or the mouse to navigate the Summary Time Sheet Entry form. See Making Detail Time Sheet Entries if you need to make detailed entries.
Follow these instructions when working in summary timesheets:
If you enter paid time off hours for an employee with default timesheet hours whose position is FLSA exempt, the system warns you and prompts you to determine how to proceed. Click Yes to subtract the PTO hours from the regular pay hours. Click No to add the PTO hours to the employee. (This does not apply to FLSA exempt employees without any default timesheet hours.)
Note: Employees assigned the Variable Salary option as their Pay Method in the Employee Details form display as “salaried” employees in timesheets. This assignment is indicated by displaying a green dot in the Salary column in timesheets. However, the Variable Salary option only displays if the VARSALMETHOD custom feature code is enabled on the System Parameters form.
In any deduction code columns, you can enter deduction data for each employee.
Use the scroll bar at the bottom of the page to scroll over to display the rest of the columns in this form.
If there is more than one page of employees, press Page Up and Page Down, or click the [Image: screenshot] and [Image: screenshot] buttons near the bottom of the form, to navigate to the previous or next pages.
At any point, you can save your work by clicking Return. The Summary Time Sheet Entry form saves and closes, and you return to the previous form.
Finalize the entry using one of these methods:
| Method | Description |
|---|---|
| Checkbox next to employee | Select the checkbox for each employee whose information is complete, and click Return when you are finished. The next time you open Summary Time Sheet Entry, those employees do not display until the entire payroll is finalized. > Note: Note the following for worksite managers and worksite trusted advisors: - The system displays a confirmation message only when you check the box for the last employee of the payroll to be finalized and behaves as indicated in the Finalize Page button description (see below). - If the worksite manager or worksite trusted advisor has restricted access to timesheets, they can still use the checkboxes to finalize the employees and the full payroll. |
After a worksite manager or worksite trusted advisor in a client that is not set up as self-service payroll finalizes a payroll, the system sends an email notification to the payroll processor for that payroll who is listed on the Payroll Control form, even if the user ID is different from the user ID listed on the Account tab in the Client Details form.
Note: Note the following conditions that must exist for the system to create the message for payroll submission notifications:
If the system-level setting to enable payroll submission notifications is checked and the client-level setting is set to Select or Enable
If the client-level setting for payroll submission notifications is set to Enable when the system-level setting is not checked
The email message displays as follows:
Subject line: “Payroll <number> submitted for client <Client’s DBA name> (<Client ID>).” For example, “Payroll 202206 submitted for Client JMF Photography (1211).”
Email body: “Payroll <number> has been submitted for processing.” For example, “Payroll 202206 has been submitted for processing.”
If you need to unfinalize entries:
Deselect the checkbox for each employee whose information you need to change.
Select the checkbox at the top of the Employee column to deselect all employees on the page.
Click Unfinalize All to deselect all finalized employees in the payroll.
Related Topics
Making Detail Time Sheet Entries
Using Time Sheet Entry Keyboard Shortcuts
Using Standard Time Sheet Column Definitions
Assigning Hours to New Pay Rate
Applying Payroll Option Template in the Time Sheet
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Action/SB_PP_Time_Sheet_Analytics.htm
Path: PD/Payroll/Action/SB_PP_Time_Sheet_Analytics.htm
The Time Sheet Analytics form summarizes the data entered in the time sheet.
[Image: screenshot]
Use the Currently Charting options to determine what information displays.
The graphs show the sums of hours, units, or dollars, displayed by pay code.
The table at the bottom shows the time sheet information for each employee in the payroll .
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Action/SB_PP_Time_Sheet_Audit_Report.htm
Path:
PD/Payroll/Action/SB_PP_Time_Sheet_Audit_Report.htm
You can view added or updated entries in the Time Sheet Audit Report form by selecting Audit on the Actions menu in the Time Sheet Entry form. For example:
[Image: screenshot]
Note: The system defaults to displaying only the current session. Disable Recent changes for this session only to display the entire audit log, including any changes due to imports.
The Time Sheet Audit Report displays the following information:
The user and hours entered in the timesheet.
Auto-accept leave displays as made by the “Background Process” user.
The By column displays the user ID who made the change.
You can use the Time Sheet Audit Report form to restore recent updates to their original state.
To restore information to its original state:
[Image: screenshot]
View a specific change date by selecting it from the Select Restore Before field.
Select the change to restore by clicking the checkbox in the Restore column.
Click Restore. A message displays, “This will restore the checked items. Are you sure you wish to continue?” Select Yes to restore this change.
Click Close.
Parent Topic
Actions Menu in Time Sheet Entry
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Action/SB_PP_Time_Sheet_Filter.htm
Path: PD/Payroll/Action/SB_PP_Time_Sheet_Filter.htm
Use the Filter to select the information that you want to display in the Summary Time Sheet Entry form.
Click the Filter
[Image: screenshot]
icon to open the form. The items available for filtering depend on the client’s setup. For example:
[Image: screenshot]
To filter summary time sheet information:
You can click on items in the upper area to include them in the filter. Most of the columns are values defined for the client. The last column includes employee statuses. Checkmarks display next to items you have selected.
To limit the Summary Time Sheet Entry form to only those employees with a pay rate change, use the Additional Filters drop-down:
No Filter: Include all employees, regardless of pay rate changes or PTO requests.
Pay Rate Change - Not reviewed: Include only employees whose pay rate changes have not yet been reviewed.
Pay Rate Change - All: Include only employees whose pay rate changed during the pay period, whether or not their pay rates changes have been reviewed.
PTO Requests - Not reviewed: Include only employees whose PTO requests have not yet been reviewed.
PTO Request - All: Include only employees who have made PTO requests, whether or not the requests have been reviewed.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Action/SB_PP_Time_Sheet_Payroll_Option_Template.htm
Path:
PD/Payroll/Action/SB_PP_Time_Sheet_Payroll_Option_Template.htm
You can apply a payroll option template as needed to employees in the Summary Time Sheet Entry form.
To apply a payroll option template:
The Payroll Template column is on the right-hand side, between the Gross Pay and O/E columns. If the column is not visible, you need to use the show/hide columns feature to make it visible, otherwise continue to step 2.
Click the [Image: screenshot] icon. The Payroll Template column (and any other hidden columns) displays.
If you want the column to remain visible for this payroll batch after you close it, deselect the checkbox for that column.
[Image: screenshot]
Enter each payroll option template in the Payroll Template column for the appropriate employee(s).
Click the Return or Finalize button, as appropriate, when you are finished.
Related Topics
Payroll Option Templates Overview
Show and Hide Time Sheet Columns
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Action/SB_PP_TimeSheet_Action_Bar.htm
Path: PD/Payroll/Action/SB_PP_TimeSheet_Action_Bar.htm
You can access other information and settings using the Actions menu:
Employee Loans (see Payroll Administration Guide)
Recurring Deductions (see Payroll Administration Guide)
Recurring Deduction Overrides (see Payroll Overrides Guide)
Scheduled Deductions (see Payroll Overrides Guide)
Scheduled Payments (see Payroll Overrides Guide)
Tax Calculation Overrides (see Payroll Overrides Guide)
Vacation Pay Override (see Payroll Overrides Guide)
Parent Topic
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Action/SB_PP_TimeSheet_Entry_Header_Bar.htm
Path:
PD/Payroll/Action/SB_PP_TimeSheet_Entry_Header_Bar.htm
The header bar for the Time Sheet Entry form provides some information and gives you access to some features. For example:
[Image: screenshot]
Observe the following:
The Payroll batch number displays on the left.
It can indicate the number of days, hours, and minutes until the payroll closes.
If you are able to enter time sheet data, the unlocked icon displays [Image: screenshot] , otherwise the locked icon displays [Image: screenshot] .
The name of the Pay Group displays.
You can see the pay period Start, End, and Pay Date.
Click [Image: screenshot] to show or hide columns in the Summary Time Sheet Entry form; see Show and Hide Time Sheet Columns.
Click [Image: screenshot] to review relevant payroll notes, if any.
Click [Image: screenshot] to use the import; see Importing the Data File.
Click [Image: screenshot] to access the analytics for the time sheet; see Time Sheet Analytics.
Click [Image: screenshot] to run the Time Sheet Report.
Click [Image: screenshot] to search for an employee in the payroll batch. You can also press Shift + Enter.
Click [Image: screenshot] to filter the employees in the list, for example, by location or department, or by those whose pay rate changes require approval; see Filtering Time Sheet Data. The filter options depend on the client’s setup.
Parent Topic
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Action/Standard_TS_Column_Definitions.htm
Path:
PD/Payroll/Action/Standard_TS_Column_Definitions.htm
The standard columns in the Summary Time Sheet Entry form have gray backgrounds, except for the Payroll Template.
| Column Label | Definition |
|---|---|
| Employee, Employee SSN, or Employee Number | An employee identifier, as specified in the Client Details Time Sheet tab: - PrismHR employee ID - Social Security number (which might be masked according to system settings) - Employee number (from the Employee Details Work tab) |
Assigning Hours to New Pay Rate
Establishing Scheduled Payments
Payroll Option Templates Overview
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Action/SuperBatch_Next_Gen_Status_Icons.htm
Path:
PD/Payroll/Action/SuperBatch_Next_Gen_Status_Icons.htm
The SuperBatch form contains icons that represent the various steps in the payroll process. When the icons are illuminated, the step has been completed and the batch is ready for the next step.
The PrismHR SuperBatch icons display below:
| Description | Payroll Status | SuperBatch Icon |
|---|---|---|
| Outstanding approval | [Image: screenshot] | |
| Time Sheet is ready for entry | TS.READY/TS.ENTRY | [Image: screenshot] |
| Time Sheet entry is in progress | TS.ENTRY/TS.REMOTE | [Image: screenshot] |
| Time Sheet Entry is complete | TSOKCOMP | [Image: screenshot] |
| Give Time Sheet to client | TS.ENTRY | [Image: screenshot] |
| Take Time Sheet from client | TS.READY | [Image: screenshot] |
| Payroll is ready to calculate | TSOKCOMP | [Image: screenshot] |
| Calculation is in progress | INITOK | [Image: screenshot] |
| Calculation is completed successfully | INITOK | [Image: screenshot] |
| Calculation is completed with warnings | INITWARN | [Image: screenshot] |
| Calculation completed with errors - payroll cannot continue | INITFAIL | [Image: screenshot] |
| Payroll is ready for review | INITOK | [Image: screenshot] |
| Payroll reports have been reviewed | INITCOMP/AP.PEND | [Image: screenshot] |
| Payroll is pending client approval | AP.PEND | [Image: screenshot] |
| Payroll has been approved by client | INITCOMP | [Image: screenshot] |
| Payroll has been denied approval by client | AP.FAIL | [Image: screenshot] |
| Client approval is not required | INITCOMP | [Image: screenshot] |
| Wire transfer is pending | WT.PEND | [Image: screenshot] |
| Wire transfer has been received | INITCOMP | [Image: screenshot] |
| Wire transfer not required | INITCOMP | [Image: screenshot] |
| Payroll is ready to finalize | INITCOMP | [Image: screenshot] |
| Finalization is pending approval | POSTPEND | [Image: screenshot] |
| Payroll finalization is in progress | INITCOMP | [Image: screenshot] |
| Payroll finalization failed with errors | POSTFAIL | [Image: screenshot] |
| Payment is pending | PAYPEND | [Image: screenshot] |
| Payroll is ready to print | POSTCOMP | [Image: screenshot] |
| Payroll has been printed successfully | PRINTCOMP | [Image: screenshot] |
| Payroll print failed with errors | PRINTFAIL | [Image: screenshot] |
| Payroll is ready to ship | PRINTCOMP | [Image: screenshot] |
| Wire transfer created | WT.PEND.CREATED | [Image: screenshot] |
In addition, these updated icons help with filtering:
[Image: A screenshot of a computer screen
Description automatically generated]
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Action/SuperBatch_Next_Generation.htm
Path: PD/Payroll/Action/SuperBatch_Next_Generation.htm
SuperBatch, a payroll processing hub, helps payroll processors oversee each payroll assignment without adding extra work or time. Using a streamlined workflow, you can accomplish all your payroll tasks—entering time data, checking for errors, finalizing and printing—directly from the SuperBatch. For example:
[Image: screenshot]
Note: When there is a long list of payrolls the automatic refresh causes the screen to “bounce” and does not return you to the payroll where you were working. To stop this automatic refresh, click the Stop Timer (
[Image: screenshot]
) icon at the top of the form. Clicking this “hourglass” icon stops the timer until you click the icon again. (The icon changes to indicate a start/stop status.)
SuperBatch allows you to quickly process a large volume of payrolls accurately. In addition, you can view and download any warnings (yellow triangle) or errors (red triangle) in the payroll by clicking the icon. A Payroll Warning or Payroll Errors message displays where you can click Reset Payroll to restart the payroll or click Print to open a report in .csv format, so you can view the warnings or errors and quickly address issues that prevent payroll processing from completing.
Note: All errors and warnings that occur during and after payroll process calculation display the employee’s last name, preferred name instead of their last name, first name, if applicable. (If the employee does not have a preferred name, then their last name, first name displays.)
The contents of the SuperBatch form are specific to your user ID. Client payrolls assigned to you that remain incomplete as of the Cutoff Date Up To are the only ones that appear on your SuperBatch form. The basic flow of using SuperBatch appears below.
[Image: screenshot]
You can use the filtering options in the enhanced version of SuperBatch to limit the payrolls that display:
Note: You can adjust the lookback period the system uses for the Cutoff Date Up To date by enabling the SUPERBATCHLOOKBACK custom feature code on the System Parameters form. However, note the following when using the SUPERBATCHLOOKBACK custom feature code:
Enabling this custom feature code displays the SuperBatch Lookback Period field on the System Parameters form, where you can adjust the date.
The default for the SuperBatch process is the standard 95-day lookback period.
If you enable this field but do not enter a numeric value, the system defaults to the standard 95-day lookback period.
If you remove the SUPERBATCHLOOKBACK custom feature code, the system hides the SuperBatch Lookback Period field and reverts to the standard 95-day lookback period.
Note: Note the following about the Cutoff Date Up To filtering option:
The system selects all payrolls by the cutoff date, not the pay date.
When the Cutoff Date Up To date is greater than the current date, the system selects all payrolls with a pay date greater than or equal to today’s date (minus 95 days), plus all payrolls from the current date to the entered pay date.
When the Cutoff Date Up To date is less than the current date, the system selects all payrolls with a pay date greater than the entered pay date (minus 95 days).
Payrolls will always display for the Cutoff Date Up To date minus 95 days. For example, if the date entered is 100 days in the past, the system displays payrolls 195 to 100 days in the past.
Payroll Processor: Payroll representative who is the current active user. In addition, this filter allows you to select all payroll processors. (The incomplete payroll batches assigned to that payroll processor display.)
Important! If you enable Manager Only Views All SuperBatch Payrolls in the Global Configuration form, Payroll Processor users are only able to view their assigned payrolls and cannot use the SuperBatch Payroll Transfer functionality.
Note: After selecting All Payrolls, “SS” displays next to each payroll’s Employees Finalized notation in the Client Level Actions area, so you can easily find all self-service payrolls.
Payroll Type: The payroll batch type. For example, payrolls set to Regularly Scheduled are those payrolls automatically created by PrismHR.
Cost Center: Filters payrolls based on the selected cost center.
Note: Note the following:
The cost centers listed in the Cost Center filter option are defined on the Cost Centers form.
Cost centers are assigned to clients in the Cost Center field on the Client Details form.
After selecting a cost center, the system filters the payrolls so only clients with the selected cost center display.
The icons in the top-right corner of the SuperBatch form help you perform the following actions:
Icon — Description
Payroll Transfer [Image: screenshot] — Displays the SuperBatch Payroll Transfer form, where you can transfer all currently viewed payrolls or selected payrolls to another payroll processor. (Select the payroll processor and click Update.) Note: If you select multiple payrolls and then click this icon to change to a new payroll processor, only the payrolls you selected are updated, not those in the entire view.
Filter Selection [Image: screenshot] — Displays a search form, where you can enter information to narrow the payroll assignments that display. (Enter the search information and click Apply.)
Refresh Existing Filter [Image: screenshot] — Refreshes payrolls that display based on the existing user and selected filters/settings. Note: This filter can also act as a “reset” for payrolls.
Reset Filters [Image: screenshot] — If you filtered the payrolls to only display payrolls associated with a particular step, select this icon to refresh the display so all payrolls associated with the selected filters redisplay.
A ribbon displays the steps for the payrolls in-progress. For example:
[Image: screenshot]
Note: Each step displays the number of payrolls associated with it.
To further filter the payroll display, click a step in the ribbon to display all the payrolls in that step. (Some of these filters can include several statuses, which you can select as a group or individually.) For example, clicking Ready for Time Entry in the example above displays the payrolls matching that criteria:
[Image: screenshot]
Note: A blue selection bar and chevron down arrow display within a step when you click it, so you can easily determine which step is selected in the ribbon.
[Image: screenshot]
You can access payroll-related features for a payroll by clicking the links listed in the Client Level Actions area. For example, click the link in the Payroll Number column to open the Payroll Control form, which displays details about that payroll. (Each form opens as a layer over SuperBatch, so that you do not lose your place and can return to SuperBatch easily.)
[Image: screenshot]
| To do this: | Select this: |
|---|---|
| Access additional actions for selected client or payroll | Ellipsis ( [Image: screenshot] ) icon (see below) |
| Access Client Details form displaying selected client’s details | Client name or client ID |
| Access Payroll Control form displaying selected payroll’s details | Payroll number |
| Access Payroll Notes form for selected payroll or create a new note | Notes ( [Image: screenshot] ) icon |
You can quickly access the options described below by selecting the Ellipsis icon (
[Image: screenshot]
). For example:
[Image: screenshot]
A window opens where you can select from the following options:
Option — Description
Bill Pending — Lists billing events that will occur during the next scheduled billing date (in other words, they are pending). These billing events can be created on this form or generated automatically by PrismHR. (See Working with Bill Pending Data.)
Company Details — Maintain company information and settings. (See Maintaining Client Details.)
Employee Details — Maintain employee information and settings. (See Maintaining Employee Details.)
New Hire Entry — Enter a newly hired employee’s information. (See Setting Up New Hire Information.)
Pay Rate Change — Set a new pay rate for an employee. (See Making a Pay Rate Change for an Employee.)
Payroll Control — Establish essential information for processing payroll. (See Establishing Information for Processing Payrolls.)
Payroll Approval — After payroll processor calculates the payroll, PrismHR sends a message to the payroll approver that the payroll is ready for review and approval. (See Processing Standard Payroll Approval.)
Rehire — Rehire a terminated employee. (See Rehiring a Terminated Employee.)
Payroll Validation — Generate listing of validation errors for the selected payroll number. (See Generating the Payroll Validation Report.)
Payroll Information — Displays payroll information, such as payroll approval client, assigned payroll process user, delivery method, and remote timesheet entry client.
Payroll Allocation — Determines the format for the payroll costs that are distributed across multiple cost centers such as departments, divisions or locations.
Payroll Variance Analysis — Opens the Payroll Variance Analysis dashboard, where you can review relevant payroll information and compare two payrolls on a single dashboard to simplify the review process.
Note: When you select an option, the client’s or payroll’s information automatically displays.
Note: Note the following:
If you do not have access or are denied access to a form that displays in the Actions list, that option does not display.
If you do not have access or are denied access to all of the forms, the Actions header does not display.
If you do not have access or are denied access to all of the Actions and Reports the following message displays, “No actions and reports available. Contact your administrator.”
If you have Inquiry access to a form, that option displays in the Actions list.
The steps involved in SuperBatch processing are:
Performing Payroll Batch Approval (if required for client)
You can access other information and features using the Actions menu:
Add Employee to Payroll: Enter or select an employee to add to a payroll. (See the Payroll Processing Guide.)
Change Processor: Change the processor for one or more payrolls. (See the Payroll Processing Guide.)
Client Bill Pending: Review the billing events that will occur during the next scheduled billing date (see the Client Administration Guide), or click New Entry to enter a billing item or view the details of an existing one (see the Client Administration Guide).
Employee Loans: Establish employee loan information, track the payment of the loan, or view loan payments that were deducted from employee paychecks. (See the Payroll Administration Guide.)
Process Payroll: Enter time sheet information, calculate the payroll, finalize the payroll, run the Payroll Validation Report and the Payroll Audit Report, update employee and payroll records, review/download errors and warnings, and print the vouchers. (See the Payroll Processing Guide.)
Recurring Deduction Overrides: Temporarily override one or more deductions for a specified employee’s paycheck. (See the Payroll Overrides Guide.)
Recurring Deductions: Enter voluntary deductions for the selected employee. (See the Payroll Administration Guide.)
Scheduled Deductions: Establish a one-time or temporary deduction for the employee. (See the Payroll Overrides Guide.)
Scheduled Payments: Establish payments for a specific date in the future or repeat them each pay period during a specified time period. (See the Payroll Overrides Guide.)
Tax Calculation Overrides: Temporarily override the way the system calculates taxes for an employee. (See the Payroll Overrides Guide.)
Vacation Pay Override: Overriding vacation voucher calculations. (See the Payroll Overrides Guide.)
Related Topics
Performing Payroll Batch Approval
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Action/Tax_Calc_Override_Suppress_Taxes.htm
Path:
PD/Payroll/Action/Tax_Calc_Override_Suppress_Taxes.htm
WARNING: Do not suppress taxes unless you are trained in its use. Suppressing a tax is not the same as blocking a tax. When you suppress a tax, you also suppress taxable earnings. Contact the PrismHR Customer Support Team for assistance.
To suppress a tax in PrismHR:
Enter the Tax Identifier of each tax to suppress. The Identifier displays.
Enter the Tax Authority code for each suppressed tax. The Authority displays.
Enter the Start Date. If you leave this field blank, the system immediately begins to suppress the tax.
Enter the Stop Date. If you leave this field blank, the system suppresses the tax indefinitely.
Click Close. The system saves your changes.
Parent Topic
Overriding Employee Tax Calculation
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Action/Tax_Calculation_Override_Entry.htm
Path:
PD/Payroll/Action/Tax_Calculation_Override_Entry.htm
Use the Tax Calculation Overrides form to temporarily override the way the system calculates taxes for an employee.
Using the Income Tax Overrides panel, you can:
Add a fixed amount to the amount already withheld.
Block the tax withholding altogether.
Indicate a new percentage rate to be used in calculating the tax.
Enter a new fixed amount.
To override income taxes for an 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.
Enter the Tax Auth ID to which this tax calculation override applies. The Authority Name displays.
Select the Override Type to use in the override for this tax authority:
| Override Type | Description |
|---|---|
| Add to Amount Withheld | Increases the employee’s income tax withholding by a fixed Amount. |
| Percentage Rate | Withholds a percentage Amount of net taxable pay. |
| Fixed Amount | Withholds the Amount. |
| Block Withholding | Blocks withholding of income tax from the employee’s pay. |
| Supplemental Tax Rate | Withholds a percentage Amount of supplemental pay. |
| Supplemental Tax Amount | Withholds a fixed Amount of supplemental pay. |
| Supplemental Block | Blocks withholding from supplemental pay. |
Enter the override Amount that corresponds with the Override Type. If you blocked withholding, leave this field blank.
Enter the Starting Pay Date when this temporary tax override goes into effect. The tax override applies to payroll batches if the pay date falls within the date range. For the tax override to work, this field is mandatory.
Enter the Ending Pay Date when this temporary tax override is no longer in effect. For the tax override to work, this field is mandatory.
Select the Status to control how the system handles overrides during payroll processing:
Active (default): Processes overrides as they were originally done.
Inactive: Ignores overrides during payroll processing. (You can later reactivate an inactive override by changing this status.)
Onetime: Applies the override to one payroll processed within the entered date range.
Note: After a payroll processes with the Status set to Onetime, the override status changes to Inactive and the voucher number displays in the Voucher field. (You cannot edit or reactivate a onetime override after it is used. However, you can enter a new override for the same tax authority.)
Repeat for each tax authority.
Set up any miscellaneous overrides as needed. Otherwise, click Save.
Depending on the entries you make in the Miscellaneous Overrides panel, different fields display.
Note: Note: You cannot use the Weeks In Pay Period method if the employee uses the federal cumulative method.
WARNING: Do not use the Tax Options field unless advised to do so by the PrismHR Customer Support Team.
To set up miscellaneous tax overrides:
First, make sure you have selected the appropriate employee on the Tax Calculation Overrides form.
Enter the Weeks in Pay Period to use when calculating taxes on the selected voucher types. Enter the other values as needed:
Enter the From Date when the tax override goes into effect.
Enter the To Date through which this tax override is active.
In For Voucher Types, specify the voucher types to which overrides apply: Regular, Supplemental, or Vacation.
Select the Local Tax Type to suppress.
Enter the Thru Pay Date when the system should stop suppressing the local tax. If you leave this field blank, the tax is always suppressed.
Important! If you used the Tax Calculation Overrides form in the past for an employee it is possible that you need to delete “phantom” data. You must select Delete to remove these records. Confirmation that the system successfully deleted the record occurs when no Tax Calculation Override on File message exists. Going forward, when you create a new override record, selecting an option from the Suppress Local Tax and Courtesy Wthld PA E.I.T fields’ drop-down menus prevents the system from creating “phantom” data.
Note: Enter the Thru Pay Date to suppress state income tax withholding. If you leave this field blank, the tax suppression will not stop.
Note: By default, if an employee lives in but works outside of Pennsylvania, the system does not withhold local resident-based Earned Income Tax.
Enter any special Tax Options, if required. Do not enter a value in this field unless specifically you are instructed to do so by PrismHR Customer Support.
Click Save.
You can access other information and settings using the Actions menu.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Action/Tax_Calculation_Overrides.htm
Path: PD/Payroll/Action/Tax_Calculation_Overrides.htm
Use this form to suppress tax calculation for specific tax codes permanently (or until they are removed from this setup form).
WARNING: The tax overrides you enter on this screen are PERMANENT until you remove them. If you enter something here in order to override taxes on a single batch be sure to remove them once the batch has been posted. If you are unsure how to use this screen, contact the PrismHR Customer Support Team for assistance.
To set up a permanent tax calculation override:
Enter each Tax Code to override the tax amount. This must be an employee-paid tax. The Description displays.
Enter each Tax Amount that overrides the calculated tax amount.
Click Close. The system saves your changes.
Parent Topic
Overriding Employee Tax Calculation
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Action/Time_Sheet_Deduction_Import.htm
Path: PD/Payroll/Action/Time_Sheet_Deduction_Import.htm
You can use the Time Sheet Deduction Import form to import timesheet deductions for a payroll.
Note: You must have FULL access to the Time Sheet Deduction Import form to process an import. In addition, worksite managers cannot import any employees whom they cannot access.
To access the Time Sheet Deduction Import form, go to Payroll|Action and select Time Sheet Entry. Select a payroll number in the Time Sheet Entry form, then select Time Sheet Deduction Import on the Actions menu. The Payroll Number that you selected displays.
Note: Note: You can click Download Sample Header File to download a sample Excel data file in .csv format, which can be saved before importing it.
To import timesheet deductions for a payroll:
Go to the Time Sheet Deduction Import form. The current Payroll Number displays. (You cannot update this field.)
Select Upload File.
Note: The uploaded file name cannot contain any spaces and must be in .csv format.
Select Add Files, then select the file that contains timesheet deductions for a payroll. (The file must be in .csv format.)
Select Start Upload. “Upload complete” displays when the file successfully uploads. Click Close. The uploaded filename displays.
Click Start Import. The system validates the uploaded file during the import process to ensure the information is valid.
If there were any errors during the import process, they display in the Error Report.
Click Review to look at the imported data. If there is more than one page, use the Previous Page and Next Page buttons to navigate the imported time sheet data.
If the data is accurate, click Post Data to Time Sheets. The system processes the data and creates the timesheets.
Click OK in the confirmation message.
Click Edit Time Sheets. You return to the Time Sheet Entry form, where you can proceed to the next step of the process.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Action/Time_Sheet_Entry.htm
Path: PD/Payroll/Action/Time_Sheet_Entry.htm
Use the Time Sheet Entry form to select a payroll in order to enter, edit, and accept employee timesheet information. For example:
[Image: screenshot]
To work with employee timesheet information:
Select the desired Payroll #. The Time Sheet Entry form opens see Entering Time Sheets.
Click the yellow indicator in the Pending Actions column to view pending approvals for the logged-in user, pending approvals for other users, and pending backdated leave request details for the selected payroll.
Note: Note: The yellow indicator in the Pending Actions column displays the total number of pending actions in this payroll.
[Image: screenshot]
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Action/Time_Sheet_Entry_Keyboard_Shortcuts.htm
Path:
PD/Payroll/Action/Time_Sheet_Entry_Keyboard_Shortcuts.htm
The time sheet allows you to enter information quickly using keyboard shortcuts.
If there are multiple pages, press Page Up and Page Down, or click the
[Image: screenshot]
and
[Image: screenshot]
buttons near the bottom of the form, to navigate to the previous or next pages.
Press Shift+Enter, or click
[Image: screenshot]
, to open the Find dialog. This allows you to search the time sheet for a specific employee; the list filters as you type.
[Image: screenshot]
Use the up and down arrow keys to highlight the employee and then press Enter. The system places the cursor in the first field for that employee, where you can enter the time sheet information.
There are three ways to access the Detail Time Sheet Entry form from the Summary Time Sheet Entry form:
[Image: screenshot]
While the cursor is in one of the pay code fields, press Ctrl+Enter. The Detail Time Sheet Entry form opens for that employee and pay code, where you can edit the time sheet entry.
While the cursor is in the row of an employee, click a pay code column heading. The Detail Time Sheet Entry form opens for that employee and pay code, where you can edit the time sheet entry.
[Image: screenshot]
If there are no entries for the employee, the only option is New Entry. If there are one or more existing entries, you can use the drop-down to select the entry you want to edit. To use it without the mouse, you can use the up and down arrow keys, or simply type the number of the item. For example, you would enter 1 to edit the REG entry, 2 to edit the OT entry, or N to create a new entry.
[Image: screenshot]
While in a field that allows you to select from a list of values (the labels for these fields are underlined), you can start typing the value and the system displays a list of matching items in the Suggestions dialog. You can also open the dialog by pressing Ctrl+Enter. The list filters as you type.
[Image: screenshot]
Once you have one or more characters entered, you can use the up and down arrow keys to navigate the list and highlight the item you want.
[Image: screenshot]
When the item is selected, either because you have selected it or it is the only item in the list, press Tab. The value is entered the field, and the cursor moves to the next field.
[Image: screenshot]
To clear the selected value and select another one, press Ctrl+Enter. The system deletes the value and reopens the Suggestions dialog, allowing you to select the required value.
To save the entry, press Enter or click Save. The cursor moves to the Entry field.
To return to the summary, press Page Up or click Return. This does not save your work, so be sure to save anything you need before returning to the summary. The Page Up key does not work when the cursor is in the Hours Paid, Amount Paid, Units Paid, or Pay Rate field.
Related Topics
Making Summary Timesheet Entries
Making Detail Time Sheet Entries
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Action/Void_Batch-Voucher.htm
Path: PD/Payroll/Action/Void_Batch-Voucher.htm
You can void payments in PrismHR, either a single check or a whole batch, using the Void and Reissue Checks form.
During this process, the system voids the original check and issues a new check number that is effective on the date it was processed.
Important! You cannot void and reissue a reconciled or an escheated check. If a check is set to R (reconciled) status or E (escheated) and you try to void and reissue it, an error message displays. For example, the following error message displays if you try to void and reissue a reconciled check, “This check is already reconciled and cannot be reissued.” Also, if you enter a voided check number in this form, an error message displays, “This check is already voided and cannot be reissued.”
To void payments and reissue a check:
Access the Void and Reissue Checks form on the Payroll|Action menu.
Enter or select the original voucher in the Payroll Number field and note the Check Number and Pay Date (for example, check number 8216, and pay date 02/02/2024).
Note: Enter or select the Bank Account associated with the original check number to display other data, including the pay date information.
Click Void and Reissue Checks.
After the system voids and reissues the check, access the Payroll History form on the Payroll|View menu.
Select the Payroll Number where the original check was processed. The Payroll Summary form displays.
Select the Summary icon ( [Image: screenshot] ) next to the Payroll Number. The Payroll Reports form displays.
Locate the voided and reissued payment and select the Open File icon ( [Image: screenshot] ). A browser window opens.
Select Open file to download the file. The reissued check displays a new check number and pay date in the Time Sheet Report.
Note: Note the following:
You cannot void and reissue a reconciled check. If a check is set to R (reconciled) status and you try to void and reissue it, the following error message displays, “This check is already reconciled and cannot be reissued.” Also, if you enter a voided check number in this form, an error message displays, “This check is already voided and cannot be reissued.”
Employees who are paid using pay on-demand processing have an invoice amount that is debited on the ACH file. However, if you void the pay on-demand voucher, the invoice amount displays as a credit on the ACH file.
Note: Note the following:
If you run the pay on-demand process (that is, you generate a file) and then you complete a void, no changes occur in the history file.
If you do not generate a file and a void occurs, then the system does not include the voucher in the next file creation.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Action/Void_Batch.htm
Path: PD/Payroll/Action/Void_Batch.htm
Use the first field in the Void and Reissue Checks form to void and reissue all of the checks in a payroll batch.
Show me an example of the Void and Reissue Checks form when voiding a payroll batch:
Figure 82: Void an Existing Batch
[Image: screenshot]
Enter the payroll number in the Batch Number field. The Pay Date and Pay Group display.
Click Void Checks and Reissue.
Click OK in the confirmation message.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Action/Void_Voucher.htm
Path: PD/Payroll/Action/Void_Voucher.htm
Use the table in the Void and Reissue Checks form to void one or more paychecks or garnishment checks.
[Image: screenshot]
You can enter the Checking Account from which the check was drawn. If you use the search to locate the checks, the search form lists only checks drawn from that account.
For each check you need to void:
— Enter the Check Number of the check to reverse. It must be a check issued for the selected client. The other fields populate with the information on that check.
— Enter a Void Reason for the check. This will display on the Banking tab of the Payroll Voucher.
| c. | Select the Reissue option from the Reissue Check drop-down. |
|---|
Click Void and Reissue Checks. The system voids the checks in the list and reissues new checks as indicated.
Click OK in the confirmation message.
Related Topic
Refunding a Garnishment Payment
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Change/2020/Setting_Up_Pay_Group_Accruals.htm
Path:
PD/Payroll/Change/2020/Setting_Up_Pay_Group_Accruals.htm
You can use the Payroll Accrual form to set up pay group accruals.
[Image: screenshot]
To set up pay group accruals, do the following:
From Payroll|Change, select Payroll Control.
Enter or select a Payroll Number.
Select Pay Group Accrual Setup from the Actions menu [Image: screenshot] . The Payroll Accrual form displays.
Complete the following fields in the Pay Group Accruals panel:
Field — Description
Pay Group — The system automatically inserts the Pay Group that displays on the Payroll Control form.
Pay Date Period — Enter or select the G/L Period associated with the pay date.
Accrue Labor Expense — Select Yes to accrue the labor expense for this payroll based on the selection criteria. (Note: When processing Manual or Special Batches, this field defaults to No.
Accrual Period — Enter or select the G/L Period where the labor expense accrual will be placed, which is usually the period before the Pay Date Period.
Cutoff Date — Enter or select the date to use as the As of Date, if selected as the accrual method in the Accrual Method (Non-Hourly) field.
Accrual Percentage — Enter the value for the Percentage, if selected as the accrual method in the Accrual Method (Non-Hourly) field.
Accrual Method (Non-Hourly) — Select the accrual method based on the date/value selection in the Cutoff Date and Accrual Percentage fields.
Click Update. The following message displays: “Payroll Accrual parameters updated on payroll control record.”
Click OK.
Click Accept.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Change/Add_Employees_to_Payroll.htm
Path: PD/Payroll/Change/Add_Employees_to_Payroll.htm
Use the Add Employees to Payroll form to add employees to the payroll batch. You can only add employees that do not already belong to any of the pay groups scheduled in the payroll; for example, if you want to process a check for an employee in the current batch who belongs to a different pay group. The forms also filters out any employees whose hire date is after the end of the pay period.
Note: Select Quick Load to open the Regular Payroll Control Quick Load form, where you can add multiple employees to a pay group at once. (See Using Regular Payroll Control Quick Load.)
When you add an employee, you must specify the pay group to associate with the employee for the payroll batch. PrismHR uses the pay group to assign the period start date, period end date, deduction period, period number, and optional alternate pay period to the employee.
[Image: screenshot]
To add employees to a payroll:
Click the Actions menu in the Payroll Control form and then select Add Employees to Payroll.
For each employee:
| a. | Enter the Employee ID. The Employee Name displays. |
|---|---|
| b. | Select the Pay Group, which must be in the payroll. |
| — | — |
Click Accept. You return to the Payroll Control form.
Click Save in the Payroll Control form.
Some clients with multiple locations, with pay groups defined for each location, have employees who work for more than one location during the pay period.
For example, during the current pay period, Mark works twenty hours at the Main Street location and twenty hours at the South Street location. The system associates an employee with one primary pay group, and Mark is assigned to the Main Street pay group.
Without this feature, Mark would need to be paid for twenty hours within his normally scheduled batch.
If you use this feature, you can associate Mark with South Street’s pay group for the purpose of paying him the hours worked at their location.
When you add an employee to a batch, the employee’s payroll voucher is treated as a supplemental pay voucher for deductions calculations, regardless of the type of pay found on the voucher. As such, standard deductions are not deducted. However, deductions that normally would be taken from a supplemental pay voucher—a retirement plan, garnishment, or deduction in arrears—will be deducted.
In the example, Mark’s standard benefit deductions would be taken on the payroll voucher paid in his regular pay group batch. If the pay is not sufficient to cover all scheduled benefit deductions, the balance goes into arrears. When the remaining twenty hours are paid in the batch to which Mark was added, PrismHR takes the deduction amounts in arrears on that paycheck.
Parent Topic
Establishing Information for Processing Payrolls
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Change/Batch_Payments.htm
Path: PD/Payroll/Change/Batch_Payments.htm
The Batch Payments form allows you to quickly enter multiple fixed, pre-calculated payments to be paid during a specific payroll batch. These payments include bonuses, sales commissions, expense reimbursements, and so on. For example:
[Image: screenshot]
Note: Note the following:
You can upload batch payment information into the form instead of entering it manually if you have a file in the correct format (see Importing Payments File into a Payroll.
You can use the BATCH-PAYMENTS-CHANGE-DEFAULTS (system level) and BATCH-PAYMENTS-CHANGE-DEFAULTS-C (client level) custom feature codes to allocate batch payments (see Using Custom Feature Codes and Specifying Client Custom Feature Codes).
Note: If you do not set these custom feature codes at the system and client levels, the Edit Employee Details column does not display in the Batch Payments form.
To enter multiple fixed, pre-calculated payments into a payroll:
Note: If you enter batch payments after the payroll processor has calculated the batch (INITOK or INITCOMP), the processor must recalculate the payroll to include the payment after you save the batch payment record.
Note: Note the following:
You can access the Payroll Options form by selecting Options on the Actions menu in the Payroll Control form after selecting a Payroll Number.
The Recalculate Overtime field does not display for payrolls set to the Regularly Scheduled payroll type on the Payroll Control form.
| a. | Enter the Employee ID for the line; the employee’s Name displays. |
|---|
It must be an employee that belongs to a pay group included in the payroll batch; it can be a terminated employee. You can enter more than one line for an individual employee, if needed.
| c. | Enter the Pay Amount. It can be a negative number, but it cannot be zero. |
|---|---|
| d. | Enter the number of Hours Worked. |
| — | — |
After selecting Yes, you can select the Edit Employee Details (
[Image: screenshot]
) icon to display the Time Sheet Allocation form, where you can assign the Department, Division, Location, Shift, Position, Project, and Phase allocations. After entering the allocation types, click Accept to apply the values to the batch payment.
Note: If you override the home data fields in the Time Sheet Allocation form, a checkmark displays in the Edit Employee Details column in the Batch Payments form.
| f. | Indicate whether to Add to Retirement, and how. |
|---|
No: Does not take the amount as a retirement deduction.
Yes: Takes the pay amount as an extra retirement deduction.
Yes - less FICA: Takes the pay amount as an extra retirement deduction, less the FICA percentage.
When the payroll processor calculates the payroll, the payments will be included in the employees’ vouchers. This also increments the employees’ hours by 1; it equates to one unit.
Note: Note: Clicking Delete only deletes the batch payment information for the payroll. It does not delete the payroll batch.
Related Topic
Importing Payments File into a Payroll
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Change/Batch_Payments_File_Format.htm
Path: PD/Payroll/Change/Batch_Payments_File_Format.htm
To use the Batch Payments file import, you must have a tab-delimited text file with the columns shown in Table 128. If you have a row with invalid information (such as a header row), the system automatically ignores it and imports only the payment data.
| Column # | Field Description | Required? | Format | Description |
|---|---|---|---|---|
| 1 | Employee ID | Yes | N##### | Must be the ID of an employee that works for the client and belongs to a pay group included in the payroll batch; it can be a terminated employee. You can enter more than one line for an individual employee, if needed. |
| 2 | Employee Name | Skipped | This column must exist, but the system ignores any value entered. On import, it populates the column with the name that matches the employee ID. | |
| 3 | Pay Code | Yes | Must be a valid pay code defined in the system. | |
| 4 | Pay Code Description | Skipped | This column must exist, but the system ignores any value entered. On import, it populates the column with the description of the pay code. | |
| 5 | Pay Amount | Yes | ###.## | Total amount to be paid to the employee. |
| 6 | Hours Worked | No | ##.## | Total number of hours the employee worked, if any. If the column is left blank or contains an invalid value, the system defaults the value to 0.00. |
| 7 | Suppress Allocation | No | The system defaults this value to No. If it should be Yes, you must set it manually in the table after the import is complete. | |
| 8 | Add to Retirement | No | The system defaults this value to No. If it should be Yes, you must set it manually in the table after the import is complete. |
Note: Note: The decimal places in the Pay Amount and Hours Worked columns are optional. If there are more than three decimal places, the system rounds it to two.
Show me an example of a file in Micrsosoft Excel:
Figure 95: File Format in Excel
[Image: screenshot]
Note: Note: If you create the file in a program such as Excel, you must save it as a tab-delimited TXT file.
Show me an example of a plain text file:
Figure 96: File Format in Plain Text
[Image: screenshot]
Related Topic
Importing Payments File into a Payroll
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Change/Batch_Payments_Import.htm
Path: PD/Payroll/Change/Batch_Payments_Import.htm
Use the Batch Payments Import feature to import a file of fixed, pre-calculated payments into a payroll batch.
To import the payments file into a payroll:
Note: Note: If you enter batch payments after the payroll processor has calculated the batch (INITOK or INITCOMP), the processor must recalculate the payroll to include the payment after you save the batch payment record.
[Image: screenshot]
In the Upload a File window, click Choose File.
Navigate to the file that you want to upload, and then click Open.
Click Submit in the Upload a File window.
Click Close in the successful upload message.
The Uploading Batch Payments process window displays. For example:
[Image: screenshot]
The payments in the file populate the table.
When the payroll processor calculates the selected payroll, the payments will be included in the employees’ vouchers. This also increments the employees’ hours by 1; it equates to one unit.
Note: Note: Clicking Delete only deletes the batch payment information for the payroll. It does not delete the payroll batch.
Related Topics
Entering Multiple Fixed, Pre-calculated Payments
Using the Batch Payments Import File Format
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Change/EE_Garnish_Bankruptcy_Order.htm
Path: PD/Payroll/Change/EE_Garnish_Bankruptcy_Order.htm
The following rules apply to bankruptcy order garnishments:
Only child support orders will continue to be calculated in conjunction with the bankruptcy order
Only one bankruptcy order is allowed
Full amount of the bankruptcy order is taken without limits
The Employee Garnishment panel maintains the basic information required for the wage garnishment.
[Image: Employee Garnishment]
Enter the Docket Number assigned by the government agency or court for this wage garnishment.
Select the Category for the type of garnishment being withheld. This determines some of the other panels that display (described below).
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. You cannot change the employee for a existing garnishment.
Enter the Receipt Date on which the wage garnishment notice was received from the issuing authority.
Enter the name of the Issuing Authority that issued this garnishment.
If the state requires you to use an ID other than the docket number, enter it in the State ID# field. This number appears on the checks instead of the docket number.
If you enter a Start Date, the system starts payroll deductions on or after this date.
If you enter a Stop Date, the system stops payroll deductions on or after this date.
Enter the Payee ID to whom amounts withheld for this wage garnishment will be paid. If the payee record is set up to use EFT, the SDU or EFT panel might display.
Enter the Deduction Code used for this garnishment.
Enter an Annotation to print in the Memo field of the check stub. There are two lines available.
Enter the calculation rules for the bankruptcy order garnishment.
[Image: screenshot]
Enter the Total Garnishment amount owed by the debtor to be collected under the garnishment order. If no limit is imposed, enter 0.
Specify one of these methods to determine the withholding amount:
Enter a Flat Amount to withhold from the employee’s net pay.
Enter a Percent and then select whether it should be calculated based on the employee’s Gross Pay, Net Pay (gross pay minus taxes and other garnishments), or Starting Net Pay (gross pay minus taxes).
Enter the Pay Period Limit, which the system uses in conjunction with a Percent calculation to set a dollar limit on the total garnishment amount per pay period.
Enter the Monthly Limit, which is the dollar limit on the total monthly garnishment amount. If there is no limit, leave this field blank.
Enter the Garnishment Fee that is associated with this garnishment, which PrismHR deducts from the employee’s pay each time it processes the garnishment.
You can establish temporary garnishment overrides based on specified dates by updating the settings in the Override Rules panel.
[Image: Override Rules panel]
To set temporary garnishment overrides, do the following:
Field — Description
Override Amount — Enter the temporary Override Amount to use during the specified date range.
Override Start Date — Enter the temporary Override Start Date.
Override Stop Date — Enter the temporary Override Stop Date.
Suppress Voucher Types — Select the Suppress Voucher Types, which are the pay types exempt from this garnishment. This setting is not controlled by the override start and stop dates. Instead, it applies to the entire garnishment record.
Suppress From Unscheduled Payrolls — Select Suppress From Unscheduled Payrolls, if the garnishment should not be taken out of unscheduled payrolls.
Override G/L Account — Enter the Override G/L Account that identifies the account number this garnishment credits.
The Payments History panel provides a list of garnishments that have been paid to date.
[Image: Payments history panel]
The table lists the information for each payment:
Voucher Number: Each voucher that has been paid against this garnishment
Pay Date: Date on the voucher
Amount Due: Amount due as calculated on the voucher
Paid On: Date each check was paid
Check Number: Number on the check used to pay the garnishment to the payee
ACH Reference: Reference for the ACH transaction used to pay the garnishment to the payee
EFT/Check$: Amount of each check or transaction
Click Adjust to make an adjustment to the table. This does not affect accounting updates or functions, but can cause an adjustment to the employee’s next paycheck.
Related Topics
Submitting Employee Wage Garnishments
Updating Employee Garnishment Details
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Change/EE_Garnish_Child_Support.htm
Path: PD/Payroll/Change/EE_Garnish_Child_Support.htm
The following rules apply to child support garnishments:
The system determines the correct maximum percent of disposable income based on employee details
Disposable earnings can be tailored to state rules
Pro-rata and Equal Share allocations are supported for multiple orders
Portion in arrears can be defined
Current order amount given priority on arrearage amount when calculating multiple orders
The Employee Garnishment panel maintains the basic information required for the wage garnishment.
[Image: Employee Garnishments]
Enter the Docket Number assigned by the government agency or court for this wage garnishment.
Select the Category for the type of garnishment being withheld. This determines some of the other panels that display (described below).
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. You cannot change the employee for a existing garnishment.
Enter the Receipt Date on which the wage garnishment notice was received from the issuing authority.
Enter the garnishment’s Order Date. This ensures proper garnishment priority ordering in the system. (Only displays if you enabled the TESTGARNEXT and GARNFTLORDER feature codes).
Enter the name of the Issuing Authority that issued this garnishment.
If the state requires you to use an ID other than the docket number, enter it in the State ID# field. This number appears on the checks instead of the docket number.
If you enter a Start Date, the system starts payroll deductions on or after this date.
If you enter a Stop Date, the system stops payroll deductions on or after this date.
Enter the Payee ID to whom amounts withheld for this wage garnishment will be paid. If the payee record is set up to use EFT, the SDU or EFT panel might display.
Enter the Deduction Code used for this garnishment.
Enter an Annotation to print in the Memo field of the check stub. There are two lines available.
Enter the calculation rules for the child support garnishment.
[Image: Calculation rules panel]
Enter the Withholding Amount to withhold each pay period for the child support garnishment order. This amount should be the sum of current and past due amounts.
Enter the Portion in Arrears amount to withhold for the child support order to cover the arrearage amount.
Enter the Garnishment Fee that is associated with this garnishment, which PrismHR deducts from the employee’s pay each time it processes the garnishment.
The system supports the ability to create an ACH file with line items for garnishments. This allows you to submit an ACH file that results in an EFT for all state tax levies.
If a garnishment is for child or spousal support and the payee is a state disbursement unit, you can set up EFT for the garnishment on the SDU panel. The SDU panel establishes the appropriate state information required to process the wage garnishment.
Enter the Case Identifier recognized by the state disbursement unit for child support orders. This field is required if the payee is set to require the case number.
Enter the FIPS Code (Federal Information Process Standard) applicable to the child support entity receiving the transaction. This field will be required if the payee is set up to require the FIPS code and it can require a specific length.
Select Medical Support Indicator if the non-custodial parent has family medical insurance through their employer.
You can establish temporary garnishment overrides based on specified dates by updating the settings in the Override Rules panel.
[Image: Override Rules panel]
To set temporary garnishment overrides, do the following:
Field — Description
Override Amount — Enter the temporary Override Amount to use during the specified date range.
Override Start Date — Enter the temporary Override Start Date.
Override Stop Date — Enter the temporary Override Stop Date.
Suppress Voucher Types — Select the Suppress Voucher Types, which are the pay types exempt from this garnishment. This setting is not controlled by the override start and stop dates. Instead, it applies to the entire garnishment record.
Suppress From Unscheduled Payrolls — Select Suppress From Unscheduled Payrolls, if the garnishment should not be taken out of unscheduled payrolls.
Override G/L Account — Enter the Override G/L Account that identifies the account number this garnishment credits.
The Payments History panel provides a list of garnishments that have been paid to date.
[Image: Payments history panel]
The table lists the information for each payment:
Voucher Number: Each voucher that has been paid against this garnishment
Pay Date: Date on the voucher
Amount Due: Amount due as calculated on the voucher
Paid On: Date each check was paid
Check Number: Number on the check used to pay the garnishment to the payee
ACH Reference: Reference for the ACH transaction used to pay the garnishment to the payee
EFT/Check$: Amount of each check or transaction
Click Adjust to make an adjustment to the table. This does not affect accounting updates or functions, but can cause an adjustment to the employee’s next paycheck.
Related Topics
Submitting Employee Wage Garnishments
Updating Employee Garnishment Details
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Change/EE_Garnish_Creditor_Wage_Garnishment.htm
Path:
PD/Payroll/Change/EE_Garnish_Creditor_Wage_Garnishment.htm
The following rules apply to creditor wage garnishments:
Majority of states follow CCPA limits
Tips generally not considered earnings
Child support orders take priority
In conjunction with child support orders, garnishment can be taken only if the child support percent of earnings is less than 25%
The Employee Garnishment panel maintains the basic information required for the wage garnishment.
[Image: Employee Garnishment]
Enter the Docket Number assigned by the government agency or court for this wage garnishment.
Select the Category for the type of garnishment being withheld. This determines some of the other panels that display (described below).
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. You cannot change the employee for a existing garnishment.
Enter the Receipt Date on which the wage garnishment notice was received from the issuing authority.
Enter the name of the Issuing Authority that issued this garnishment.
If the state requires you to use an ID other than the docket number, enter it in the State ID# field. This number appears on the checks instead of the docket number.
If you enter a Start Date, the system starts payroll deductions on or after this date.
If you enter a Stop Date, the system stops payroll deductions on or after this date.
Enter the Payee ID to whom amounts withheld for this wage garnishment will be paid. If the payee record is set up to use EFT, the SDU or EFT panel might display.
Enter the Deduction Code used for this garnishment.
Enter an Annotation to print in the Memo field of the check stub. There are two lines available.
Enter the calculation rules for the creditor wage garnishment.
[Image: screenshot]
Enter the Total Garnishment amount owed by the debtor to be collected under the garnishment order. If no limit is imposed, enter 0.
Specify one of these methods to determine the withholding amount:
Enter a Flat Amount to withhold from the employee’s net pay.
Enter a Percent and then select whether it should be calculated based on the employee’s Gross Pay, Net Pay (gross pay minus taxes and other garnishments), or Starting Net Pay (gross pay minus taxes).
Enter the Pay Period Limit, which the system uses in conjunction with a Percent calculation to set a dollar limit on the total garnishment amount per pay period.
Enter the Garnishment Fee that is associated with this garnishment, which PrismHR deducts from the employee’s pay each time it processes the garnishment.
Select Non-Consumer Garnishment if this garnishment is a judgment or non-consumer credit garnishment. The system applies the state rules for that type of garnishment.
Select Head of Household if the employee is considered the head of their household for tax purposes. When this is selected, the system takes into account any maximum percentage for garnishments set on the State Garnishment Rules record for the state.
If there is no maximum percentage for heads of household, the system uses the standard maximum percent of disposable or gross pay.
You can establish temporary garnishment overrides based on specified dates by updating the settings in the Override Rules panel.
[Image: Override Rules panel]
To set temporary garnishment overrides, do the following:
Field — Description
Override Amount — Enter the temporary Override Amount to use during the specified date range.
Override Start Date — Enter the temporary Override Start Date.
Override Stop Date — Enter the temporary Override Stop Date.
Suppress Voucher Types — Select the Suppress Voucher Types, which are the pay types exempt from this garnishment. This setting is not controlled by the override start and stop dates. Instead, it applies to the entire garnishment record.
Suppress From Unscheduled Payrolls — Select Suppress From Unscheduled Payrolls, if the garnishment should not be taken out of unscheduled payrolls.
Override G/L Account — Enter the Override G/L Account that identifies the account number this garnishment credits.
The Payments History panel provides a list of garnishments that have been paid to date.
[Image: Payments history panel]
The table lists the information for each payment:
Voucher Number: Each voucher that has been paid against this garnishment
Pay Date: Date on the voucher
Amount Due: Amount due as calculated on the voucher
Paid On: Date each check was paid
Check Number: Number on the check used to pay the garnishment to the payee
ACH Reference: Reference for the ACH transaction used to pay the garnishment to the payee
EFT/Check$: Amount of each check or transaction
Click Adjust to make an adjustment to the table. This does not affect accounting updates or functions, but can cause an adjustment to the employee’s next paycheck.
This section only appears when Creditor Wage Garnishment is selected from the drop-down under the Category field. Use the Limit Overrides panel to override any state-level settings as needed. Note that you can only reduce the maximum for this employee’s wage garnishment; you cannot use these fields to exceed state or federal maximums.
[Image: screenshot]
Enter the Maximum Percent and specify whether that applies to the employee’s disposable or gross Pay.
Enter the Minimum Wage Rate Multiplier, which is the number of hours to multiply by the employee’s minimum wage to calculate the maximum disposable earnings that the creditor can garnish. (This will be overridden if the garnishment maximum is lower.)
For example, if the multiplier is 40, the system multiplies the minimum wage by 40. The resulting amount is the minimum pay that an employee should have after taxes and garnishments. A standard creditor can garnish the amount left after subtracting taxes and the minimum pay amount from an employee’s gross pay.
Select the Minimum Wage Rate Source used to determine the minimum hourly rate for this garnishment.
Select the Hours Calculation Method used to calculate minimum net pay for semi-monthly or monthly pay periods under CCPA rules.
Factored: Multiplies the weekly hours by either a factor 2.16 (for semi-monthly) or 4.33 (for monthly). The factor method can be less accurate due to rounding errors, but some states specify its use.
Annualized: Multiplies the weekly hours by 52 and then divides by number of pay periods in the year. For example, for semi-monthly, the calculation is ( (30.00 x 52)/24 ).
Enter the Maximum Monthly Fee to collect from the employee for the creditor wage garnishment.
Indicate whether Reduce Limit by Fee Amount should reduce the limit by the administrative processing fee for this state.
Yes: The system reduces the limit.
No or Select One: The system does not reduce the limit.
Select the Additional Disposable Deductions that are deducted from gross earnings to calculate disposable income for the purpose of calculating this employee’s creditor wage garnishment.
When an Override State Code is selected for an employee, the employee creditor wage garnishment will follow the State Garnishment Rules for the selected Override State on the Employee Garnishments form and not the SUTA state. This field is optional. For example, if an employee is working in NY with NY SUTA and has a creditor garnishment with GA selected for the Override State Code field on the Employee Garnishments form, then creditor garnishment for that employee will be calculated based on State Garnishment Rules for GA instead of NY. The creditor garnishment will now follow the withholding limits based on the State Garnishment Rules form for the state selected in the Override State Code above instead of the employee’s SUTA state.
Related Topics
Submitting Employee Wage Garnishments
Updating Employee Garnishment Details
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Change/EE_Garnish_Franchise_Tax_Board.htm
Path:
PD/Payroll/Change/EE_Garnish_Franchise_Tax_Board.htm
The following rules apply to Franchise Tax Board garnishments:
Always has a maximum amount of 25% of disposable income, less any amount for child support garnishments
Can be used for any state
Can be used for any type of state tax levy
The Employee Garnishment panel maintains the basic information required for the wage garnishment.
[Image: Employee Garnishment]
Enter the Docket Number assigned by the government agency or court for this wage garnishment.
Select the Category for the type of garnishment being withheld. This determines some of the other panels that display (described below).
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. You cannot change the employee for a existing garnishment.
Enter the Receipt Date on which the wage garnishment notice was received from the issuing authority.
Enter the name of the Issuing Authority that issued this garnishment.
If the state requires you to use an ID other than the docket number, enter it in the State ID# field. This number appears on the checks instead of the docket number.
If you enter a Start Date, the system starts payroll deductions on or after this date.
If you enter a Stop Date, the system stops payroll deductions on or after this date.
Enter the Payee ID to whom amounts withheld for this wage garnishment will be paid. If the payee record is set up to use EFT, the SDU or EFT panel might display.
Enter the Deduction Code used for this garnishment.
Enter an Annotation to print in the Memo field of the check stub. There are two lines available.
Enter the calculation rules for the franchise tax board garnishment.
[Image: screenshot]
Enter the Total Garnishment amount owed by the debtor to be collected under the garnishment order. If no limit is imposed, enter 0.
Specify one of these methods to determine the withholding amount:
Enter a Flat Amount to withhold from the employee’s net pay.
Enter a Percent of Disposable Earnings.
The system supports the ability to create an ACH file with line items for garnishments. This allows you to submit an ACH file that results in an EFT for franchise tax board garnishments and state tax levies if your organization has selected the Consolidated ACH File Processing Used option in System Parameters. The EFT panel allows you to enter the case identifier for the wage garnishment.
Note: Note: This panel displays only for franchise tax board garnishments and state tax levies where the Payee is a garnishing authority with EFT parameters.
Many states permit submission of tax levies by ACH, and some states require it. In addition, the franchise tax board garnishment can be used for any state.
[Image: screenshot]
You can establish temporary garnishment overrides based on specified dates by updating the settings in the Override Rules panel.
[Image: Override Rules panel]
To set temporary garnishment overrides, do the following:
Field — Description
Override Amount — Enter the temporary Override Amount to use during the specified date range.
Override Start Date — Enter the temporary Override Start Date.
Override Stop Date — Enter the temporary Override Stop Date.
Suppress Voucher Types — Select the Suppress Voucher Types, which are the pay types exempt from this garnishment. This setting is not controlled by the override start and stop dates. Instead, it applies to the entire garnishment record.
Suppress From Unscheduled Payrolls — Select Suppress From Unscheduled Payrolls, if the garnishment should not be taken out of unscheduled payrolls.
Override G/L Account — Enter the Override G/L Account that identifies the account number this garnishment credits.
The Payments History panel provides a list of garnishments that have been paid to date.
[Image: Payments history panel]
The table lists the information for each payment:
Voucher Number: Each voucher that has been paid against this garnishment
Pay Date: Date on the voucher
Amount Due: Amount due as calculated on the voucher
Paid On: Date each check was paid
Check Number: Number on the check used to pay the garnishment to the payee
ACH Reference: Reference for the ACH transaction used to pay the garnishment to the payee
EFT/Check$: Amount of each check or transaction
Click Adjust to make an adjustment to the table. This does not affect accounting updates or functions, but can cause an adjustment to the employee’s next paycheck.
Related Topics
Submitting Employee Wage Garnishments
Updating Employee Garnishment Details
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Change/EE_Garnish_IRS_Tax_Levy.htm
Path: PD/Payroll/Change/EE_Garnish_IRS_Tax_Levy.htm
The following rules apply to IRS tax levy garnishments:
Only child support orders with a receipt date prior to the levy start date take precedence
Calculation of “take home” in regards to IRS tax levies is not fully implemented
Only one Federal tax levy is allowed
The Employee Garnishment panel maintains the basic information required for the wage garnishment.
[Image: Employee Garnishment]
Enter the Docket Number assigned by the government agency or court for this wage garnishment.
Select the Category for the type of garnishment being withheld. This determines some of the other panels that display (described below).
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. You cannot change the employee for a existing garnishment.
Enter the Receipt Date on which the wage garnishment notice was received from the issuing authority.
Enter the name of the Issuing Authority that issued this garnishment.
If the state requires you to use an ID other than the docket number, enter it in the State ID# field. This number appears on the checks instead of the docket number.
If you enter a Start Date, the system starts payroll deductions on or after this date.
If you enter a Stop Date, the system stops payroll deductions on or after this date.
Enter the Payee ID to whom amounts withheld for this wage garnishment will be paid. If the payee record is set up to use EFT, the SDU or EFT panel might display.
Enter the Deduction Code used for this garnishment.
Enter an Annotation to print in the Memo field of the check stub. There are two lines available.
Enter the calculation rules for the IRS tax levy garnishment.
[Image: screenshot]
Enter the Exempt Amount, which is the amount of wages that are exempt from the IRS tax levy. The amount levied will be equal to the disposable income, less the exempt amount.
Enter the Monthly Limit, which is the dollar limit on the total monthly garnishment amount.
Enter the Garnishment Fee that is associated with this garnishment, which PrismHR deducts from the employee’s pay each time it processes the garnishment.
Enter the Total Amount owed by the debtor to be collected by the garnishment order. If there is no limit, enter 0.
You can establish temporary garnishment overrides based on specified dates by updating the settings in the Override Rules panel.
[Image: Override Rules panel]
To set temporary garnishment overrides, do the following:
Field — Description
Override Amount — Enter the temporary Override Amount to use during the specified date range.
Override Start Date — Enter the temporary Override Start Date.
Override Stop Date — Enter the temporary Override Stop Date.
Suppress Voucher Types — Select the Suppress Voucher Types, which are the pay types exempt from this garnishment. This setting is not controlled by the override start and stop dates. Instead, it applies to the entire garnishment record.
Suppress From Unscheduled Payrolls — Select Suppress From Unscheduled Payrolls, if the garnishment should not be taken out of unscheduled payrolls.
Override G/L Account — Enter the Override G/L Account that identifies the account number this garnishment credits.
The Payments History panel provides a list of garnishments that have been paid to date.
[Image: Payments history panel]
The table lists the information for each payment:
Voucher Number: Each voucher that has been paid against this garnishment
Pay Date: Date on the voucher
Amount Due: Amount due as calculated on the voucher
Paid On: Date each check was paid
Check Number: Number on the check used to pay the garnishment to the payee
ACH Reference: Reference for the ACH transaction used to pay the garnishment to the payee
EFT/Check$: Amount of each check or transaction
Click Adjust to make an adjustment to the table. This does not affect accounting updates or functions, but can cause an adjustment to the employee’s next paycheck.
Related Topics
Submitting Employee Wage Garnishments
Updating Employee Garnishment Details
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Change/EE_Garnish_Spousal_Support.htm
Path: PD/Payroll/Change/EE_Garnish_Spousal_Support.htm
The following rules apply to spousal support garnishments:
The system determines the correct maximum percent of disposable income based on employee details
Disposable earnings can be tailored to state rules
Pro-rata and Equal share allocations are supported for multiple orders
Portion in arrears can be defined
Current order amount given priority on arrearage amount when calculating multiple orders
The Employee Garnishment panel maintains the basic information required for the wage garnishment.
[Image: Employee Garnishment]
Enter the Docket Number assigned by the government agency or court for this wage garnishment.
Select the Category for the type of garnishment being withheld. This determines some of the other panels that display (described below).
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. You cannot change the employee for a existing garnishment.
Enter the Receipt Date on which the wage garnishment notice was received from the issuing authority.
Enter the name of the Issuing Authority that issued this garnishment.
If the state requires you to use an ID other than the docket number, enter it in the State ID# field. This number appears on the checks instead of the docket number.
If you enter a Start Date, the system starts payroll deductions on or after this date.
If you enter a Stop Date, the system stops payroll deductions on or after this date.
Enter the Payee ID to whom amounts withheld for this wage garnishment will be paid. If the payee record is set up to use EFT, the SDU or EFT panel might display.
Enter the Deduction Code used for this garnishment.
Enter an Annotation to print in the Memo field of the check stub. There are two lines available.
Enter the calculation rules for the spousal support garnishment.
[Image: Calculation Rules panel]
Enter a Flat Amount to withhold from the employee’s pay.
Enter a Percent and then select whether it should be calculated based on the employee’s Gross Pay, Net Pay (gross pay minus taxes and other garnishments), or Starting Net Pay (gross pay minus taxes).
Enter the Portion in Arrears amount to withhold for the spousal support order to cover the arrearage amount.
Enter the Garnishment Fee that is associated with this garnishment, which PrismHR deducts from the employee’s pay each time it processes the garnishment.
The system supports the ability to create an ACH file with line items for garnishments. This allows you to submit an ACH file that results in an EFT for all state tax levies.
If a garnishment is for child or spousal support and the payee is a state disbursement unit, you can set up EFT for the garnishment on the SDU panel. The SDU panel establishes the appropriate state information required to process the wage garnishment.
Enter the Case Identifier recognized by the state disbursement unit for child support orders. This field is required if the payee is set to require the case number.
Enter the FIPS Code (Federal Information Process Standard) applicable to the child support entity receiving the transaction. This field will be required if the payee is set up to require the FIPS code and it can require a specific length.
Select Medical Support Indicator if the non-custodial parent has family medical insurance through their employer.
You can establish temporary garnishment overrides based on specified dates by updating the settings in the Override Rules panel.
[Image: Override Rules panel]
To set temporary garnishment overrides, do the following:
Field — Description
Override Amount — Enter the temporary Override Amount to use during the specified date range.
Override Start Date — Enter the temporary Override Start Date.
Override Stop Date — Enter the temporary Override Stop Date.
Suppress Voucher Types — Select the Suppress Voucher Types, which are the pay types exempt from this garnishment. This setting is not controlled by the override start and stop dates. Instead, it applies to the entire garnishment record.
Suppress From Unscheduled Payrolls — Select Suppress From Unscheduled Payrolls, if the garnishment should not be taken out of unscheduled payrolls.
Override G/L Account — Enter the Override G/L Account that identifies the account number this garnishment credits.
The Payments History panel provides a list of garnishments that have been paid to date.
[Image: Payments history panel]
The table lists the information for each payment:
Voucher Number: Each voucher that has been paid against this garnishment
Pay Date: Date on the voucher
Amount Due: Amount due as calculated on the voucher
Paid On: Date each check was paid
Check Number: Number on the check used to pay the garnishment to the payee
ACH Reference: Reference for the ACH transaction used to pay the garnishment to the payee
EFT/Check$: Amount of each check or transaction
Click Adjust to make an adjustment to the table. This does not affect accounting updates or functions, but can cause an adjustment to the employee’s next paycheck.
Related Topics
Submitting Employee Wage Garnishments
Updating Employee Garnishment Details
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Change/EE_Garnish_State_Tax_Levy.htm
Path: PD/Payroll/Change/EE_Garnish_State_Tax_Levy.htm
The following rules apply to state tax levy garnishments:
Calculates similar to a creditor garnishment (See Creditor Wage Garnishments)
Not limited to CCPA limits
Specified garnishment amount will be taken completely
The Employee Garnishment panel maintains the basic information required for the wage garnishment.
[Image: Employee Garnishment]
Enter the Docket Number assigned by the government agency or court for this wage garnishment.
Select the Category for the type of garnishment being withheld. This determines some of the other panels that display (described below).
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. You cannot change the employee for a existing garnishment.
Enter the Receipt Date on which the wage garnishment notice was received from the issuing authority.
Enter the name of the Issuing Authority that issued this garnishment.
If the state requires you to use an ID other than the docket number, enter it in the State ID# field. This number appears on the checks instead of the docket number.
If you enter a Start Date, the system starts payroll deductions on or after this date.
If you enter a Stop Date, the system stops payroll deductions on or after this date.
Enter the Payee ID to whom amounts withheld for this wage garnishment will be paid. If the payee record is set up to use EFT, the SDU or EFT panel might display.
Enter the Deduction Code used for this garnishment.
Enter an Annotation to print in the Memo field of the check stub. There are two lines available.
Enter the calculation rules for the state tax levy.
[Image: screenshot]
Enter the Total Garnishment amount owed by the debtor to be collected under the garnishment order. If no limit is imposed, enter 0.
Specify one of these methods to determine the withholding amount:
Enter a Flat Amount to withhold from the employee’s net pay.
Enter a Percent and then select whether it should be calculated based on the employee’s:
Gross Pay: all taxable wages
Net Pay: gross pay minus taxes and preceding garnishments
Starting Net Pay: gross pay minus taxes
Subsequent Gross Pay: gross pay minus preceding garnishments
Enter the Exempt Amount, which is the amount of wages that are exempt from the state tax levy. The amount levied will be equal to the disposable income, less the exempt amount.
Enter the Garnishment Fee that is associated with this garnishment, which PrismHR deducts from the employee’s pay each time it processes the garnishment.
If you are configuring a State Tax Levy garnishment, you may enter the Federal Poverty Guideline amount for the employee’s pay frequency. This field is optional. This field is only visible if you are configuring a State Tax Levy garnishment. The field accepts numeric values and rounds to two decimal places. When calculating garnishment withholdings for a State Tax Levy during payroll processing, the Federal Poverty Guideline (FPG), if present, is enforced to ensure that the garnishment is not withheld in excess of the employee’s Gross Wage - FPG amount.
The system supports the ability to create an ACH file with line items for garnishments. This allows you to submit an ACH file that results in an EFT for franchise tax board garnishments and state tax levies if your organization has selected the Consolidated ACH File Processing Used option in System Parameters. The EFT panel allows you to enter the case identifier for the wage garnishment.
Note: Note: This panel displays only for franchise tax board garnishments and state tax levies where the Payee is a garnishing authority with EFT parameters.
Many states permit submission of tax levies by ACH, and some states require it. In addition, the franchise tax board garnishment can be used for any state.
[Image: screenshot]
You can establish temporary garnishment overrides based on specified dates by updating the settings in the Override Rules panel.
[Image: Override Rules panel]
To set temporary garnishment overrides, do the following:
Field — Description
Override Amount — Enter the temporary Override Amount to use during the specified date range.
Override Start Date — Enter the temporary Override Start Date.
Override Stop Date — Enter the temporary Override Stop Date.
Suppress Voucher Types — Select the Suppress Voucher Types, which are the pay types exempt from this garnishment. This setting is not controlled by the override start and stop dates. Instead, it applies to the entire garnishment record.
Suppress From Unscheduled Payrolls — Select Suppress From Unscheduled Payrolls, if the garnishment should not be taken out of unscheduled payrolls.
Override G/L Account — Enter the Override G/L Account that identifies the account number this garnishment credits.
The Payments History panel provides a list of garnishments that have been paid to date.
[Image: Payments history panel]
The table lists the information for each payment:
Voucher Number: Each voucher that has been paid against this garnishment
Pay Date: Date on the voucher
Amount Due: Amount due as calculated on the voucher
Paid On: Date each check was paid
Check Number: Number on the check used to pay the garnishment to the payee
ACH Reference: Reference for the ACH transaction used to pay the garnishment to the payee
EFT/Check$: Amount of each check or transaction
Click Adjust to make an adjustment to the table. This does not affect accounting updates or functions, but can cause an adjustment to the employee’s next paycheck.
Related Topics
Submitting Employee Wage Garnishments
Updating Employee Garnishment Details
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Change/EE_Garnish_Student_Loan.htm
Path: PD/Payroll/Change/EE_Garnish_Student_Loan.htm
The following rules apply to student loan garnishments:
Majority of states follow CCPA limits
Tips generally not considered earnings
Child support orders take priority
In conjunction with child support orders, garnishment can be taken only if the child support percent of earnings is less than 25%
The Employee Garnishment panel maintains the basic information required for the wage garnishment.
[Image: Employee Garnishment]
Enter the Docket Number assigned by the government agency or court for this wage garnishment.
Select the Category for the type of garnishment being withheld. This determines some of the other panels that display (described below).
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. You cannot change the employee for a existing garnishment.
Enter the Receipt Date on which the wage garnishment notice was received from the issuing authority.
Enter the name of the Issuing Authority that issued this garnishment.
If the state requires you to use an ID other than the docket number, enter it in the State ID# field. This number appears on the checks instead of the docket number.
If you enter a Start Date, the system starts payroll deductions on or after this date.
If you enter a Stop Date, the system stops payroll deductions on or after this date.
Enter the Payee ID to whom amounts withheld for this wage garnishment will be paid. If the payee record is set up to use EFT, the SDU or EFT panel might display.
Enter the Deduction Code used for this garnishment.
Enter an Annotation to print in the Memo field of the check stub. There are two lines available.
Enter the calculation rules for the student loan garnishment.
Note: Note: When Student Loan is selected from the Category drop-down in the Employee Garnishments panel, the Student Loan Type drop-down displays under Calculation Rules.
Apply Federal Limits: Federal standard - will not respect state limits.
Apply Federal Limits Minus Medical: Federal standards that respect medical deductions in calculation.
Apply State and Federal Limits: This is the default option for student loan garnishments.
Apply State and Federal Limits Minus Medical: State and Federal standards that respect medical deductions in calculation.
Enter the Total Garnishment amount owed by the debtor to be collected under the garnishment order. If no limit is imposed, enter 0.
Enter a Percent and then select whether it should be calculated based on the employee’s:
Gross Pay: all taxable wages
Net Pay: gross pay minus taxes and preceding garnishments
Starting Net Pay: gross pay minus taxes
Enter the Pay Period Limit, which the system uses in conjunction with a Percent calculation to set a dollar limit on the total garnishment amount per pay period.
Enter the Garnishment Fee that is associated with this garnishment, which PrismHR deducts from the employee’s pay each time it processes the garnishment. The system will use the calculations set in the state rules for non-consumer garnishments.
You can establish temporary garnishment overrides based on specified dates by updating the settings in the Override Rules panel.
[Image: Override Rules panel]
To set temporary garnishment overrides, do the following:
Field — Description
Override Amount — Enter the temporary Override Amount to use during the specified date range.
Override Start Date — Enter the temporary Override Start Date.
Override Stop Date — Enter the temporary Override Stop Date.
Suppress Voucher Types — Select the Suppress Voucher Types, which are the pay types exempt from this garnishment. This setting is not controlled by the override start and stop dates. Instead, it applies to the entire garnishment record.
Suppress From Unscheduled Payrolls — Select Suppress From Unscheduled Payrolls, if the garnishment should not be taken out of unscheduled payrolls.
Override G/L Account — Enter the Override G/L Account that identifies the account number this garnishment credits.
The Payments History panel provides a list of garnishments that have been paid to date.
[Image: Payments history panel]
The table lists the information for each payment:
Voucher Number: Each voucher that has been paid against this garnishment
Pay Date: Date on the voucher
Amount Due: Amount due as calculated on the voucher
Paid On: Date each check was paid
Check Number: Number on the check used to pay the garnishment to the payee
ACH Reference: Reference for the ACH transaction used to pay the garnishment to the payee
EFT/Check$: Amount of each check or transaction
Click Adjust to make an adjustment to the table. This does not affect accounting updates or functions, but can cause an adjustment to the employee’s next paycheck.
Related Topics
Submitting Employee Wage Garnishments
Updating Employee Garnishment Details
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Change/EE_Garnishment_Details.htm
Path: PD/Payroll/Change/EE_Garnishment_Details.htm
To access this form, select Garnishment Details from the Actions menu
[Image: screenshot]
in the Employee Garnishments form. This information is shared for all garnishments for the employee at the client (for example, it also displays in the Employee Details > Other tab), therefore you must ensure that the information is correct.
[Image: screenshot]
To update the employee garnishment details:
Select Court Ordered Medical Coverage if the employee pays a premium for court-ordered medical insurance. This can affect the calculation of child support garnishments.
Select Child Support in Arrears if the employee is late by 12 weeks or more in making obligated child support payments.
Select Supporting Another Spouse/Child if the employee supports another spouse or child. This information is for calculating maximum child support.
Click Save. You return to the Employee Garnishments form.
Related Topics
Submitting Employee Wage Garnishments
Franchise Tax Board Garnishments
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Change/Employee_Deduction_Arrears.htm
Path: PD/Payroll/Change/Employee_Deduction_Arrears.htm
Use Employee Deduction Arrears to hold a deduction in arrears whenever an employee’s wages are not enough to cover a benefit deduction. This holds the deduction in arrears until the next pay period when the employee is paid. The system then attempts to take the deduction again. If the wages are still not able to cover the deduction, the deduction amount accumulates as long as it is scheduled to be taken. The benefits billing for that period is also sent to Deduction Arrears. Only benefit deductions are sent to Arrears.
Note: Note: You can only use this form to change existing arrears record information, not create new records. The system creates Employee Deduction Arrears records during payroll batch processing.
An arrears record only exists if a deduction is held in arrears for that employee. You can adjust this record by changing the deduction amount or forgiving a deduction by deleting a line item. It is not possible to add a deduction to this form. Once the deduction from arrears is applied to a paycheck, the arrears record becomes unavailable for viewing.
In addition, you can:
Initialize outstanding amounts for employees by creating one or more one-time deduction records.
Update an existing record by adjusting the arrears amount on a line or deleting the entire line.
Note: Note: Make sure the benefit deduction is properly reconciled before clicking Delete as the deduction cannot be restored.
To access this form and change employee arrears:
Click Payroll|Payroll Change| Employee Deduction Arrears. The form displays with the Employee field link.
Specify Employee information by:
Entering the Employee name, ID, or Social Security number.
Clicking the Employee link or pressing Ctrl+Enter in the search field to open the search selector. If the employee has a history of arrears, the system displays this information.
Note: The Next Pay Date field displays informational date value that helps you to quickly identify the next regularly scheduled payroll batch date during the enrollment process.
You can change:
Amount of the arrears
Benefit Plan ID
Arrears Status - Select Optional or Automatic from the drop-down. The drop-down only appears if arrears on the Group Benefit Plan is set to ‘Suppress All Arrears, Track Optional Arrears Only’. If it is not set, this field is display-only. The Arrears Status field remains hidden until the feature code is entered at the system level.
Click Save to commit your changes and return to the main screen with your changes displayed.
Click Delete to delete an arrears record. Clicking Delete displays a warning message stating, This arrears record will be deleted immediately. Do you want to continue?
Click Yes to delete the record and the data for that record will no longer display on the main Employee Deduction Arrears form.
Click No to close the warning message and return on the Employee Deduction Arrears Detail modal form with all the previously entered data.
Click Close to close the modal form and return on the main Employee Deduction Arrears form. Any unsaved changes will be lost.
Note: Note: The Change Status button remains hidden until the USEWEEKLYBENEFITS feature code is entered at the system level.
On the modal form, enter a date in the Start Date field and provide a value in the Adjustment Cycles field. Click Create. A confirmation pop-up indicating that the system creates an adjustment displays, Your change has caused the system to create billing adjustments. Would you like to review?
Click Yes to open the Benefit Adjustments modal form where you can review the newly created benefit adjustment and make changed if necessary.
Click No to close the confirmation pop-up window.
Delete - For single or multiple records, click the check box next to the arrears entry you want to delete, then click the Delete button at the end of the page. The system asks you to confirm whether you want to delete the selected records. Click Yes to commit the deletion.
Note: Note: The Delete, Change Status, and Convert to Adjustment buttons are disabled until at least one arrears item check box is selected.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Change/Employee_Deduction_Detail.htm
Path: PD/Payroll/Change/Employee_Deduction_Detail.htm
Enter any relevant details for recurring deductions in the Employee Deduction Details form, which you can access by clicking Edit Detail on the Recurring Deductions form. (See Working with Recurring Deductions.)
To edit a recurring deduction, do the following:
Enter the Limit amount, which is the most that the system can deduct in a payroll period. This amount overrides any limit defined for this deduction code. If you do not enter a limit here, then any limits defined for this deduction code apply.
Enter the Maximum amount the system can deduct on a monthly, quarterly, yearly, or lifetime basis, as set in the Basis field. Any maximum set here overrides the maximums defined for the deduction code. If you do not enter a maximum here, then any maximums set for the deduction code apply.
Note: When a rehired employee’s lifetime maximum deduction amount is reached as based on their past deductions and their rehired deduction amount, the deduction stops occurring.
Note: Note the following when using the Pay Period option:
Selecting Pay Period processes the deduction once per pay period, which can only be used in conjunction with a voluntary deduction type. (If you select a deduction type for a non-voluntary deduction type, then the Pay Period option does not display.) In addition, there is no requirement for a maximum amount when you set the basis by pay period.
To allow the system to process arrears, if you select the Pay Period option you cannot add an amount in the Maximum field. (The system disables the Maximum field.)
When set to Pay Period in the following scenario for regular, special, or manual payrolls, the system only processes voluntary deductions once per pay period:
The voluntary deduction must be configured in the Recurring Deductions form.
The deduction type must be Voluntary.
For Voluntary Deductions, you can select Track Arrears. When you select this option, if the deduction amount for this employee cannot be taken due to insufficient earnings, it will go into arrears.
Select Mandatory if this deduction is for goods or services provided to the employee that are a mandatory part of employment.
Enter a Start Date; the system begins processing the deduction on or after this date.
Enter a Stop Date; the system stops processing this deduction on or after this date.
For Voluntary Deductions, you can enter a G/L Override Acct to use rather than the default account number for this deduction.
The Third Party Payee Code to establish a payment to a designated payee.
Enter the Match Method used to calculate the match, either Flat or Percent.
Enter the Match Amount as either a flat amount or a percentage, depending on the Match Method.
Enter a Match Description to print on the Batch Match Code Summary report.
Select the Rate Table.
Select the Rate Tier.
Select one of the ACH Options to associate a deduction with a direct deposit account.
Note: Note the following:
You must enable the VOLUNTARYDEDACH custom feature code on the System Parameters form to display the ACH Options field.
The ACH Options field only displays for deduction code types that are Voluntary with one of the following Calculation Methods, as configured on the Deduction Codes form:
% of Gross Pay
% of Gross Earnings
Fixed Amount
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Change/Employee_Garnishment.htm
Path: PD/Payroll/Change/Employee_Garnishment.htm
You can enter employee wage garnishments using the Employee Garnishments form.
When a company is instructed to garnish employee’s wages, the notice of a garnishment typically includes specific instructions on how to deduct the garnishment. Garnishment checks are printed along with paychecks in a payroll batch to ensure prompt delivery to the payee.
The system includes these garnishment calculation features:
State garnishment rules
State tax levies that are not limited by CCPA limits
Pro rata and Equal Share child support calculations
Priority and limit calculation logic when dealing with multiple garnishment types
Garnishment fees set up on rule record, but can be overridden for an individual order
Monthly garnishment fee maximums handled automatically
State garnishment rules determine if child support arrears should be deducted from supplemental pay checks
Note: Note:
If under the Override Rules section, there is an Override Amount indicated and an Override Start Date and an Override Stop Date is not mentioned, then this override amount will be used to process payroll regardless of the date.
Clicking the fields that display as hyperlinks on this form opens a search criteria form; for example, clicking Payee opens the Select Payee form, where you can select an existing payee.
Information for the following fields does not display for deidentified employees:
Docket Number
Annotation
Case Identifier
The options available on the form vary based on the category of garnishment:
Related Topics
Updating Employee Garnishment Details
Creating State Garnishment Rules
Setting Up Vendors to Receive Payments
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Change/Employee_Loans.htm
Path: PD/Payroll/Change/Employee_Loans.htm
Use the Employee Loans form to establish employee loan information, track the payment of the loan, and view loan payments that were deducted from employee paychecks.
Outside of this form, you can track arrears against the employee loan using one of two methods, which are described in Tracking Arrears.
When you set up a new loan for an employee, PrismHR automatically generates a unique loan identification number. You then enter the amount, date, and reason (optional) for the loan, as well as the employee’s payment deduction amount and frequency.
The Employee Loans panel in the Employee Loans form establishes the information required for the employee loan. Click the Data Import Tool icon (
[Image: screenshot]
) to upload a database file and import data. For more information, see Using the Data Import Tool.
Note: Note the following:
Users whose user role is set to DENY for the Employee Loans form cannot import data using the Employee Loans import template and subsequently, the Data Import Tool icon will not display on the Employee Loans form.
Users whose user role is set to INQUIRY for the Employee Loans form, but whose user role is also set to DENY for the Data Import Tool cannot view the Import icon on the Employee Loans form.
Users whose user role is set to INQUIRY for the Employee Loans form can view the Employee Loans import template, but cannot import data.
To set up an employee loan, do the following:
Enter an existing Loan Number or click Set up a new loan. PrismHR assigns the loan numbers.
Enter the Employee by either entering the name, Social Security Number, or ID to display a pop-up list of matching employee records. You can also click the field label or press Ctrl+Enter with your cursor in this field to open the search window. This is the employee who is responsible for the loan.
Enter the Loan Date on which this loan was granted.
Enter the Loan Amount granted to the employee. This value must be greater than zero.
Enter the Reason for Loan.
Enter the Loan Payment amount to deduct automatically from each paycheck in order to repay the loan.
Select the Payment Frequency for the payroll deduction; the default is once per pay period.
Enter the Payback Amount required to consider the loan paid in full, which is the amount of this loan plus interest (if any).
Enter the Deduction Start Date on which payroll deductions will begin to pay back the loan.
Enter the Deduction Stop Date on which payroll deductions will cease.
Note: If you do not enter a Stop Date, PrismHR continues to deduct loan payments until the Payback Amount has been satisfied.
Select the Deduction Code used for the employee loan.
Enter the G/L Override Account code to which this deduction is credited. This is used only in the Corporate Edition.
Enter or select the Payee for the employee loan.
Note: Only payees who have the Loans payee type on the Payees form display in the Select Payee list. Also, you can only enter or select a Payee whose Third Party Format for the Processor ID associated with the Payroll Check Account is set to Cachet or –Select– on the ACH Originators form.
The Amount Paid field displays the amount that the employee has paid back on this loan to date. If you are creating a record for a loan where the employee has already made some payments, enter the total paid to date in this field.
Click Save.
The Payments panel displays the payment history of the employee loan. It lists the date of payment, the associated voucher, the ACH reference, such as a garnishment, and the payment amount.
Note: The ACH file includes the employee loan deduction amount, the routing and account number, and the client ID and employee ID.
Use one of the following methods to track arrears on an employee loan:
[Image: Deduction code with the “to arrears” option selected]
[Image: Voluntary/Employee Loan Deductions to Arrears grid in the Arrears panel]
Note: Note the following when using the arrears feature:
After an employee loan transfers to arrears, it displays on the Employee Deduction Arrears form, which is accessible from the Payroll|Change menu, and on the Deduction Arrears form, which is accessible from the Actions menu [Image: screenshot] on the Employee Details form.
An employee loan in arrears displays in the Payroll Deduction in Arrears Report, which is accessible from the Payroll|Report menu. (See the Payroll Reports Guide.)
After you setup the tracking method, here’s what happens with the arrears based on the Payment Frequency selected in the Employee Loans form:
Once Each Payroll Period (default): Transfers to arrears and deducted from arrears on each payroll for the employee.
Once a Month: Transfers to arrears and deducted from arrears on the next payroll for the employee. After that occurrence, the deduction always occurs on the first payroll of the month.
The system records a partial arrears amount in the To Arrears panel (portion that is placed into arrears) or the From Arrears panel (portion of the arrears amount from previous pay period that displays as being deducted) in the Deductions tab on the Payroll Voucher form, if the employee is only paid enough to deduct some of the loan deduction amount.
The Loan # column in the To Arrears panel or the From Arrears panel displays the loan number from the Employee Loan form that allows loan arrears to display separately based on the loan number, if an employee has more than one employee loan.
Note: Note: If an employee has multiple loans that transfer to arrears or from arrears with the same deduction code on the same date, the system displays multiple rows (one for each loan) in the Loan # column.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Change/Employee_Override_Rates.htm
Path: PD/Payroll/Change/Employee_Override_Rates.htm
In the Employee Override Rates form, you can define a different pay rate for each pay code used to pay the employee. For all other pay codes, the system defaults to the employee’s standard pay rate.
For example, an employee regularly works as a server but occasionally tends bar. Because the hours worked in each position vary from one week to the next, the client should have pay codes for each position. The pay voucher displays the amount earned as a server and as a bartender.
The Employee ID defaults from the Employee Details form.
For each pay code:
| a. | Enter the Pay Code that represents the pay to override. |
|---|
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Change/Employee_Position_Rates.htm
Path: PD/Payroll/Change/Employee_Position_Rates.htm
You can pay the employee or bill the client at different rates based on the employee pay rates and positions by using the Employee Position Rates form.
Note: Note: For example, if an employee should typically be paid $10.00 per hour when working in the retail position but $15.00 per hour for PTO, enter the employee’s ID, the position code, and 10.00 for the Standard Pay Rate, then enter the PTO Pay Code in the table and 15.00 for the Pay Rate and the appropriate Bill Rate.
To define employee position rates, do the following:
Enter the Employee by either entering the name, Social Security Number, or ID to display a pop-up list of matching employee records. You can also click the field label or press Ctrl+Enter with your cursor in this field to open the search window. If any employees have position rates defined, they display in the list on the right; you can select one to edit or enter a new one.
Enter the Position Code for the position that applies to this position rate.
If you enter a Standard Pay Rate, it overrides the pay rate for this employee for the position.
To pay or bill different rates based on pay code and pay rate:
| b. | Enter the Pay Rate that overrides the Standard Pay Rate. Premium pay rules apply. |
|---|
Related Topics
Position Rates Used and Position Rate Bill Type in Client Details Setting Additional Client Parameters
Pay Codes in Client Details Setting Client Control Parameters
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Change/Fringe_Benefit_Pay_Adjustments.htm
Path:
PD/Payroll/Change/Fringe_Benefit_Pay_Adjustments.htm
Use the Fringe Benefit Pay Entry form to enter fringe benefit pay adjustments.
WARNING: This function was designed specifically to exclude FICA (Medicare and OASDI) in the tax basis. The Fringe Benefit Pay Entry creates an adjustment voucher for the specified employee that updates the amount of the defined non-cash fringe pay code, defined taxable wages for federal and state income taxes (for the state you specify), and taxable wages for federal unemployment.
[Image: screenshot]
Click New Adjustment to create the new entry.
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.
Enter the Adjustment Date. The system uses this date to derive the tax year, quarter, and month to adjust.
Enter the Employer ID that should be affected by this adjustment.
Enter the Fringe Pay Code associated with the fringe benefit amount. The pay code must have the pay class of non-cash fringe benefit.
Enter the Fringe Pay Amount. The FIT/FUTA Taxable amount displays.
Enter the two-character postal State Code where all or part of the fringe pay amount is taxable.
The State Taxable amount populates based on the Fringe Pay Amount; you can edit it if some or all of the fringe pay amount is not taxable in that state.
Click Save.
Related Topic
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Change/Import-Tax-Reg-Adjustments.htm
Path: PD/Payroll/Change/Import-Tax-Reg-Adjustments.htm
Tax registers contain a running total of amounts deducted from employee paychecks or contributed by their employer. You can process tax adjustments when required such as when an employee has an incorrectly assigned withholding tax. Proceed carefully with the tax adjustment process. When you process a tax register adjustment, you are changing the only record of taxes withheld for employees in the system.
Note: Note: This form does not use Client Access Group Security.
This procedure describes how to import an Employee or Payroll Tax Adjustment into PrismHR. Information is also provided to view the appropriate voucher once the tax adjustment import has occurred. The steps involved are:
Creating a Spreadsheet
Importing the Tax Adjustment
Verifying Imported Tax Information
Important! The import process does not currently support billing, so you must leave the Suppress Billing column blank in the import file or use “Y” in that column.
To create this spreadsheet:
| Column | Information |
|---|---|
| Col A | Company ID |
| Col B | Employee ID |
| Col C | Adjustment Date (MM/DD/YYYY) |
| Col D | Employer ID |
| Col E | Adjust Client Tax Register? (Y/N) |
| Col F | Tax Code |
| Col G | Exempt Pay |
| Col H | Sheltered Earnings |
| Col I | Gross Taxable |
| Col J | Over Limit |
| Col K | Tax Amount |
| Col L | Suppress Billing? (Y/N) |
| Col M | School District |
| Col N | Location |
| Col O | Special Options Code |
| Col P | Residential Geocode Override |
Save the Excel file as tab-delimited, pipe-delimited, or .csv.
Record the file name and where it was saved.
To import tax adjustment information:
Select Tax Adjustment Import from the Payroll|Change menu. The Tax Adjustment Import form displays.
Set these optional fields to match the contents of your import file:
Delimiter: Separates the data fields in the import .txt file. Let the system determine the delimiter (default, Auto) or set the delimiter to the separator type in the import tile (Comma, Tab, Pipe).
Qualifier: Used in conjunction with delimiters in fields. Qualifiers are placed around each field to indicate that it’s the same field. The most common qualifier is a double quote. Additional options are Auto (default), None, and Single Quote.
First Lines to Skip: Instructs the system to ignore a specific number of lines (column headers) in an import file. The default is zero (0), and up to 10 lines can be skipped.
Click Upload File. A file upload dialog box displays.
Click Choose File and navigate to the file you created.
Highlight the file name and click Open, then click submit. The system displays whether the file uploaded successfully and how long the upload took.
Click Close. The file contents display as a preview.
If there are errors, an error report displays. (Note: These items cannot be imported.) For example:
[Image: screenshot]
Change the Delimiter, Qualifier, or First Lines to Skip selection to clear the errors. The Reload Preview Data button displays.
Click Reload Preview Data to extract the data again using the updated settings without uploading the file again, which might fix the errors. (If errors still display, edit the external file and upload it again to correct the errors.)
If the edited external file displays valid data, a preview report displays. (These are items you can post to create tax adjustments.)
To create tax adjustment vouchers and post them to tax registers, click Create Adjustments. (The posting process runs in the background, so there is a short delay until it finishes.)
When the posting process finishes the report displays associated messages, such as “Done. 3 tax adjustment vouchers were created.”
Note: If the data file contains multiple lines for the same employee, where only the tax codes and amounts are different, the process now combines them onto one voucher instead of creating a separate voucher for each line.
To view the imported tax adjustment information:
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Change/Import-Transfer-Tax-Basis.htm
Path: PD/Payroll/Change/Import-Transfer-Tax-Basis.htm
Use this process to transfer the employee tax basis to PrismHR for a client that has come on midyear to ensure accurate voucher calculations. This could occur for employees that work for a client reporting SUI state (such as Michigan). It could also occur for certified PEOs that import federal taxes from a successor.
If an employee has already reached their tax limit for SUI before being moved to a PEO that uses PrismHR software, then a mechanism is required to import earlier tax data for the employee, or they will start accruing tax again.
Note: Note: This form does not use Client Access Group Security.
To import the tax transfer basis:
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Change/Labor_Allocation_Templates.htm
Path: PD/Payroll/Change/Labor_Allocation_Templates.htm
In the Labor Allocation Templates form (Figure 78), create templates to use for employees who work in more than one department at a company. The template is assigned to employees in the Employee Details Pay tab. When PrismHR creates a time sheet for those employees, all departments entered on this form display.
Show me an example of the Labor Allocation Templates form:
Figure 78: Labor Allocation Templates
[Image: screenshot]
Enter the Template ID.
Enter the Template Name that describes the template function.
Set each allocation for this template, as appropriate:
| a. | Select the Location. |
|---|---|
| b. | Select the Division. |
| — | — |
| c. | Select the Department. |
| — | — |
| d. | Select the Project. |
| — | — |
| e. | Select the Job position. |
| — | — |
| f. | Enter the Percent of time the employees work in this allocation. |
| — | — |
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Change/Lifetime_Hours.htm
Path: PD/Payroll/Change/Lifetime_Hours.htm
Use the Lifetime Hours form (Figure 80) to view all hours and make any required changes. Some paid-time off (PTO) plans use the total number of hours an employee worked across all years in the accrual calculation.
Show me an example of the Lifetime Hours form:
Figure 80: Lifetime Hours
[Image: screenshot]
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 lifetime-to-date information displays.
If you need to make any changes, enter amounts in the appropriate fields:
Enter the number of Hours Paid.
Enter the number of Hours Worked.
Enter the number of Days Worked.
Enter the number of Weeks Worked.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Change/Overtime_Report_Parameters.htm
Path: PD/Payroll/Change/Overtime_Report_Parameters.htm
Use the Overtime Report Parameters form to determine the data to be included in the Overtime Report, including specific pay codes. (See Overtime Report.) For example:
[Image: screenshot]
Note: Note the following:
This feature is only available for service providers who have FULL access to the Overtime Report Parameters form.
Users whose role is set to INQUIRY for the Overtime Report Parameters form displays the form in read-only format.
This form does not use Client Access Group security.
This form does not produce an Audit log.
To set up overtime report parameters:
Click Back Office [Image: screenshot] .
On the System|Change menu, select Overtime Report Parameters. The Overtime Report Parameters form displays.
Enable Include Expense Reimbursements in Regular Earnings to include expense reimbursements in the YTD Regular column in the report.
Enable Include Fringe Benefits in Regular Earnings to include fringe benefit pay amounts in the YTD Regular column in the report.
Enable Include Salaried Employees on Report to include salaried employees in the report.
If necessary, enter each pay code in the Overtime Pay Codes (Optional) field to include in the Batch Overtime column amount in the report. The pay code description displays.
If necessary, enter each earnings pay code in the Earnings Pay Codes (Optional) field to determine what pay and hours will be included in the report. The earnings pay code description displays.
Click Save.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Change/Pay_Deduction_Register_Adjustments.htm
Path:
PD/Payroll/Change/Pay_Deduction_Register_Adjustments.htm
Do not use the Pay/Deduction Register Adjustment form unless you completely understand the implications of making adjustments to tax registers. If you are unsure how to use it, contact the System Administrator.
The Pay/Deduction Register Adjustment form is designed for adjusting pay and deduction amounts that have been posted to the incorrect pay or deduction code. When entering pay and deduction amounts, the amounts you enter must balance. For example, if you enter in $100 against pay code REG, you must enter a corresponding -$100 against another like pay code. The net effect of the adjustment must balance to zero. You cannot use this feature to increase or decrease an employee’s overall YTD net paycheck. To do so, you must process a pay event.
Note: This process is intentionally designed to not generate any accounting or tax consequential entries. As such, the amounts you enter must balance within pay classes and deduction types. For example, you cannot enter $100 to REG and -$100 to an expense reimbursement pay code. To do so would have tax and accounting entries.
Similarly, the deduction amounts you enter must balance within deduction types. The deduction type categories are however broader than the total of all system deduction types. The amounts must balance within three categories:
Section 125 Benefit Plan Deductions (including Client voluntary that are coded as such)
401(k) Deductions (including Client voluntary that are coded as such)
All other deduction types
[Image: screenshot]
Note: Note: This adjustment feature does not generate any accounting entries.
To use this option:
Click New Adjustment.
Enter the Employee ID or click the link to display a list of employees.
For each adjustment:
— Enter the Adjustment Date. The system uses this date to derive the tax year, quarter, and month to be adjusted.
— Enter the Weeks Worked. This is the adjustment to the year-to-date balance of the number of weeks worked.
— Enter the Days Worked. This is the adjustment to the year-to-date balance of the number of days worked.
— Enter the Pay Code or click the link to display a list of pay codes. The Pay Code is the pay to be adjusted.
— Enter the Hours Worked. This is the adjustment to the number of hours worked in association with the code in the Pay Code field.
— Enter the Amount of the adjustment. This is the adjustment amount in association with the code in the Pay Code field. The total of the values in this column must equal zero (0). For example, an employee was originally slated to be paid for 42 hours using the REG pay code. You want to adjust their pay to reflect 2 hours paid using the SHIFT pay code. You type the values REG, -2, and -20.00 in the first line’s Pay Code, Hours Worked, and Amount fields and SHIFT, 2, and 20.00 in the second line.
— Enter the Deduction Code or click the link to display a list of deduction codes. This is the deduction to be adjusted.
— Enter the Amount. This is the amount to be adjusted in association with the code in the Deduction Code field. It works in a similar fashion to the Pay Code and the total of the values in this column must equal zero (0).
— Enter the Reference Number. If the adjustment is an employee or 401(k) loan, enter the loan number. If it is a garnishment, enter the docket number.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Change/Pay_Groups.htm
Path: PD/Payroll/Change/Pay_Groups.htm
Use the Pay Groups form to set up a group of employees who are all paid on the same day. You must assign every employee in PrismHR to a pay group.
Use the Actions menu to access other information and setup forms:
Audit – see Viewing the Audit Log.
Pay Schedule Report – runs the Pay Schedule Report.
Pay Schedules – see Establishing Pay Schedules.
Show employees – lists employees enrolled in the pay group.
Time Sheet Defaults – defines default pay methods and pay codes for this group. When the timesheet is created, the system populates the default hours in the listed default pay code for employees assigned to that pay method. For example, if the pay method is Hourly and the pay code is REG2 in the Time Sheet Defaults panel, then employees with the Hourly pay method will have their default hours populated in the REG2 pay code in the timesheet.
Note: Note the following:
The Variable Salary option only displays if the VARSALMETHOD custom feature code is enabled on the System Parameters form.
After you enable the VARSALMETHOD custom feature code and select the Variable Salary option, this update takes effect in the next regularly scheduled payroll.
Define the pay group that represents a group of employees paid on the same day and establish the pay schedule using the Pay Group panel.
To define a pay group:
Select a Payroll.
From Payroll|Change, select Pay Groups.
[Image: screenshot]
Field — Description
Pay Group — Enter the pay group code for the client.
Description — Enter a brief pay group description.
Pay Schedule — Enter the pay schedule for the pay group. If you change the pay schedule and employees are assigned to that schedule, the following message displays, “You cannot change the pay schedule of this pay group because there are employees assigned to it. You will need to create a new pay group and assign the employees to it using the Mass Change Pay Group form.”
Work Week Ends On — Select the day of the week that the work week ends on.
Processing Schedule — If needed, enter the processing schedule.
Obsolete — Select to designate that the pay group is no longer in use.
Note: Select the Payroll Control link to access the Payroll Control form, where you can establish essential information for processing payroll in PrismHR.
The Payroll Period in Progress panel displays the payroll and pay date information.
[Image: screenshot]
To set up in-progress payroll information:
If this is a new pay group, enter the information for the first payroll period.
Complete the following fields:
Field — Description
Payroll Number — The system automatically assigns the payroll number.
Pay Date — The effective date of the next payroll batch and the date that appears on the payroll check. If there are no payrolls pending for the pay group, enter the first valid pay date. Otherwise, this field is read-only.
Period Start Date — The first date of the payroll period. If you are creating a new pay group, enter the first day of the pay period.
Period End Date — The system calculates this date based on the start date and schedule. The Period Number is based on the number of periods possible to pay a group in one year: a weekly pay group has 52 pay periods, a Bi-weekly group has 26 periods, a semi-monthly pay group has 24 pay periods, and a monthly group has 12 periods.
Period Number — The system populates the period number that corresponds with the pay period.
Use the Alternate Billing Address panel only if the billing for this pay group should go to a different address than what is listed on the Client Details > Account tab.
Note: Note: This alternate address affects billing only.
[Image: screenshot]
Enter the alternate billing address information (if required).
Use the Pre-ACH Maintenance panel to test ACH files a specified number of days before running payroll to ensure that all transactions can be completed.
Note: Note: See Pre-ACH Processing
[Image: screenshot]
To set up or maintain Pre-ACH settings for a pay group:
Make sure to specify the appropriate pay group. Its information populates on the form.
If appropriate, select the number of Pre‑ACH Days. The system sends a pre‑ACH file ahead of the regular ACH file by the number of days selected. This number must be less than the cycle length for the feature to work correctly.
If your organization is not using pre‑ACH processing for this pay group, you must set this field to ‑‑Select‑‑.
| Pre-ACH Amount Type | Details |
|---|---|
| Average | Use the pre‑ACH invoice fields to specify an average for up to five invoices. You can enter any information in the Pre‑ACH Invoice Number and Pre‑ACH Invoice Amount columns, because the system does not verify it. For example, if you are setting up a pre‑ACH prenote on the client for the first time and plan to use five invoices for the average that will typically be around $10,000, you can enter five “starter” invoices using any invoice number (for example, START1, START2, START3, and so on) and enter $10,000 for each. When the system processes a real payroll, it drops the first starter invoice from the list and inserts a real invoice at the end. After the first five payrolls, all the starter invoices are no longer on the list. The system sends pre‑ACH prenotes using the average of the invoices in the list. After five payrolls, the average will be based on actual data. - The system lists each Pre‑ACH Invoice Number in the chain for seeking the current average to pre‑ACH. You can enter different invoice numbers. - The Pre‑ACH Invoice Amount is each invoice’s contribution amount. You can enter a different amount to force a new average. The Current Average displays below the table. |
For each pay group, the daily Pre-ACH program compares the in-progress batch number with the batch number entered in this field. If these are identical, the system skips the in-progress batch for Pre-ACH processing. When you enter the ID of a previously completed batch, you indicate that PrismHR needs to process the in-progress batch for Pre-ACH. The system will evaluate the in-progress batch for processing, create the appropriate ACH entries, and automatically update this field with the in-progress batch number. This prevents double entries from occurring.
Note: Note: In the case where Pre-ACH entries were already created for a batch, but this batch was later deleted and re-created (therefore giving it a new batch number), you must manually update this field with the new batch number. For example, assume a Pre‑ACH prenote was sent for batch 202202, but for some reason you decided to delete that batch and create the next regular payroll batch to replace it. If the system assigns number 202205 to the new batch, you must change the value in the Pre-ACH Batch Number field from 202202 to 202205. This ensures that PrismHR does not re-transmit the Pre-ACH entry.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Change/Payroll_Control.htm
Path: PD/Payroll/Change/Payroll_Control.htm
You can use the Payroll Control form to establish essential information for processing payroll in PrismHR. There are three types of payrolls that users can process: regularly scheduled, manual, and special/unscheduled batches. You determine the payroll type using the Payroll Type field.
PrismHR uses the parameters defined in the Payroll Control form to automatically schedule the next batch.
Note: Note: When deleting a payroll, Full access users have the option of copying saved entries, which can be applied to a new payroll without having to re-import or re-enter the data. After clicking Yes in the first two confirmation dialogs that display when you click Delete in the Payroll Control form, a third confirmation dialog displays, “Do you want to keep the keyed entries and apply them to the new payroll?” Click Yes to copy all saved entries and charge dates (including entries in the deduction columns) into a new payroll batch. Clicking No produces a blank timesheet. (Previously accepted Pay Rates and Leave Requests remain unchanged.)
In addition, if you try to delete a payroll where a reverse wire transfer journal exists an error displays, “Payroll <XXX> can not be deleted as the ACH journals have already been created.”
Special/Unscheduled: Enter a payroll for specific pay groups.
Manual: Enter a supplemental or unscheduled payroll for one or more employees.
Note: Note: You can also use the form to view in progress or past payrolls. However, you cannot edit posted payrolls, and you cannot create regularly scheduled payrolls.
You can access other information using the Actions menu:
You can identify the payroll and type in the Payroll Control panel. This panel also displays the current status. For example:
[Image: screenshot]
To identify the payroll and type:
If necessary, select the Calendar Year in which the payroll batch occurs. The default is the current year.
Select an existing payroll or create a new one:
Click New Payroll to create the new payroll. The system automatically generates a payroll number.
Click Payroll Number and then select the payroll you want to edit. The Payroll Control form populates with the information for that payroll. If the payroll is not finalized, you can make edits as needed.
If you are creating a new payroll, select either Manual or Special.
If you are editing an existing payroll, you cannot change the type.
Note: The Reason field is required if the Require Manual Payroll Reason field on the System Parameters form is enabled.
Note: Note the following:
When administering payrolls, you cannot enter or select any International Employees (set on the Address tab in the Employee Details form, see Establishing and Maintaining Employee Address Information) in the Employee panel.
For completed regular payrolls, you can click View Timesheet to see the time sheet information. (This link is not available for incomplete payrolls.)
For payrolls in the Wire Transfer Pending status, you can click the Reset Wire Transfer link to set the payroll back to Payroll Pending Review status. See Processing Payroll: Wire Transfer Pending Status.
Select the Pay Group link in the Related Actions section to access the Pay Groups form, where you can set up a group of employees who are all paid on the same day.
You can identify the payroll processor and establish the payroll date and time information in the Payroll Processor panel. For example:
[Image: screenshot]
If available, enter the user ID of the Payroll Processor for this payroll. The system defaults to the processor specified in the Account tab of Client Details. See Maintaining Client Contact and Account Assignment Information.
Enter the Pay Date on which to process the payroll. The Quarter End Date, Year End Date, and G/L Period for the payroll display.
Note: When you set a manual payroll to Pay On-Demand on the Payroll Options form and configure that payroll on the Payroll Control form, the system automatically sets the Pay Date to the current date since the employee will be paid today (instant payment).
The following happens:
If you try to change that automated Pay Date the system displays a warning, “This is a Pay On-Demand payroll so the Pay Date must be the current date.” (Click OK to continue.)
If you enter or select a Pay Date that is not the current date and then select the Pay On-Demand field on the Payroll Options form the system displays a warning, “Pay On-Demand payroll must be paid using the current date. By selecting this option the pay date is updated to today.” (Click OK to continue.)
After you click Accept and return to the Payroll Control form, the system automatically changes the Pay Date to the current date.
Note: The Remote Cutoff Date and Remote Cutoff Time fields only apply if the client enters their own time sheets; this is indicated on the Client Details Control tab.
Enter the Remote Cutoff Time.
Enter the Delivery Date on which the payroll checks should be delivered.
If you are entering a Manual payroll, you can select the Override Pay Period to use as an alternate period to the one defined for the pay group.
Once the posting is complete and the payroll is marked as “Mailed,” the Shipping Information displays. These fields are informational only and cannot be edited. For example:
[Image: screenshot]
Use the third panel to identify who is associated with the payroll, either Pay Groups or Employees. For example:
[Image: screenshot]
| a. | Enter the Pay Group associated with this payroll. The Description displays. |
|---|
— Enter the Period Start date, which must be the first day of the payroll period for this payroll. The system uses this to select the time sheets to pay; the system selects only time sheets with a charge date within the period entered here.
— Enter the Period End date, which must be the last day of the payroll period for this payroll. The system uses this date to select the time sheets.
— Enter the number of Weeks Worked during the period, which the system uses to produce the Weeks Worked amount on the Quarterly FUTA/SUTA reports.
— Enter the Deduction Period on which the pay date falls. The system uses this during payroll processing to take the appropriate standard payroll deductions for the employees in this pay group. The system takes only the deductions defined for this deduction period.
| f. | Enter the Pay Period number. The default populates based on the Period Start date. |
|---|
| h. | If appropriate, enter the Payroll Option Template for the pay group. |
|---|
If a template was specified, you can click Show Template to see the options specified in that template.
[Image: screenshot]
Note: Note the following when using the Pay On-Demand feature:
When a manual payroll is set to Pay On-Demand, only employees with an active pay on-demand account display in the list when you select an Employee. (This also applies when selecting employees using the Quick Load option.) If you enter an Employee who does not have an active pay on-demand account an error message displays, “Employee <xxxxx> must have an active Pay On-Demand account to be added to a Pay On-Demand payroll.”
When you’re ready to set up a manual payroll as Pay On-Demand, it’s important to note that if you enter employees who do not have a pay on-demand account in their employee record before setting the payroll to Pay On-Demand on the Payroll Options form and click Save, the following error message displays:
[Image: screenshot]
In this situation, make a selection as follows:
Yes: Employees without an active pay on-demand account are removed from the payroll, then you can click Save again and the payroll will save.
No: Employees without an active pay on-demand account are not removed, but you cannot save the payroll. At this point, you must either disable Pay On-Demand or manually remove these employees from the payroll.
If you try to disable the Pay On-Demand field on the Payroll Options form after payroll calculation completes, this field is dimmed and you cannot make this change.
To add many employees to the payroll at once:
— Enter the Employee IDs to include in the manual payroll. You can only add employees who have completed the onboarding process; this ensures that the tax information is complete before they are included in a payroll.
— Enter the Period Start date, which must be the first day of the payroll period for this payroll. The system uses this to select the time sheets to pay; the system selects only time sheets with a charge date within the period entered here.
— Enter the Period End date, which must be the last day of the payroll period for this payroll. The system uses this date to select the time sheets.
— Enter the number of Weeks Worked during the period, which the system uses to produce the Weeks Worked amount on the Quarterly FUTA/SUTA reports.
— Enter the Deduction Period on which the pay date falls. The system uses this during payroll processing to take the appropriate standard payroll deductions for the employee. The system takes only the deductions defined for this deduction period.
| g. | If appropriate, enter the Payroll Option Template for the employee. |
|---|
Note: Note the following:
If a template was specified, you can click Show Template to see the options specified in that template.
If you apply a Payroll Option Template that is set to ACH to a manual Pay On-Demand payroll and click Save, the following error message displays:
[Image: screenshot]
Click OK to continue, then select a non-ACH Payroll Option Template.
You can use the Memo panel to enter a memo that will display on all payroll check stubs included in this payroll. For example:
[Image: screenshot]
As a service provider user managing client check configuration, you can use substitution variables in client check messages, so that paychecks can display contextual employee and work-assignment information in the check message on a client-by-client basis.
You can enter the following substitution variables either in the Message Text section on the Check Massages form or in the Memo section on the Payroll Control form:
Worksite Location - {{HOME.LOCATION}}
Position - {{HOME.POSITION}}
Division - {{HOME.DIVISION}}
Department - {{HOME.DEPARTMENT}}
Work Shift - {{HOME.WORK.SHIFT}}
Project - {{HOME.PROJECT}}
Work Group - {{HOME.WORK.GROUP}}
Client Name - {{CLIENT.LEGAL.NAME}}
Note: Note: The Client Name comes from the Client Details form, while the other variables come from the Employee Details form.
Enter up to four Memo lines.
Click Save.
Related Topics
Applying Payroll Option Template in Payroll Control
Setting Special Processing Options
Using Payroll Control Quick Load
Using Regular Payroll Control Quick Load
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Change/Payroll_Control_Clone_Last_Batch.htm
Path:
PD/Payroll/Change/Payroll_Control_Clone_Last_Batch.htm
You can clone a previous payroll using the Clone Last Batch form, accessed from the Payroll Control Actions menu.
Click New Payroll in Payroll Control.
Open the Actions menu and select Clone Last Batch.
The Clone Last Batch form opens.
[Image: screenshot]
Enter the payroll Batch Number that you want to clone. The default is the most recent completed payroll.
Click Accept.
You return to the Payroll Control form, which populates with the information from the cloned payroll. Continue as you would with another payroll.
Parent Topic
Establishing Information for Processing Payrolls
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Change/Payroll_Control_Options.htm
Path: PD/Payroll/Change/Payroll_Control_Options.htm
You can set special processing options as needed for all employees included in the payroll batch using the Payroll Options form. To access the options, open a payroll in the Payroll Control form and then select Options from the Actions menu. For example:
[Image: screenshot]
To set special processing options:
Note: Note the following:
This field applies only to employee ACH processing. It does not suppress electronic billing.
If you select Suppress ACH with Pay On-Demand selected, an error message displays stating that they cannot be enabled for the same payroll.
If you create a manual payroll with Pay On-Demand selected and then apply a Payroll Option Template with Suppress ACH selected within a timesheet, an error message displays stating that they cannot be enabled for the same payroll and the system does not apply the Payroll Option Template.
Blank: All checks (regular, vacation, and supplemental)
R: Only regular checks
V: Only vacation checks
S: Only supplemental checks
RV: Only regular and vacation checks
RS: Only regular and supplemental checks
VS: Only vacation and supplemental checks
Select Suppress Other Earnings from the Suppress Earnings drop-down to prevent payment for other earnings.
From the Suppress Deductions drop-down, select what payroll deductions (other than payroll taxes) to suppress for this payroll batch, if any. For example, you might need to suppress retirement deductions from bonus pay if employees opt not to have it deducted.
Note: Note the following:
When you run a supplemental batch, the system ignores voluntary deductions.
The system sends benefit deductions to arrears.
Select Suppress Arrears to prevent the deduction of any amounts in arrears.
Select Suppress Garnishments to prevent garnishment deductions.
Select Suppress Benefits Calculation to suppress withholding of any benefits deductions and benefit accruals/arrears calculations. If you suppress benefits for this payroll batch, the system does not calculate benefits for the pay period, and therefore no benefit deductions go to arrears.
Select Suppress Benefits Update to suppress the benefit update step that updates benefit-related deduction amounts on employee standard deduction records.
The system normally updates the benefits on the employees’ standard deduction schedules according to the parameters set at the system level. For example, if you change the amount of the employees’ contributions on the Group Benefit Plan, the system updates the employees’ standard deduction schedule to reflect the change. Use the Suppress Benefits Update option to suppress that update.
Select Suppress Benefit Adjustments to suppress the processing of benefits adjustments.
Select Suppress Client Approval to except the payroll batch from the approval process. The payroll batch processes as if the client company does not use approvals.
Select Suppress Client Bill Pending to suppress client bill pending for this batch.
Select Suppress Loan Payment to suppress the loan payment from calculating and processing in the current payroll.
Select Suppress Manual Checks to prevent a manual check from processing in the next regularly scheduled payroll and instead process it through a separate, special batch. (Note: This functionality is available for Scheduled and Special batches, but does not apply to Manual batches.)
Enable Force Time Off Accruals to override standard time off accrual functionality for payrolls that are not yet initialized and are set to the Manual or Special/Unscheduled payroll type on the Payroll Control form.
Note: Enabling Force Time Off Accruals allows you to select specific time off plans for forced accrual in the Time Off Plans panel.
Select Suppress Payday Notifications to suppress payday notifications at the batch level for regularly scheduled payrolls.
Select Delivery Method Override to enter or select a delivery method in the Select a Delivery Method dialog box that displays. This will display on the payroll’s delivery sheet and delivery fee after payroll completes. Additionally, the system considers the Delivery Method Override field as a true override for the entire batch and when the override is set, no other delivery fees are applied.
Select Delivery Message Override to enter a message in the Special Message field that will display on the payroll’s delivery sheet after payroll completes.
Enter the Federal Tax Rate - Supplemental Pay, which is the rate to use as the federal tax percentage rate for all supplemental pay. This overrides the aggregate method.
You can override the state tax percentage rate for all states, or for specific states.
All states: In the field, enter the State Tax Rate - Supplemental Pay, which is the rate to use for all supplemental pay. This overrides the rate for all states.
Specific states: In the table, enter the two-character State Code for each state that should use an override state tax rate, as well as the Supplemental Rate to use for each state.
For a manual or special/unscheduled batch, enter the FSA Override Calculation Date that the system should use as the scheduled pay date for FSA calculations.
Select FSA Reimbursement Batch to specify that this is a standalone payroll batch used only to process FSA reimbursements (must be defined in System Parameters).
Enter or select the Benefit Calculation Date to override the actual pay date as the basis for benefit calculations that use an as of date.
Select Force Retirement to Zero to set all retirement deductions to zero for the employees included in the payroll batch.
Use the Show Future Dated Checks On ESS drop-down to indicate whether employees can view paychecks in the payroll that have future dates in Employee Self Service or Employee Portal (EP). This overrides the global setting.
Yes: Checks in this payroll batch with dates in the future display.
No or Select: Future checks do not display.
Note: Enabling or disabling the Recalculate Overtime field in this form automatically sets the same status in the Recalculate Overtime field on the Batch Payments form.
Select Replaces A Scheduled Batch to run this as an unscheduled payroll batch in place of a regular one.
Select Apply Default T/S Hours to use the employees’ default time sheet hours, if any, in an unscheduled batch. If you do not select this option, all employees show 0.00 hours in the time sheet.
You must select this option when you first create the payroll; the system applies the default hours when it creates the new time sheets. If you save the payroll without selecting this option, and then select it later, the employees’ hours remain zero.
Note: Note the following:
Manual payrolls set to Pay On-Demand do not use the ACH process.
A warning displays if you save a manual payroll with Pay On-Demand enabled and then later disable it, “By turning off Pay On-Demand any employees in this payroll may not be paid through the Pay On-Demand accounts which allow for same-day payment.”
Click Accept. You return to the Payroll Control form.
Click Save in the Payroll Control form.
Parent Topic
Related Topics
Establishing Information for Processing Payrolls
Managing Payroll Option Templates
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Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Change/Payroll_Control_Payroll_Option_Template.htm
Path:
PD/Payroll/Change/Payroll_Control_Payroll_Option_Template.htm
Users can apply a payroll option template as needed to employees in Payroll Control.
To apply a payroll option template:
Use the Payroll Control form to open an existing payroll batch or create a new one; see Establishing Information for Processing Payrolls.
You can apply the template to employees by entering it in the Payroll Option Templates column of the third panel in the form.
[Image: screenshot]
[Image: screenshot]
[Image: screenshot]
In the Show Template column of the table in Payroll Control, you can click the icon to open a read-only form to see the selected payroll option template’s settings.
Click Save.
Note: Note: If you change the payroll option template for a payroll where users are editing the time sheet or have initialized the batch, the system will prompt you to confirm that you want to update the batch and reset it to ready for time sheet entry (TS.ENTRY).
Related Topics
Payroll Option Templates Overview
Establishing Information for Processing Payrolls
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Change/Payroll_Control_Processing_History.htm
Path:
PD/Payroll/Change/Payroll_Control_Processing_History.htm
The Processing History displays all processes performed on the payroll batch, if the payroll processor has run any. It shows each Processing Step, as well as the Date, Time, and User ID, and denial Details for each step.
Note: Note: All dates and times in PrismHR are Central Time.
[Image: screenshot]
Parent Topic
Establishing Information for Processing Payrolls
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Change/Payroll_Control_Quick_Load.htm
Path: PD/Payroll/Change/Payroll_Control_Quick_Load.htm
Use the Payroll Control Quick Load form to add employees to the manual payroll.
Note: Note the following when using this form:
The list includes all employees at the company who are active or whose termination date is within the last 30 days. It does not include new employees who have not completed the onboarding process; this ensures that the tax information is complete before they are included in a payroll.
You can sort the list by clicking the header, for example, click Pay Group to sort the list by the pay groups. The first time you click a header, it sorts the list in ascending order (A-Z); the second click changes it to descending order (Z-A).
To access this form:
Go to the Payroll Control form on the Payroll|Change menu.
Select the Calendar Year, Payroll Number, or New Payroll, and the Manual option in the Payroll Type field.
Select Quick Load next to the employee information panel.
To add employees to the manual payroll:
Enter or select the Period Start Date, which must be the first day of the payroll period for this payroll. The system uses this to select the time sheets to pay; the system selects only time sheets with a charge date within the period entered here.
Enter or select the Period End Date, which must be the last day of the payroll period for this payroll. The system uses this date to select the time sheets.
Enter the number of Weeks Worked during the period, which the system uses to produce the Weeks Worked amount on the Quarterly FUTA/SUTA reports.
Enter the Deduct Period on which the pay date falls. The system uses this during payroll processing to take the appropriate standard payroll deductions for the employee. The system takes only the deductions defined for this deduction period.
If appropriate, enter or select the Payroll Option Template to apply to all the employees you select.
Click Find Employees. The message “Please Wait!” displays while the list generates. (In addition, the buttons and input fields are disabled while the list generates.)
To select the employees to include in the payroll:
Select the option at the top of the Select Active column to select every employee in the list. Afterwards, you can deselect any employees who should not be included in the payroll.
You can select or deselect each individual employee to include by selecting the option next to the Employee ID.
Parent Topic
Establishing Information for Processing Payrolls
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Change/Payroll_Notes.htm
Path: PD/Payroll/Change/Payroll_Notes.htm
You can maintain notes that are specific to a company or an employee within a company’s payroll batch on the Update Payroll Notes form. For example:
[Image: Update Payroll Notes form]
Note: To access the Update Payroll Notes form, select New Note in the Payroll Notes form, which displays on the Client|View menu. (For help using the read-only version of this form, Finalized Payroll Notes, see Working with Finalized Payroll Notes.)
To maintain notes:
The Note Reference # displays the new or existing reference number generated by PrismHR.
The Date, Time, and By fields display the information for when the user created the note.
If this note applies to a specific employee, enter the Employee ID. If you do not enter an employee, the note applies to the client displayed in the top bar of the form.
Note: To quickly search for an employee, start entering the name. After a few keystrokes, the system displays a list of employee names that match.
The Employee Status, Employee Type, Pay Group, and Location of the selected employee display.
Select the Display Mode:
One Payroll: Once the payroll processor acknowledges the note, it no longer displays.
All Payrolls: The payroll processor must acknowledge the message each processing cycle.
Scheduled Payrolls: The note displays only for scheduled payrolls.
Select Mark Urgent if this is an urgent note.
Select Worksite User Viewable to allow worksite managers and worksite trusted advisors to view the note.
Note: The system automatically enables the Worksite User Viewable field after you select an employee. Therefore, you must disable this field to prevent worksite managers and worksite trusted advisors from viewing the note.
Enter the date the note Expires On, if any. The note does not display after this date, even if it is set to display one time and no processor has acknowledged it.
Enter the payroll Notes.
If a user views the payroll note, that information displays in the table at the bottom of the form.
Click Save, or click Complete to close the note and remove it from the current payroll note list on the main Payroll Notes form. You can then review the note history at a later date.
Note: After clicking Complete, you can only review the completed note on the Completed Payroll Notes form. (The information pertaining to who completed the note displays on that form.)
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Change/Payroll_Reason_Codes.htm
Path: PD/Payroll/Change/Payroll_Reason_Codes.htm
You can group and sort payroll reason codes using the Payroll Reason Codes form.
Note: This form is only available for service providers.
To create a new payroll reason code:
Click [Image: screenshot] and select Payroll Reason Codes under System|Change.
Enter or select a Payroll Reason Code (maximum of 10 characters) that represents the payroll’s reason. For example, select CNT (Client) or INT (Internal), which are pre-loaded in the Select Payroll Reason Codes list. The Description displays (maximum of 25 characters).
Note: The Description displays on the Payroll Control form, so users can select it.
To obsolete an existing payroll reason code, click Obsolete Reason Code. (The obsolete payroll reason code will no longer display on the Payroll Control form.)
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Change/Reclassify_Direct_Deposit.htm
Path: PD/Payroll/Change/Reclassify_Direct_Deposit.htm
Use the Reclassify Direct Deposit form when a direct deposit cannot occur and you need to create an adjustment voucher. This process reverses the direct deposit and generates an adjustment voucher for the specified amount (this affects ACH processing). For example:
[Image: screenshot]
To create an adjustment voucher:
Enter the Voucher Number. The voucher information displays.
Select Yes from the ACH Send to Check drop-down on each appropriate line.
Note: If there are multiple ACH distribution lines and you do not want to send them all to a check at this time, you can reclassify the other lines later.
Perform these steps to check that the system created an adjustment voucher:
| a. | Open Employee Payroll Vouchers (found in the Payroll menu under Payroll\ | View). |
|---|
| c. | Click the Voucher#. The Payroll Voucher opens. |
|---|---|
| d. | Select the Banking tab and check the information. |
| — | — |
| e. | Click Close. |
| — | — |
| a. | Open Reclassify Direct Deposit (found in the Payroll menu under Payroll\ | Change). |
|---|---|---|
| b. | Enter the Voucher Number. | |
| — | — | — |
Related Topic
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Change/Recurring_Deduction_Overrides.htm
Path:
PD/Payroll/Change/Recurring_Deduction_Overrides.htm
Use the Recurring Deduction Overrides form to temporarily override one or more deductions for a specified employee’s paycheck. For example:
[Image: screenshot]
To temporarily override one or more deductions, do the following:
Note: The Next Pay Date field displays informational date value that helps you to quickly identify the next regularly scheduled payroll batch date during the enrollment process.
Select the Deduction Block Code to use for this override. If you select Block Individual Standard Deduction or Take On Supplemental Pay Voucher, use those panels to designate codes.
Enter the Start Date when this temporary override goes into effect.
Enter the End Date when this temporary override is no longer in effect.
Click Save.
Use the Block Individual Standard Deductions or Take Deductions on Supplemental Pay panel to designate which deduction codes to block or which deductions to take, if appropriate. For example:
[Image: screenshot]
To designate deduction codes to block or take, do the following:
Enter the Start Date when this temporary override goes into effect. (Note: The Start Date and End Date are not required.)
Enter the End Date when this temporary override is no longer in effect.
Enter each Deduction Code. The Description displays.
Click Save.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Change/Recurring_Deductions.htm
Path: PD/Payroll/Change/Recurring_Deductions.htm
The Recurring Deductions form lists all payroll deductions, with the exception of payroll taxes. Use this form to enter voluntary deductions for the selected employee. For example:
[Image: Recurring deductions form]
There is no limit to the number of defined deduction codes you can enter for an employee. You cannot enter the same deduction code more than once for the same employee, however, with the exception of loans and garnishments.
Note: Note the following:
On the Recurring Deductions form, you can only edit voluntary deductions that are not associated with a plan.
If you enter or select a voluntary deduction with an assigned rebate bill code, an error message displays, “A Third Party Payee can only be applied to a Voluntary type deduction code with no Rebate Bill Code assigned. Check the deduction code settings or apply the Third Party Payee to an applicable code.” Click OK to continue.
If you enter or select a restricted deduction code (that is, a code not submitted on the Control tab in the Client Details form), a warning displays and you cannot save the record, “Warning - <deduction code> is not a deduction code defined on the <client> Client Detail Control tab.” Click OK to continue.
Note: Service providers can enable the ALLPAYCODESINT custom feature code on the System Parameters form to override the restriction listed above, so the system imports any deduction codes, including the allowed deduction codes that are defined in the Control tab on the Client Details form. (See Using Custom Feature Codes.)
To enter voluntary deductions:
Note: The Next Pay Date field displays informational date value that helps you to quickly identify the next regularly scheduled payroll batch date during the enrollment process.
Enter the Deduction Code. The corresponding Description, Type, Method, Benefit Plan, and Docket#/Loan#/FSA display as appropriate. If you enter a code that is not defined for the client, the system displays a warning message to confirm that you want to use that code.
Enter the deduction Amount. This is either a percentage or fixed amount, depending on the calculation method defined for the deduction code.
Enter the deduction Periods that determine when this deduction is taken from the employee’s net earnings after payroll taxes.
If additional deduction code details are required, click Edit Detail. The Employee Deduction Details form opens. (See Entering Employee Deduction Details.)
Related Topics
Entering Employee Deduction Details
Maintaining Global Deduction Codes
Pay Codes in Client Details Setting Client Control Parameters
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Change/Redirect_Direct_Deposit.htm
Path: PD/Payroll/Change/Redirect_Direct_Deposit.htm
Use the Redirect Direct Deposit form to redirect a direct deposit (DD) to a different DD account after the ACH has already been processed for the voucher’s original direct deposit transaction. For example:
[Image: screenshot]
To redirect a direct deposit:
Enter or select the Voucher Number. The voucher information displays.
Enter or select a Redirect Deposit Date (required) to accurately date Redirect Direct Deposit vouchers and ACH Journals. (Clicking in this field automatically defaults to the current date.)
Note: Note the following:
When you update the Send to Account field to initiate a redirect of any existing deposits in the voucher and you save this information, the system uses the date from the Redirect Deposit Date field for creating both the adjustment vouchers and ACH Journal entries.
If you enter or select a date that is prior to the current system date an error message displays when you exit the field, “You’ve selected a date <number> days in the past which may cause issues in the bank file, would you like to continue with this date?” Click Yes to continue.
Note: The system uses the Offset Date as the offset voucher’s pay date and the General Ledger (GL) posting date.
Note: The Send to Account options automatically display an abbreviated account identifier consisting of the last four numbers of the active checking or savings account number for the selected Voucher Number based on the line’s Transit Number and Bank Account Number. For example:
[Image: screenshot]
However, if there is only one currently active checking or savings account and the only currently active checking or savings account has a transit and routing number that matches the transit and account number, then only the –Select– option displays. In this case a warning displays, “There are no valid alternative Direct Deposit Accounts for this voucher.”
Note: You can view the reason in the Notes (reason area) on both the offset and redirect adjustment vouchers.
After clicking Save, the system:
Creates an adjustment voucher that cancels out the original direct deposit transactions being moved to a new account.
Creates an adjustment voucher for the new direct deposit records for the Send to Account options, with a new ACH Journal record written for each new direct deposit on the adjustment voucher.
Displays a confirmation message, “New deposit has been submitted. Adjustment voucher <voucher number> posted.” Click OK to continue.
Note: Note the following:
If no direct deposit entries exist for the selected Voucher Number a message displays, “There are no direct deposits on this voucher.” After clicking OK in this message, the system clears the Voucher Number field.
If open ACH journals exist for the selected Voucher Number a message displays, “There are open ACH Journals for this voucher. Use the ACH Journal Edit/Entry form to update Direct Deposit Information.” After clicking OK in this message, the system clears the Voucher Number field.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Change/Regular_Payroll_Control_Quick_Load.htm
Path:
PD/Payroll/Change/Regular_Payroll_Control_Quick_Load.htm
Use the Regular Payroll Control Quick Load form to add employees to a regular (scheduled) payroll.
Note: Note the following when using this form:
The list includes all employees at the company who are active or whose termination date is within the last 30 days. It does not include new employees who have not completed the onboarding process; this ensures that the tax information is complete before they are included in a payroll.
You can sort the list by clicking the header, for example, click Pay Group to sort the list by the pay groups. The first time you click a header, it sorts the list in ascending order (A-Z); the second click changes it to descending order (Z-A).
To access this form:
Go to the Payroll Control form on the Payroll|Change menu.
Select a Calendar Year, Payroll Number, or New Payroll.
Select Add Employees to Payroll on the Actions menu.
Select Quick Load. The Regular Payroll Control Quick Load form displays.
To add employees to a regular payroll:
Enter or select the Add to Pay Group option. This field lists all pay groups associated with the Regular Scheduled Payroll. (If there is only one pay group, the system defaults to that selected pay group.)
To select the employees to include in the payroll:
Click the checkbox under Select All to select every employee in the list. Afterwards, you can deselect any employees who should not be included in the payroll.
You can select or deselect each individual employee to include by selecting the option next to the Employee ID.
Click Accept. You return to the Add Employees to Payroll form, where the employees you selected display.
Click Accept to add the selected employees to the Add Employees to Payroll form with the selected pay group. (After saving the payroll, the system adds these employees to the payroll.)
Parent Topic
Establishing Information for Processing Payrolls
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Change/Sched_Dedn_File_Format.htm
Path: PD/Payroll/Change/Sched_Dedn_File_Format.htm
To use the Scheduled Deductions file import, you must have a tab-delimited text file with the columns shown in Table 130. If you have a row with invalid information (such as a header row), the system automatically displays a warning message and does not import the content.
| Column # | Field Description | Required? | Format | Description |
|---|---|---|---|---|
| 1 | Employee ID | Yes | N##### | Must be the ID of an employee that works for the client and belongs to a pay group included in the payroll batch; it can be a terminated employee. You can enter more than one line for an individual employee, if needed. |
| 2 | Deduction Code | Yes | Must be a deduction code defined with a Calculation Method of Fixed Calculation at the system level. | |
| 3 | Rate | Yes | Total amount to deduct from the employee’s pay. | |
| 4 | Stop Date | No | MM/DD/YY | Date on which to stop taking the deduction. |
Note: Note: The decimal place in the Amount column is optional. If there are more than three decimal places, the system rounds it to two.
Show me an example of a file in Micrsosoft Excel:
Figure 101: File Format in Excel
[Image: screenshot]
Note: Note: If you create the file in a program such as Excel, you must save it as a tab-delimited TXT file.
Show me an example of a plain text file:
Figure 102: File Format in Plain Text
[Image: screenshot]
Related Topic
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Change/Sched_Dedn_Import.htm
Path: PD/Payroll/Change/Sched_Dedn_Import.htm
Use the Batch Payments Import feature to import a file of one-time or temporary deductions into the system.
Click Import [Image: screenshot] at the top right of the Scheduled Deductions form. The Other Deductions Import form opens.
Click Start Import at the bottom left of the Other Deductions Import form.
In the Upload a File window, click Choose File.
Navigate to the file that you want to upload, and then click Open.
Click Submit in the Upload a File window.
Click Close in the successful upload message.
The information displays in the Other Deductions Import form (Figure 98).
Note: Note: If there are any errors with the import, the system displays the error information first. Click Review to proceed to the list of imported records.
Show me an example of the Other Deductions Import form:
Figure 98: Other Deductions Import
[Image: screenshot]
Click Post Deductions.
Click OK in the confirmation message.
Click Close in the Other Deductions Import form.
To check the results of the import, open the Scheduled Deductions for one or more of the employees in the import file.
Related Topics
Scheduling ‘One-Time’ Deductions Imports
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Change/Scheduled_Deductions.htm
Path: PD/Payroll/Change/Scheduled_Deductions.htm
You can establish a one-time or temporary deduction for the employee using the Scheduled Deductions form.
Note: Note the following:
You can upload scheduled deductions into the form instead of entering it manually, if you have a file in the correct format (see Importing Employee One-Time Deductions).
If you enter or select a restricted deduction code (that is, a code not submitted on the Control tab in the Client Details form), a warning displays and you cannot save the record, “Warning - <deduction code> is not a deduction code defined on the <client> Client Detail Control tab.” Click OK to continue.
Note: Service providers can enable the ALLPAYCODESINT custom feature code on the System Parameters form to override the restriction listed above, so the system imports any deduction codes, including the allowed deduction codes that are defined in the Control tab on the Client Details form. (See Using Custom Feature Codes.)
To create a one-time or temporary deduction for the employee:
Note: The Next Pay Date field displays informational date value that helps you to quickly identify the next regularly scheduled payroll batch date during the enrollment process.
— Enter or select the Deduction Code. If you select a deduction code that does not use a fixed method for calculation, it could override the standard deduction amount. If you enter a code that is not defined for the client, the system displays a warning message to confirm that you want to use that code.
— You can enter a Check Stub Description to override the default; this appears on the employee’s remittance advice.
| c. | Select the deduction Status to specify when the deduction occurs. |
|---|
One Time: The system takes the deduction once during the specified pay range and then sets it to Inactive.
Active: The system takes the deduction each pay period during the date range.
Inactive: The system has stopped taking the deduction.
| d. | Enter the Amount to deduct from the employee’s net earnings (after taxes). |
|---|---|
| e. | Enter the Start Date; the system begins processing the deduction on or after this date. |
| — | — |
| f. | Enter the Stop Date; the system stops processing this deduction on or after this date. |
| — | — |
| g. | Enter the Third Party Payee Code to establish a payment to a designated payee. |
| — | — |
Related Topics
Client Details Setting Client Control Parameters
Maintaining Third Party Payees Vendor Information
Importing Employee One-Time Deductions
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Change/Scheduled_Payments.htm
Path: PD/Payroll/Change/Scheduled_Payments.htm
You can establish payments for a specific date in the future or repeat them each pay period during a specified time period using the Scheduled Payments form.
Note: Click the Data Import Tool icon (
[Image: screenshot]
) to import employee scheduled payments. (See the Payroll Administration Guide for more information about using the Employee Scheduled Payments Import Template option to perform this import.)
You can assign scheduled payment parameters in the Scheduled Payments panel.
Note: Note: By default, any pay code defined as an earning and not a one-time payment moves to detail lines on the pay voucher.
To assign the scheduled payment, do the following:
| Field | Description |
|---|---|
| Employee | Enter the Employee by either entering the name, Social Security Number, or ID to display a pop-up list of matching employee records. You can also click the field label or press Ctrl+Enter with your cursor in this field to open the search window. |
| Next Pay Date | Displays informational value for the Next Pay Date that helps you to quickly identify the next regularly scheduled payroll batch date during the enrollment process. |
| Pay Code | Enter the Pay Code for this payment. Pay codes for scheduled payments must use a fixed calculation method. Note: You cannot enter or select client-restricted pay codes (those codes not assigned to the client in the Pay Code field on the Control tab in the Client Details form). However, if the ALLPAYCODESINT custom feature code is enabled, then internal payroll users can enter or select from all pay codes. |
| Pay Description | The Pay Description displays. If you enter a code that is not defined for the client, the system displays a warning message to confirm that you want to use that code. |
| Starting Pay Date/Ending Pay Date | Enter the Starting Pay Date and Ending Pay Date when the payment is in effect. |
| Deduction Period | Enter the Deduction Period to make this payment on certain periods within the date range. For example, if you enter 2, then PrismHR makes the payment in the second pay period of the month. |
| Status | Select the Status to specify when the scheduled payment occurs: - One Time: The payment is made once during the specified pay range and then set to Inactive. - Active: The payment is made each pay period during the date range. - Inactive: No payment will be made. |
You can edit an employee’s details directly from this form by clicking the Edit Employee Details icon. For example, you can assign independent employee positions and divisions (that is, independent from the employee’s home position and division) to the scheduled payments already set up in this form.
[Image: screenshot]
Note: To display the Edit Employee Details icon on this form, you must enable the SCHEDULED-PAYMENTS-CHANGE-DEFAULTS custom feature code. After accessing the Time Sheet Allocation form the first time, the Edit Employee Details field displays as a regular field instead of an icon in the Scheduled Payments panel (simply click the field to open the Time Sheet Allocation form).
To edit an employee’s details, do the following:
Note: These fields do not display if they are not set up as a Detail Time Sheet Field on the Time Sheet tab in the Client Details form.
After editing these fields, click Accept.
Click Save.
You can define the G/L account override information for scheduled payments in the Override G/L Accounts panel.
To define the G/L account override, do the following:
Field — Description
Pay Code — For each Pay Code, enter the G/L Account to charge this payment when the pay voucher is created.
Suppress Allocation — Select Yes from Suppress Allocation if this line allocates strictly to the employee’s home data fields instead of the allocation rules.
The FSA Reimbursement Details panel displays FSA reimbursement information for scheduled payments.
Related Topic
Pay Codes in Client Details Setting Client Control Parameters
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Change/Tax_Adjustment_Entry.htm
Path: PD/Payroll/Change/Tax_Adjustment_Entry.htm
Each tax register contains a running total of amounts deducted from an employee’s paycheck. You can process an adjustment to a client’s tax register when necessary using the Tax Adjustment form. For example, you can process an adjustment when an employee is incorrectly assigned a withholding tax or you are starting in the middle of a year.
[Image: screenshot]
Use the tax adjustment process with care. When you process an adjustment to a tax register, be aware that you are making changes to the system’s permanent and only record of taxes withheld for the employee.
Important! Do not use the Tax Adjustment feature unless you completely understand the implications of adjusting tax registers.
To set up a tax adjustment:
Click New Adjustment to create the new entry.
Enter the Employee ID for this adjustment entry.
Enter the Adjustment Date. The system uses this date to derive the tax year, quarter, and month to adjust.
Enter the Employer ID that should be affected by this adjustment.
Select Adjust Client Tax Register if you want the system to update the client’s register for client-based taxes.
Select Suppress Billing if you do not want to bill the client for this adjustment.
Enter the School District ID if you are adjusting a school district tax.
Note: You cannot enter more than one line for a school tax in the same state.
If you do client reporting by location and need to adjust that type of register, enter the worksite Location.
Select a Special Options Code to modify the tax adjustment process.
Group-Term Life: adjustment to group-term life
Sick Pay Adjustment: adjustment to sick pay
Uncollect Tax Adjustment: uncollected Medicare or OASDI tax adjustments
If you are making an adjustment that affects Pennsylvania local taxes, enter the Residential Geocode Override that the system should use to determine the resident PSD code. If you do not enter a value, the system will use the employer’s value.
Enter the information for each tax code in the table.
[Image: screenshot]
| b. | Enter the Exempt Pay, which is any non-taxable pay. |
|---|---|
| c. | Enter any Sheltered Earnings, such as retirement amounts. |
| — | — |
| d. | If you need to adjust it, enter the amount to adjust the Gross Taxable by. |
| — | — |
| f. | The system displays the Net Taxable amount. You cannot edit this value. |
|---|
[Image: screenshot]
If the total tax amount is a negative amount and it is an employee-paid tax, the system automatically attempts to refund the amount to the employee. You can choose whether you want the system to print a check immediately or create a scheduled payment using the tax refund code (defined in System Parameters). If the amount should not be paid to the employee, you can delete the entry in Scheduled Payments.
If the employer is SBEA certified, the tax adjustment updates the Federal Entity Tax Register.
Click Tax Summary to view a summary of the employee’s taxes before the adjustments.
[Image: screenshot]
Related Topics
Establishing Scheduled Payments
Setting Up Global Codes in System Parameters
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Change/Third_Party_Sick_Pay_Adj.htm
Path: PD/Payroll/Change/Third_Party_Sick_Pay_Adj.htm
You can adjust an employee’s year-to-date records to reflect sick pay from a third party. Sometimes referred to as disability pay, the Third-Party Sick Pay Adjustment form allows your organization to enter information that is required for tax purposes. The typical scenario is that the third-party already withheld the taxes and will provide a W-2 to the employee, but your organization would need to collect for the employer taxes. For example:
[Image: screenshot]
Employer tax amounts are calculated and billed to the client via the Client Bill Pending feature.
WARNING: Your organization must set up the OASDI and FUTA limits to use the third-party sick pay feature. The system will not let you use the functionality unless these limits are defined in System Parameters.
Note: You can directly access the Third Party Sick Pay Adjustment import template in the Data Import Tool by clicking the
[Image: screenshot]
link.
To adjust an employee’s year-to-date records:
Click New Adjustment to create the new entry.
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.
Enter the Adjustment Date. The system uses this date to derive the tax year, quarter, and month to adjust.
Enter the Bill Date to use for any billing transaction. If you leave this field blank, the system uses the Adjustment Date.
Enter the Employer ID that should be affected by this adjustment.
Note: If the Employer is not assigned to the Client or as an Alternate Employer for the Client an error message displays, Invalid Employer ID,” and you cannot save the information in the form.
Enter the amount of Federal Taxable Sick Pay, which is the total amount paid to the employee by a third-party insurer to cover lost wages during an illness.
Enter the amount of Federal Non-Taxable Sick Pay, which is sick pay that was not taxable because it was attributed to employee contributions to insurance premiums.
Enter the Federal Income Tax Withheld, which is the amount of federal income tax withheld by the third-party insurer.
Enter the FICA Taxable Sick Pay, which is the amount of taxable sick pay paid to the employee by a third-party insurer to cover lost wages during an illness.
Enter the FICA Non-Taxable Sick Pay, which is sick pay that was not taxable because it was attributed to employee contributions to insurance premiums.
Enter the amount of Social Security Tax Withheld by the third-party insurer.
Enter the amount of Medicare Tax Withheld by the third-party insurer.
Select Adjust Client Tax Register if you want the system to update the client’s register for client-based taxes.
For each state to which this adjustment applies (if any):
| b. | Select the Tax ID for the state tax withheld from the employee by the third-party insurer. |
|---|---|
| c. | Enter the Taxable Pay applicable to that state. |
| — | — |
| d. | Enter the Tax Withheld by the third-party insurer for that state. |
| — | — |
[Image: screenshot]
Related Topics
Working with Bill Pending DataMaintaining Tax Rates in System Parameters
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Change/Time_Sheet_Import.htm
Path: PD/Payroll/Change/Time_Sheet_Import.htm
If a client is set to use a time sheet import on the Client Details Time Sheet tab, use Time Sheet Import to import the data file.
To import the data file, do the following:
In the Time Sheet Entry form, click Time Sheet Import [Image: screenshot] . The Time Sheet Import form opens.
Select the Payroll Number. The Pay Groups information displays.
If there is more than one time sheet import definition for the client, select the one you want to use from the Import Definition ID drop-down.
Enable the Use Import for Hours Worked and Employee Default Hours for Hours Paid field to populate the employee’s default hours (not standard hours) on the timesheet.
Note: This field only displays if you enable the TS-LOAD.HRS.WORKED (Global) or TS-LOAD.HRS.WORKED-C (Client) custom feature code on the System Parameters form.
Click Start Import. The Upload File window opens.
Click Choose File. Navigate to the location of the file, select it, and then click Open.
Click Submit. When the file upload completes, a confirmation message appears.
Click Close. You return to the Time Sheet Import form.
If there were any errors, they display in the Error Report. For example, if an employee has hours allocated to a charge date that occurs prior to the employee’s hire date, a warning message displays.
Click Review to look at the imported data. If there is more than one page, use the Previous Page and Next Page buttons to navigate the imported time sheet data.
If the data is accurate, click Post Data to Time Sheets. The system processes the data and creates the time sheets.
Click OK in the confirmation message.
If there were any errors, they display in the Error Report, which you can print.
Click Edit Time Sheets. You return to the Time Sheet Entry form, where you can proceed to the next step of the process.
Related Topics
Setting Up Pay Import Definitions
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Change/Transfer_Tax_Basis_Entry.htm
Path: PD/Payroll/Change/Transfer_Tax_Basis_Entry.htm
You can transfer an employee’s tax basis in the case of a successorship. This allows you to “pick up” where the previous employer “left off” in paying employer-based taxes.
Important! Do not use the Transfer Tax Basis feature unless you completely understand the implications of making adjustments to tax registers.
[Image: screenshot]
Click Create new transfer to create the new entry. The fields are enabled for entry.
Enter the Employee ID for this tax basis transfer entry.
Enter the Employer ID for this tax basis transfer entry.
Enter the Tax Year within which this transfer is being made.
Enter the Reason for the transfer.
From the Billing Only drop-down, select the method for updating the PEO Tax Billing Register.
Yes: Update only the PEO Tax Billing Register; the system continues to accrue to the cost side with no regard for these entries.
No: The successor wages that you entered impact both the cost and the bill; complete all fields and enter the appropriate tax code.
Suppress: Suppress the update of the billing register with successor wages.
Note: Note: When filling in the Tax Basis and Tax Amt fields, be sure to fill in the actual tax amount paid thus far. Otherwise, if you leave the amount as zero, the calculation begins at zero.
| a. | Enter the Tax Code. The Tax Description displays. |
|---|
— Enter the Tax Basis, which is the taxable wage base to transfer from another state (SUTA) or from a successor employer. Enter it as either the limit if the employee has met the threshold or the year-to-date amount if they have not quite met the limit. For example, if the employee has earned $10,000 YTD and the limit on that tax code is $7,000, you would enter $7,000 (not $10,000).
— Enter the Tax Amt, which is the amount of employer-paid tax liability or employee-paid withholding to transfer from another state or successor employer. It is the bill rate multiplied by the wage basis you are entering.
When you post the voucher, this acts as a placeholder for the tax. The entry you made here does not display on any tax reports.
If the employer is SBEA certified, the tax adjustment updates the Federal Entity Tax Register.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Change/Vacation_Pay_Override.htm
Path: PD/Payroll/Change/Vacation_Pay_Override.htm
In addition to an employee’s regular pay, some clients issue a separate vacation payroll voucher on the pay date prior to the employee’s actual vacation. Because a lump sum total of multiple weeks would prompt a disproportionately higher tax rate than if the tax was determined according to weeks worked, PrismHR allows you to override the vacation vouchers.
To override vacation voucher calculations, perform the following steps before you initialize the batch in which this employee will be paid.
[Image: screenshot]
To override vacation voucher calculations, do the following:
Enter the Employee by either entering the name, Social Security Number, or ID to display a pop-up list of matching employee records. You can also click the field label or press Ctrl+Enter with your cursor in this field to open the search window.
Select the Existing Pay Date for the override, or enter a New Pay Date to create a new override.
You can specify up to ten vacation vouchers:
| a. | Enter the Start Date of the period paid on this vacation voucher. |
|---|---|
| b. | Enter the Ending Date. |
| — | — |
Note: Note: Be sure the Ending Date is correct; PrismHR uses this date to update the Benefits Thru Date field on the Employee Details Work tab. The Benefits Thru Date indicates the last date that benefits were calculated for this employee. During payroll processing, the system refers to the Benefits Thru Date to determine whether a benefit deduction is due. For example, when the system processes a check for an employee whose Benefits Thru Date is in the future, it does not calculate benefits.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Change/Void-Garnishment-Check.htm
Path: PD/Payroll/Change/Void-Garnishment-Check.htm
Use Void a Garnishment Check to cancel checks issued for accidental garnishments.
Note: Note: This form does not use Client Access Group Security.
To void a garnishment check:
Click the Payroll menu.
From Payroll|Action, select Void a Garnishment Check to display this form.
Complete these fields:
Bank Account Number - Account the check was drawn from. Opens a selector that lists available account numbers.
Check Number - Check number that was issued. Opens a selector that filters check numbers by the specified bank account.
Reason for Void - Reason for voiding the check.
Was Check Sent - Options are Sent to Garnishment Authority or Check Destroyed.
| If… | Then click… | Result |
|---|---|---|
| The garnishment check was sent and it will be voided. | Sent to Garnishment Authority | A zero amount will be displayed in the EFT/Check$ column of the Payment History screen. |
| The garnishment check was torn up. | Check Destroyed | A negative amount will be displayed in the EFT/Check$ column of the Payment History screen. |
Note: Note: When a check number is selected, the system displays the Pay to Name, Check Date, and Check Amount displayed.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Dashboard/Payroll_Dashboard.htm
Path: PD/Payroll/Dashboard/Payroll_Dashboard.htm
The Payroll Dashboard (found in the Client menu under Client|Dashboard) provides a summary of payroll information. The dashboard refreshes at regular intervals, ensuring that the information is current.
[Image: screenshot]
Payroll Statistics displays the totals. Click a link to open a list of pending or overdue items.
Hourly Payroll Processing displays the number of payrolls that have been processed and those to be processed for each hour of the work day.
Payroll By Status displays each status, and the percentage of payrolls at those statuses.
Payrolls By Processor displays the complete and incomplete payrolls for each payroll processor.
Payrolls By Clients displays the percentage of billing, gross, and net amounts that each client company contributes to the total.
Payrolls By Cost Centers displays the percentage of billing, gross, and net amounts for each cost center.
Payrolls By Service Types displays the percentage of billing, gross, and net amounts for each service type.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Dashboard/Payroll_Variance_Analysis.htm
Path:
PD/Payroll/Dashboard/Payroll_Variance_Analysis.htm
The Payroll Variance Analysis dashboard displays information from the most recent payroll and provides a comparison with previously finalized payrolls. For example:
[Image: screenshot]
The Payroll Variance Analysis dashboard displays the following information:
In addition, you can do the following:
Download the dashboard by selecting Download Variance Detail.
Display a warning if the variance equals or exceeds a percentage by entering that percentage in the Payroll Variance Percentage Warning field.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Dashboard/Total_Compensation.htm
Path: PD/Payroll/Dashboard/Total_Compensation.htm
The Total Compensation dashboard displays the total compensation for an employee. For example:
[Image: Total Compensation dashboard displaying various graphs]
To display total compensation for an 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.
Select the Year.
Select the Quarter.
Click the Refresh icon [Image: screenshot] . The information displays.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Dashboard/Turnover_Report.htm
Path: PD/Payroll/Dashboard/Turnover_Report.htm
Use the Turnover Dashboard to view the company’s turnover information.
Total Employees = the number of employees who worked between the start and ends dates of the report, specifically those who started before the report’s end date and were not termed before the report’s start date
Termed Employees = the employees who have a terminated status with a date that falls between the report’s start and end dates
[Image: Turnover dashboard example]
To display turnover statistics for employees:
Enter the Beginning Date.
Enter the Ending Date.
Select the Category to display.
Click [Image: screenshot] and the information displays.
[Image: Turnover-Report-Equation]
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Error_Messages/Amount_Did_Not_Import.htm
Path:
PD/Payroll/Error_Messages/Amount_Did_Not_Import.htm
Examples of scenarios where you might have an amount that does not import are:
All data imports except for expense amounts
One pay code will not import
Some amounts import and others do not, even with the same pay code
You might see an error that reads, “No hours for employee N#####, paycode NNNN on line #.”
Typically this is caused when the file includes $ or , in the amount fields. In the example below, the Bonus amounts will not import because they each include one or both of those characters. The Regular pay will import correctly.
Tab-Delimited File with $ or , in the Amounts
[Image: tab-delimited file example with dollar amounts entered incorrectly, including commas and dollar signs]
Edit the import file to remove any dollar signs or commas, save the file, and re-import it. All of the amounts shown below will import correctly.
Tab-Delimited File with Correctly Formatted Amounts
[Image: correctly entered dollar amounts using only periods]
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Error_Messages/Batch_Not_Yet_Initialized.htm
Path:
PD/Payroll/Error_Messages/Batch_Not_Yet_Initialized.htm
Batch has not yet been initialized.
An error occurred between initialization and finalization that prevented finalization from completing, although in Process Payroll it looks like the user should be able to click the Finalize icon
[Image: screenshot]
. Re-initialize the payroll and then proceed as normal.
Please note that this error displays only in Process Payroll. It does not display in SuperBatch.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Error_Messages/Benefit_Rate_Record.htm
Path: PD/Payroll/Error_Messages/Benefit_Rate_Record.htm
UNABLE TO FIND A BENEFIT RATE RECORD FOR RATE GROUP {nnnn}, BENEFIT PLAN ID {nnnn} PLAN TYPE
The Group Benefit Plan record is incomplete.
To resolve the error, a user with the appropriate permissions must perform the following steps:
Open the Group Benefit Plans form (found in the Back Office menu [Image: screenshot] under System|Change).
Enter the Benefit Plan ID indicated in the error message.
Open the Actions menu [Image: screenshot] and select Billing Rates.
Enter the values as appropriate. These can include Network ID, Rate Group ID, Plan Type, Effective Date, and so on.
Enter the values for any missing Bill Amounts.
Click Save in the Billing Rates form.
Click Save in the Group Benefit Plans form.
Note: Note: See Setting Insurance Billing Rates for information on defining billing rates for different types of group benefit plans.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Error_Messages/Calculation_Errors.htm
Path: PD/Payroll/Error_Messages/Calculation_Errors.htm
These errors occur during the calculation (initialization) step of payroll processing. Refer to the appropriate procedure to resolve the issue.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Error_Messages/Cannot_Adjust_Deductions.htm
Path:
PD/Payroll/Error_Messages/Cannot_Adjust_Deductions.htm
CANNOT ADJUST DEDUCTIONS ON VOUCHER #{######} FOR {NNNN NNNN}
The system cannot properly calculate the deduction amount for the employee’s voucher. Check the employee’s deductions to see if there is a deduction scheduled that exceeds the employee’s payment.
To resolve this error:
Make sure the correct client record is shown near the top of the page. If not, click on it and then select the correct client.
Open Recurring Deductions (found in the Payroll menu under Payroll|Change).
Enter the Employee ID.
If there are any deductions scheduled and they are in excess of the amount the employee will receive, click Save. See Working with Recurring Deductions for details.
If there are any deductions scheduled and they are in excess of the amount the employee will receive, click Save. See Creating Scheduled Deductions to learn to schedule a one-time deduction.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Error_Messages/Cannot_Determine_Retirement_Plan.htm
Path:
PD/Payroll/Error_Messages/Cannot_Determine_Retirement_Plan.htm
CANNOT DETERMINE RETIREMENT PLAN YEAR & PERIOD
You might see this error message for the first payroll processed in the new year or for a new client. You or your system administrator must establish a plan year and period for your organization’s retirement plan.
To resolve this error:
Open Retirement Plan Years (found in the Back Office menu under System|Change).
Enter the Plan ID.
Complete the other fields as needed. See Establishing Retirement Plan Parameters for descriptions of those fields.
Click Save.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Error_Messages/Cannot_Find_Comp_Class.htm
Path:
PD/Payroll/Error_Messages/Cannot_Find_Comp_Class.htm
{EMPLOYEE NAME} The W/C Class for Position Classification [wc code] for the state of {NN} and employee [employee ID] cannot be found. Check the Time Sheet and Employee Details to ensure the correct Position is assigned to the employee, and correct it in both places if it is incorrect. If the Position assigned to the employee is correct, the state and W/C Class code are most likely missing or incorrect on the Position Classification assigned to the employee’s Position, which can be updated at System | Change | Position Classification.
or
{EMPLOYEE NAME} The W/C CLASS for Position Classification [wc code] in the state of {NN} cannot be found. Position = [position ID] Voucher# [######]
This employee’s position classification does not have a workers’ compensation classification for this state.
To resolve this error:
Make sure that the position code and W/C Class in Employee Details and the Time Sheet match.
If that does not solve the problem, open Position Classifications (found in the Back Office menu under System|Change).
Enter the Position Classification.
In the table, click + to add a new row.
Enter the State code.
Enter the W/C Class Code.
Note: Note: If the system displays a message such as “Record {NN.####} is not on file WC.CLASS.CODES”, you need to enter the W/C classification for that state: see Defining W/C Classifications.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Error_Messages/Cannot_Find_Import_File.htm
Path:
PD/Payroll/Error_Messages/Cannot_Find_Import_File.htm
“Cannot find the data file nnnnn. The data import failed”
It is likely that there is a space in the file name. The system cannot read the file if its name includes a space.
To resolve this error, remove the space from the file name and then re-import the file.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Error_Messages/Cannot_Find_Plan_Type.htm
Path:
PD/Payroll/Error_Messages/Cannot_Find_Plan_Type.htm
CANNOT FIND PLAN TYPE [NNNN] ON BENEFIT RULE RECORD FOR CLIENT [####] GROUP [NN] PLAN
The override record on the employee’s group benefit enrollment record is empty.
To resolve this error:
Make sure the correct client record is shown near the top of the page. If not, click on it and then select the correct client.
Open Employee Benefits Enrollment (found in the HR menu under HR|Action).
Enter the Employee ID.
Select the Benefit Plan indicated in the error message.
In the Coverage Details panel, select the Existing Effective Date.
Ensure that the fields are completed correctly.
Click Save.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Error_Messages/Cannot_Read_FLSA_Ruleset.htm
Path:
PD/Payroll/Error_Messages/Cannot_Read_FLSA_Ruleset.htm
CANNOT READ FLSA RULESET {nnn}
The FLSA ruleset specified in the error message is defined for the client but does not exist.
To resolve this error:
Make sure the correct client record is shown near the top of the page. If not, click on it and then select the correct client.
Open Client Details and select the Payroll tab.
Enter a valid FLSA Ruleset ID; click the field to use the search and find the ID.
Note: Note: If the FLSA ruleset that you require for the client does not exist, create it using the FLSA Ruleset form and then specify the ID as described above. See FLSA Ruleset
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Error_Messages/Cannot_Read_SUTA_CrossRef.htm
Path:
PD/Payroll/Error_Messages/Cannot_Read_SUTA_CrossRef.htm
Error 259: Cannot read SUTA Cross Reference Record {N.###.NN}, during employee {nnnn}
There is no SUTA information for the state applicable to the employee’s payroll voucher.
To correct this error:
Make sure the correct client record is shown near the top of the page. If not, click on it and then select the correct client.
Open the State Tax Bill Rates (SUTA) form (found in the Client menu under Client|Change).
Enter the two-character State Code or select the state from the drop-down.
Enter the Effective Date or select the existing date. This must be before the pay date and not have a date later than it.
Enter each SUTA Bill Rate as necessary.
Enter any other required information.
Click Save.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Error_Messages/Cannot_Read_SUTA_Rate.htm
Path:
PD/Payroll/Error_Messages/Cannot_Read_SUTA_Rate.htm
CANNOT READ SUTA RATE RECORD FOR KEY VALUE {X.####.XX}.
The SUTA rate for the client’s location state is missing on the employer record.
You or your system administrator should perform the following steps:
Open Employer Tax Rates (SUTA) (found in the Back Office menu under Employer|Change).
Enter the Employer ID for the employees in the payroll batch.
Enter the State code, or select it from the drop-down. The drop-down lists states with defined rates at the top.
Select the Effective Date, or click New Date and then enter the date.
Enter the SUTA Rate and any other rates.
Click Save.
If this does not resolve the error, enter SUTA billing and accrual rates at the client level:
Make sure the correct client record is shown near the top of the page. If not, click on it and then select the correct client.
Open State Tax Rates (SUTA) (found in the Client menu under Client|Change).
Select the State Code.
Enter a new Effective Date, or select an existing date from the drop-down.
Enter the SUTA Rate, and any other rates as appropriate.
Click Save.
Open State Tax Bill Rates (SUTA).
Enter the State Code.
Enter the Effective Date, or select an existing date from the drop-down.
Enter each of the SUTA Bill Rates:
Enter the SUTA Bill Rate.
Select the Employer, if appropriate.
Enter the Overbill Credit Amt, if appropriate.
If necessary, enter amounts in the Other Billing Setup fields.
Click Save.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Error_Messages/Client_Status_Does_Not_Allow_Posting.htm
Path:
PD/Payroll/Error_Messages/Client_Status_Does_Not_Allow_Posting.htm
Client status does not allow for finalizing a payroll.
The client’s status is currently of a class Pending, Inactive, or Client Cancelling (Pre-Termination). The system requires that the class of the status be Active to finalize the payroll.
After determining that this is the appropriate action to take, a user must set the client status back to one that indicates they are Active to post the payroll.
To resolve this error:
Open Client Status Change (found in the Client menu under Client|Action).
From the New Status drop-down, select a status that indicates the client is Active.
Enter the Effective Date for the change in status.
Click Save.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Error_Messages/Comp_Code_Does_Not_Have_Rate.htm
Path:
PD/Payroll/Error_Messages/Comp_Code_Does_Not_Have_Rate.htm
Client ### Employee: ### Voucher ### Error: The Comp Code NN.#### does not have a rate on the bundled sheet NNNN. Processing cannot continue. The processing for this employee will stop.
The bundled billing template assigned to the client uses default rates and does not have a rate for the W/C code specified in the error message. You need to enter a rate for that code, or a default rate.
Note: Note: If the Default Rate is greater than zero, the system uses it for any Workers’ Compensation code not listed in the table. If there is a value in this field and no value in the W/C Code field, there may be billing errors; use the Default Rate with care. If you leave the Default Rate blank, users entering data for clients with this billing template see messages that the listed Workers’ Compensation code does not have a billing amount. The system continues to display this message until you update the bill template for the code or enter a default amount.
To resolve this error:
Open Billing Templates (found in the Back Office menu under System|Change).
Enter the Template ID indicated in the error message.
Go to the Bundled Rate Maintenance panel and do one of the following:
Enter the rate information for the W/C Code from the error message:
Enter the W/C Code.
Enter the Min Admin Fee amount to use. This overrides any amount entered on the client record, except for special rates. The system discounts the minimum fee by the special discount rate.
Enter the WC Def Bill Rate, which is the default billing rate for the W/C Code.
Enter the Default Rate to apply to all W/C codes not defined in the table. This is useful for “one-price-fits-all” clients. Please read the note above before using the Default Rate field.
In the Coverage Details panel, enter the correct Existing Effective Date.
Click Save.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Error_Messages/Coverage_Detail_Effective_Date.htm
Path:
PD/Payroll/Error_Messages/Coverage_Detail_Effective_Date.htm
COVERAGE DETAIL EFF. DATE NOT FOUND FOR {####}, {XXXX} EMPLOYEE ID {######} BENEFIT PLAN ID {XXXX} BENEFIT PREMIUM/CONTRIB UPDATE SKIPPED
The effective date in the Coverage Details panel of the employee’s group benefits enrollment record was not completed correctly. The system is calculating benefits for the batch, and it could not update the premium contribution.
You or your benefits administrator should proceed with the following steps prior to recalculating the batch:
Make sure the correct client record is shown near the top of the page. If not, click on it and then select the correct client.
Open Employee Benefits Enrollment (found in the HR menu under HR|Action).
Enter the Employee ID.
Select the Benefit Plan indicated in the error message.
In the Coverage Details panel, enter the correct Existing Effective Date.
Click Save.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Error_Messages/Cutback_Checking_Account_Not_Setup.htm
Path:
PD/Payroll/Error_Messages/Cutback_Checking_Account_Not_Setup.htm
Third Party Checking Account {####} - Account owner name and address not setup!
The account shown in the error message does not have a name and address defined in the Print Parameters panel of the Bank Accounts record. The information is required for third party check printing, which is turned on.
To resolve this error:
Open Bank Accounts (found in the Back Office menu under System|Change).
Enter the Account ID from the error message.
In the Print Parameters panel, enter the Bank Account Name, Bank Account Address, and City, State & ZIP Code.
Note: Note: See Maintaining Bank Accounts for information on these and other fields in that form.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Error_Messages/Debit_Account_Not_Found.htm
Path:
PD/Payroll/Error_Messages/Debit_Account_Not_Found.htm
DEBIT ACCOUNT NOT FOUND FOR BENEFIT PLAN ID {NNNN}
There is no debit account defined for this benefit plan. To apply it to the record, you or a benefits administrator must update the benefit plan.
To resolve this error:
Open Group Benefit Plans (found in the Back Office menu under System|Change).
Enter the Benefit Plan ID.
In the Corporate Account panel, enter the Debit Account.
Click Save.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Error_Messages/ER_Not_Licensed_PEO.htm
Path: PD/Payroll/Error_Messages/ER_Not_Licensed_PEO.htm
When calculating taxes for Employee ID {##} found Employer {##} is not licensed as a PEO in state {NN}.
You or a system administrator must check the employer’s license setting.
To resolve this error:
Open Employer Details (found in the Back Office menu under Employer|Change).
Enter the Employer ID.
Expand the State Tax panel.
Ensure that Licensed is set to Yes for the specified state.
Click Save.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Error_Messages/ER_State_Tax_Number.htm
Path: PD/Payroll/Error_Messages/ER_State_Tax_Number.htm
State income tax is being calculated for {NN} but a State Tax Number has not been setup on the Employer Master record for Employer ID {##}. State tax number must be setup for this employer before this payroll can proceed.
You or a system administrator must set up the state income tax ID for the identified employer.
To resolve this error:
Open Employer Details (found in the Back Office menu under Employer|Change).
Enter the Employer ID.
Expand the State Tax panel.
Enter the State Tax Nbr for the specified state.
Click Save.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Error_Messages/ER_WC_Modifier_Xref_Not_Found.htm
Path:
PD/Payroll/Error_Messages/ER_WC_Modifier_Xref_Not_Found.htm
{Employee Name} Employer Based W/C Modifier XRef not found for company (##) for Employer (##) state (NN). To correct this error, go to Employer/Change/Employer W/C Accrual Modifiers. If this State/Company should NOT use Employer-Based accruals, either the W/C Policy is defined incorrectly or the wrong W/C Policy is on the Company Master
There is no workers’ compensation modifier cross-reference record file available for the employer and state mentioned in the error message.
To resolve this error:
Open Employer W/C Accrual Modifiers (found in the Back Office menu under Employer|Change).
Enter the Employer ID.
Enter the State code, or select it from the drop-down. The drop-down lists states with defined rates at the top.
Enter the Effective Date, or select an existing date.
Enter the Discount/Debit.
Enter the Modifier. The system calculates the Effective Rate.
Enter any policy overrides, if appropriate. See Setting Employer W/C Accrual Modifiers for information on the fields.
Click Save.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Error_Messages/Federal_Entity_ID_Missing.htm
Path:
PD/Payroll/Error_Messages/Federal_Entity_ID_Missing.htm
Federal Entity ID is missing for this client. It is required because this client is assigned to a certified PEO.
Your organization has enabled the SBEA feature set and the employer associated with the client is set as a certified PEO. This is done in Employer Details.
If the client federal entity does not yet exist, you first need to create the record. Use the following procedure to create one for the client; if you have not set up federal entities for most of your clients, see Creating Client Federal Entities. (If the entity exists, go to step 6.)
To resolve this error:
Open the Client Federal Entities form (found in the Back Office menu under Employer|Change.
Enter the numeric Entity ID (recommended: try entering the same number as the client ID).
Enter the nine-digit Federal EIN (employer identification number) assigned to the employer by the IRS in the format ##-#######.
Complete the other fields as desired; see Creating Client Federal Entities for details.
Click Save.
Once the federal entity exists, assign it to the client.
Open Client Details (found in the Client menu under Client|Change).
Enter the Federal Entity ID; see Manually Adding Client Federal Entity IDs for details.
Click Save.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Error_Messages/Filing_Status_Missing.htm
Path:
PD/Payroll/Error_Messages/Filing_Status_Missing.htm
FILING STATUS MISSING, EMPLOYEE ID {######}, STATE {NN}
The employee does not have a filing status for the state in which he or she works. Adjust the filing status for this employee.
To resolve this error:
Make sure the correct client record is shown near the top of the page. If not, click on it and then select the correct client.
Open Employee Details (found in the HR menu under HR|Change).
Enter the Employee ID.
Select the Tax tab.
Enter the correct information in the State Tax Filings panel (State, Filing Status, Allow., and so on as required for the employee).
Click Save.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Error_Messages/GeoCode_Not_Assigned.htm
Path:
PD/Payroll/Error_Messages/GeoCode_Not_Assigned.htm
GeoCode not assigned to {######}, {Employee Name}. Please go to the Employee Details and update the address information to provide a GeoCode.
There is no GeoCode for the employee, so the system cannot calculate some of the taxes.
To resolve this error:
Make sure the correct client record is shown near the top of the page. If not, click on it and then select the correct client.
Open Employee Details (found in the HR menu under HR|Change).
Enter the Employee ID.
Select the Address tab.
Enter the address information, ensuring that the GeoCode populates.
If appropriate, enter the Override GeoCode.
Click Save.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Error_Messages/GL_Accounting_Not_Set_Up.htm
Path:
PD/Payroll/Error_Messages/GL_Accounting_Not_Set_Up.htm
The G/L Accounting has not been setup for {item} {###} on G/L Template “{nnnn}” Voucher: ###.###. Cannot assign accounting.
The G/L account information has not been set up in the G/L template for the specified item.
To resolve this error:
Open G/L Setup Maintenance (found in the Back Office menu under System|Change).
Enter the G/L Template code.
Select the G/L Type where the information is missing.
Enter the G/L account information for the item mentioned in the error message.
Click Save.
Related Topic
Setting Up the Billing Code and G/L Account Associations
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Error_Messages/GL_Chart_Missing_Account.htm
Path:
PD/Payroll/Error_Messages/GL_Chart_Missing_Account.htm
Account NNN.####-###-### is not valid in GL.NNN file.
Unable to open GL.ERRORS file. Error will ONLY DISPLAY
This error occurs if your organization is not using the G/L auto-build feature and the account number is not currently in G/L Chart of Account Maintenance. Your organization can either add the account to the G/L chart or enable the auto-build feature.
To add the account to the G/L chart:
Open G/L Chart of Account Maintenance (found in the Back Office menu under System|Change).
Enter the Account Number from the first line of the error message .
(Optional) Enter an Account Description.
Click Save.
To enable the G/L auto-build feature:
Open System Parameters (found in the Back Office menu under System|Change).
Go to the Global Accounting panel at the bottom.
From the Accounting Interface Type drop-down, select the appropriate accounting system that includes “Build Account #s”.
Click Save.
Related Topics
G/L Chart of Account Maintenance
Setting Global Accounting Parameters
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Error_Messages/Import_No_Detail.htm
Path: PD/Payroll/Error_Messages/Import_No_Detail.htm
If you process an import and it seems to complete successfully but there are zero errors and no details, there is probably an issue with the file type in the Payroll Import Definition.
To resolve this error:
Open Payroll Import Definition (found in the Back Office menu under System|Change).
Make sure the file type of your import file matches the import definition file type.
For example, if the definition specifies a tab-delimited text file (TXT) and your file is a comma-separated value file (CSV), then the system could not import data because the format is wrong.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Error_Messages/Invalid_Federal_Filing_Status.htm
Path:
PD/Payroll/Error_Messages/Invalid_Federal_Filing_Status.htm
Invalid Federal Filing Status for {nnnn}, {Employee Name}. Please go to the Employee Details and provide a Filing Status.
To resolve this error:
Make sure the correct client record is shown near the top of the page. If not, click on it and then select the correct client.
Open Employee Details (found in the HR menu under HR|Change).
Open the employee record specified in the error message.
Select the Tax tab.
Enter the correct information in the Federal Tax Filing panel (Federal Filing Status, Federal Allowances, and so on as required for the employee).
Click Save.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Error_Messages/Invalid_Work_Week_Ending_Day.htm
Path:
PD/Payroll/Error_Messages/Invalid_Work_Week_Ending_Day.htm
INVALID WORK WEEK ENDING DAY FOUND ON CLIENT MASTER
This error message displays if the client has an FLSA ruleset defined in Client Details but no corresponding day.
To resolve this error:
Make sure the correct client record is shown near the top of the page. If not, click on it and then select the correct client.
Open Client Details and select the Payroll tab.
Select the FLSA Work Week Ends On day.
Click Save.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Error_Messages/Manual_Tax_Forms.htm
Path: PD/Payroll/Error_Messages/Manual_Tax_Forms.htm
A user must complete any unhandled secondary tax fields.
To resolve this error:
Make sure the correct client record is shown near the top of the page. If not, click on it and then select the correct client.
Open Employee Details (found in the HR menu under HR|Change).
Enter the Employee ID.
Select the Tax tab.
Review the information submitted by the employee, listed in the New Hire Tax Forms panel.
Set up the Local Tax Filings as required by your organization.
Select Handled for every item in the New Hire Tax Forms panel.
Click Save.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Error_Messages/No_Benefit_Rate_for_Rate_Group.htm
Path:
PD/Payroll/Error_Messages/No_Benefit_Rate_for_Rate_Group.htm
No Benefit Rate for Rate Grp rateGroupID, Plan benefitPlanID Type typeID N##### EMPLOYEE ID N##### BENEFIT PLAN ID planID BENEFIT PREMIUM/CONTRIB UPDATE SKIPPED
The Group Benefit Plan rate information is incomplete for a billing or premium rate group specified in the client’s Benefit Plan Setup.
To resolve this error, a user with the appropriate permissions must perform the following steps:
Open the Group Benefit Plans form (found in the Back Office menu under System|Change).
Enter the Benefit Plan ID indicated in the error message.
Open the Actions menu [Image: screenshot] and select either Premium Rates or Billing Rates, depending on whether it is a premium or billing plan that is missing information.
Enter the Rate Group ID indicated in the error message.
Enter or select the Effective Date.
Note: Note: The effective date must be before the pay date.
Enter the rate information.
Click Save.
If the form remains open, click Close.
Note: Note: The form is designed to remain open so that a user can enter more information for another rate group.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Error_Messages/No_Match_Valid_WC_Codes.htm
Path:
PD/Payroll/Error_Messages/No_Match_Valid_WC_Codes.htm
{EMPLOYEE NAME} None of the valid Workers Comp Codes listed for Client were found to match code {NN}.####. Please either select another Job Code/WC Code or Update the Valid W/C Classes list.
There are valid workers’ compensation codes set at the client level and the code shown in the error is not in the list. (Authorized W/C classes are an optional setting and typically used only when the client has a policy that excludes certain codes.)
To add the missing code needs to the list of authorized W/C classes:
Open Client Details (found in the Client menu under Client|Change).
Open the Actions menu [Image: screenshot] and then select W/C Classes. The Authorized W/C Classes form opens.
Enter the W/C Code from the error message.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Error_Messages/No_Valid_Billing_Template.htm
Path:
PD/Payroll/Error_Messages/No_Valid_Billing_Template.htm
Client {NNNN} Employee: Voucher: ERROR: NO VALID BILLING TEMPLATE ON CLIENT MASTER
The billing template has not been designated for the client. You or your system administrator needs to define it.
To resolve this error:
Make sure the correct client record is shown near the top of the page. If not, click on it and then select the correct client.
Open Client Details (found in the Client menu under Client|Change).
Select the Billing tab.
Enter the Billing Template ID.
Note: Note: Make sure that the Billing Template has rates that apply to the client. If not, you cannot calculate a payroll for the client until you add the appropriate rates to the template: see Defining Methods for Billing Clients.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Error_Messages/Outstanding_PTO_leave_request.htm
Path:
PD/Payroll/Error_Messages/Outstanding_PTO_leave_request.htm
EMPLOYEE [NNNNNN] HAS AN OUTSTANDING PTO LEAVE REQUEST THAT NEEDS TO BE COMPLETED. ONLY [NNNN] WERE ABLE TO BE UPDATED. PLEASE CHECK ANY ERRORS DETAILED.
To resolve this error:
Click the red indicator [Image: screenshot] in Summary Time Sheet Entry to open the Leave Request Assignment.
Review the information in the form.
Enter the correct hours in the Leave to Time Sheet column. The system adjusts the hours for Reduce Pay Code and To Leave Pay Code.
(Optional) Enter any Notes.
The system returns you to the Summary Time Sheet Entry form and adjusts the employee’s hours. The indicator changes to green
[Image: screenshot]
.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Error_Messages/Pay_Code_Mixed_Mapping.htm
Path:
PD/Payroll/Error_Messages/Pay_Code_Mixed_Mapping.htm
There is a conflict between the mapping methods in the file and import definition.
There are three basic methods for importing:
Mapping
Matching
Matching for more than 10 codes
This method works directly with your file and the import definition. You match the column numbers directly to fields.
Mapping Columns to Fields
[Image: Illustration where import columns are mapped to rows in the field definitions grid.]
This method not only looks at your file and uses the import definition, but it also needs to look at the Client Details to know what to match for pay codes.
For example, if your import file looks like the one shown below:
Matching File Example
[Image: Example of a matching import file]
The Import Field Definitions match the values in columns 4, 5, and 6 to the values from the Client Details Time Sheet tab for Pay Code 1, Pay Code 2, and Pay Code 6.
Matching Import Definition Example
[Image: Example of matching import grid rows to Pay Codes 1, 2, and 6]
This method is an extension of the basic matching example above. It uses the matching example for what is available on the Client Details Time Sheet tab, and then uses the translation table to import an eleventh code.
For example, if your import file looks like the one below:
Matching File Example for more than 10 codes
[Image: Matching file example for more than 10 codes]
The Import Field Definitions match the values in columns 4, 5, 6, 7, and 8 to the values from the Client Details Time Sheet tab for Pay Code 1, Pay Code 2, Pay Code 6, Pay Code 7, and Pay Code 8. It then assigns matches the value in column 9 to the pay code specified in the Import Translation Table.
Matching Import Definition Example for more than 10 codes
[Image: Matching example for more than ten codes, where the remaining are mapped to a foreign code in the translation table]
Related Topics
Setting Up Pay Import Definitions
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Error_Messages/Pay_Code_Not_Mapped.htm
Path: PD/Payroll/Error_Messages/Pay_Code_Not_Mapped.htm
If the import file has a pay code that does not exist in PrismHR, you might see an error message such as:
“Earning code nnnn on line # is invalid.”
To resolve this error:
Open Pay Import Definition (found in the Back Office menu under System|Change).
Enter the Definition ID for the used for the file.
Map the pay code in the Import Translation Table panel:
In the Foreign Code field, enter the pay code as it is written in the file; for example, Expense.
In the HRP Code field, enter the matching pay code in PrismHR; for example, EXPS.
If appropriate, indicate whether the pay code represents paid time off using the PTO Type Flag drop-down.
[Image: screenshot]
Parent Topic
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Error_Messages/Pay_Code_Will_Not_Import.htm
Path:
PD/Payroll/Error_Messages/Pay_Code_Will_Not_Import.htm
There are a couple reasons why the pay code might not import. Use one of the following procedures to resolve the issue.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Error_Messages/Pay_Method_Not_Setup.htm
Path:
PD/Payroll/Error_Messages/Pay_Method_Not_Setup.htm
THE CURRENT PAY METHOD HAS NOT BEEN SETUP IN THE PTO ABSENCE CODE FORM FOR THE [NNNN] ABSENCE CODE. IN THE LEAVE PROCESSING SECTION OF THE PTO ABSENCE FORM THE SECTIONS PAY METHOD AND LEAVE OFFSET PAY CODE MUST BE COMPLETED BEFORE PROCESSING CAN CONTINUE.
To resolve this error:
Make sure the correct client record is shown near the top of the page. If not, click on it and then select the correct client.
Open PTO Absence Codes (found in the Client menu under Client|Change).
Select the Absence Code.
Select Enable in ESS to allow employees to request paid time off for this absence code in Employee Portal (EP). Selecting this option enables the other fields, which control the behavior of the EP time off request feature, and also makes the absence code available to employees in EP.
For each pay method used by the client:
Enter the Pay Method, which is how the employee is paid.
Enter the Leave Offset Pay Code, which is the pay code that will be reduced by the number of hours of paid time off. For example, if it is set to REG, the system reduces the REG hours for the employee.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Error_Messages/Pay_Rate_Change_Not_Approved.htm
Path:
PD/Payroll/Error_Messages/Pay_Rate_Change_Not_Approved.htm
YOU MUST FIRST CONFIRM THE PAY RATE CHANGE BY CLICKING ON THE CURRENT PAY RATE. THIS WILL DISPLAY THE PAY RATE ASSIGNMENT FORM WHICH WILL ALSO ALLOW YOU TO ASSIGN HOURS TO THE NEW PAY RATE IF REQUIRED. ONLY [NNNN] WERE ABLE TO BE UPDATED. PLEASE CHECK ANY ERROR DETAILED. THERE WERE [NNNN] EMPLOYEES THAT FAILED DUE TO A PAY RATE CHANGE ISSUE. THE EMPLOYEE IS [NNNNNN].
To resolve this error:
Click the red indicator [Image: screenshot] in Summary Time Sheet Entry to open the New Pay Rate Assignment form.
Enter the Hours worked at the new rate (second row) and then press Tab.
The Hours at the original rate (first row) adjust automatically so that the sum equals the Target Hours.
The system returns you to the Summary Time Sheet Entry form, and the indicator changes to green
[Image: screenshot]
.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Error_Messages/Plan_Requires_Premium_Rate_Group.htm
Path:
PD/Payroll/Error_Messages/Plan_Requires_Premium_Rate_Group.htm
Plan {nnnn} requires a premium rate group but none is set up for this company EMPLOYEE ID {N#####} BENEFIT PLAN ID {NNNN} BENEFIT/PREMIUM CONTRIB UPDATE
The Group Benefit Plan is set to require premium rates and the value is missing from the client’s Benefit Plan Setup record.
You or your benefits administrator should proceed with the following steps prior to recalculating the batch:
Make sure the correct client record is shown near the top of the page. If not, click on it and then select the correct client.
Open Benefit Plan Setup (found in the Client menu under Client|Change).
Select the appropriate Plan Class.
Enter or select the Plan.
In the Group Benefits Setup panel, enter the Premium Rate Group.
For more information on the form, see Setting Up a Benefit Plan.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Error_Messages/Posting_Errors.htm
Path: PD/Payroll/Error_Messages/Posting_Errors.htm
These errors occur during the posting (finalization) step of payroll processing. Refer to the appropriate procedure to resolve the issue.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Error_Messages/Retirement_Plan_Match_Rules_Not_Set_Up.htm
Path:
PD/Payroll/Error_Messages/Retirement_Plan_Match_Rules_Not_Set_Up.htm
RETIREMENT PLAN MATCH RULES NOT SETUP FOR PLAN {NNNN}
The retirement plan match rules are not set up for the indicated plan.
To resolve this error:
Make sure the correct client record is shown near the top of the page. If not, click on it and then select the correct client.
Open Retirement Match Rules (found in the Client menu under Client|Change).
Enter the Benefit Group ID.
Select the Retirement Plan.
Select the Effective Date.
Complete the other fields correctly. See Establishing Retirement Match Rules for descriptions of the fields.
Click Save.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Error_Messages/SB_PP_Error_Messages.htm
Path:
PD/Payroll/Error_Messages/SB_PP_Error_Messages.htm
Error messages alert the users when PrismHR has insufficient or incorrect information to properly process a payroll batch. Resolve the issue to proceed; some issues might require that the user have specific permissions.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Error_Messages/Time_Sheet_Errors.htm
Path: PD/Payroll/Error_Messages/Time_Sheet_Errors.htm
These errors occur during time sheet entry and finalization steps of payroll processing. Refer to the appropriate procedure to resolve the issue.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Error_Messages/Time_Sheet_Import_Issues.htm
Path:
PD/Payroll/Error_Messages/Time_Sheet_Import_Issues.htm
These are common issues related to time sheet imports. Refer to the appropriate procedure to resolve your problem.
Related Topic
Apply FLSA Ruleset to Employees Added by Time Sheet Import
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Error_Messages/WC_Billing_Modifier_Xref_Not_Found.htm
Path:
PD/Payroll/Error_Messages/WC_Billing_Modifier_Xref_Not_Found.htm
{employee name} W/C BILLING MODIFIER X-REF RECORD NOT FOUND FOR CLIENT IN STATE {NN}
There is no workers’ compensation modifier cross-reference record file available for the client in the state mentioned in the error message.
To resolve this error:
Make sure the correct client record is shown near the top of the page. If not, click on it and then select the correct client.
Open the W/C Billing Modifiers form (found in the Client menu under Client|Change).
Enter the two-character State Code.
Enter the Effective Date or select the existing date. This must be before the pay date and not have a date later than it.
Enter other information as required.
Click Save.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Error_Messages/WC_Rates_Xref_Not_Found.htm
Path:
PD/Payroll/Error_Messages/WC_Rates_Xref_Not_Found.htm
{Employee Name} WC.RATES.XREF RECORD {rate template ID}.{state code}.{wc code} NOT FOUND
There is no workers’ compensation rate defined for this employee’s position classification on the rate template associated with the client’s policy.
Note: Note: If the rate template ID was not included in the error message, you can find the client’s policy in the Client Details > Benefits tab. You can find the rate template for that policy in W/C Policies.
To resolve this error:
Open W/C Classification Rates (found in the Back Office menu under System|Change).
Select the Rate Template.
Select the State.
Enter the Class Code.
Enter the Effective Date. (The effective date must precede the pay date.)
Enter the Gross Rate, which is the workers’ compensation insurance premium’s gross rate as a percentage; for example, enter 1 for $1.00 per $100 wages.
Complete the other fields as required. See Defining W/C Classification Rates for descriptions of those fields.)
Click Save.
Note: The following section only applies to On-Prem customers who are still using HRPyramid.
If this does not solve the problem, check the W/C policy information in the Client Details Benefits tab. If the Use Rate Templates option is not selected and your organization is set to Use Legacy W/C Rate Tables in the System Parameters, then you need to set the rates in the backend system for PrismHR.
In the backend system (HRPyramid), select System Administration > File > W/Comp Setup Menu (Traditional) > W/C Classification Rates.
Enter the State postal code.
Enter the Class Code.
Enter the Effective Date.
Enter the Class Description if it did not populate based on the class code you entered.
Enter the Gross Rate.
If necessary, click F5-Rate Override and then enter any overrides for the policy. Click F2-Accept when finished.
If necessary, click F6-Other and enter the other information. Click F2-Accept when finished.
Click F2-Save.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Front_Matter/About_Positive_Pay.htm
Path: PD/Payroll/Front_Matter/About_Positive_Pay.htm
Positive pay is an automated fraud detection tool offered by the cash management department of most financial institutions. In its simplest form, it is a service that matches the account number, check number, and dollar amount of each check presented for payment against a list of checks previously authorized and issued by the company. All three components of the check must match exactly or the bank will not honor the check.
The main tasks related to positive pay are:
Setting up positive pay on each bank account, which is maintained in the backend system for PrismHR.
Creating a positive pay file; see Create Positive Pay Files.
Recreating positive pay files as needed: see Recreate Positive Pay Files.
Producing a positive pay report: see Positive Pay File Report.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Front_Matter/ASO_Accounting.htm
Path: PD/Payroll/Front_Matter/ASO_Accounting.htm
You can set up accounting information for a client that is set up as ASO (administrative services only).
Note: Note that if someone edits an ASO client’s G/L setup then a user needs to regenerate the allocations of previous payroll data; see Regenerating ASO Client Accounting
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Front_Matter/Check_Messages.htm
Path: PD/Payroll/Front_Matter/Check_Messages.htm
You can create text messages that selectively display on standard payroll checks, in addition to payroll batch check messages:
All employees of an employer
All employees of a client
One employee
All active employees
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Front_Matter/Client_Report_Params.htm
Path: PD/Payroll/Front_Matter/Client_Report_Params.htm
The Report Parameters feature allows you to specify run-time parameters for some of the reports that print for this client when a user processes the payroll. The reports in the list are specified in the Client Details Payroll tab.
Not all reports allow you to specify default parameters. The reports that do are listed below. The other reports have set parameters that you cannot customize for the client.
[Image: screenshot]
Note: Note: If a report is set at the global level, users can edit the default parameters from the main Client menu.
Related Topics
System Parameters Printing Setup for Global Payroll Reports
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Front_Matter/Deduction_Sequencing.htm
Path: PD/Payroll/Front_Matter/Deduction_Sequencing.htm
The order in which deductions are calculated during initialization is simply based on the order in which the deductions appear on the employee’s Recurring Deductions. That order is determined by the order in which benefits—such as 401(k) plans, FSA plans, group benefit plans, garnishments, and loans—are entered into the system. Since group benefit plans are automatically calculated by the system on a periodic basis, they are usually the deduction codes that appear at the bottom of the list in Recurring Deductions.
At the beginning of batch initialization, the system adds all scheduled deductions to the employee’s pay voucher regardless of the cash pay available to support the deduction amounts. After all pay and deductions have been added to an employee’s paycheck and the initial tax calculation is complete, the system searches for any vouchers where the sum of the calculated taxes and payroll deductions exceeds the amount of cash pay. In such cases, the system removes or reduces the deductions to the point where the net cash pay calculated on the voucher is equal to or slightly greater than zero.
The system performs the following process until the net pay is equal to or slightly greater than zero:
Removes or reduces deductions that are currently in arrears and were added to the pay voucher.
Removes or reduces employee loan deductions.
Removes or reduces other scheduled deductions, beginning with one-time deductions.
Removes or reduces deductions that are the result of a benefit billing adjustment.
Removes or reduces deductions that contribute to the cost of a group benefit plan, and puts any amount not deducted into arrears.
Removes or reduces any voluntary deductions that are set up to go into arrears, and puts any amount not deducted into arrears.
Removes or reduces any voluntary deductions that are not set up to go into arrears.
Removes or reduces any retirement contribution deductions.
Removes or reduces any FSA contribution deductions.
If the net pay is still not adjusted, it is probably the result of a manual override made to a tax calculation. In such cases, the payroll processor must manually remove the override and recalculate the batch.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Front_Matter/Other_Time_Sheet_Processing.htm
Path:
PD/Payroll/Front_Matter/Other_Time_Sheet_Processing.htm
There are some other entries you might make on the time sheet during payroll processing:
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Front_Matter/Payroll_Option_Templates_Overview.htm
Path:
PD/Payroll/Front_Matter/Payroll_Option_Templates_Overview.htm
Payroll option templates (also known as calculation templates) allow your organization to change the processing options for one or more employees within a particular payroll batch.
Note: Note: This is different from the Payroll Options in Payroll Control, which applies the settings to all employees in a batch.
Maintain the templates that your organization uses: see Managing Payroll Option Templates.
Your organization might specify templates at the client level:
If your organization has not chosen to always use payroll option templates at the global level, you must assign templates to each client that will use them; see Client Setup for Payroll Option Templates.
If your organization has opted to use payroll option templates at the global level, then you need to set a custom feature code; see Global Management of Payroll Option Templates. If a client does not have any templates specified in Client Details, users can select any template for employees in that client’s payroll batches.
Users can apply templates to employees in Payroll Control; see Applying Payroll Option Template in Payroll Control.
Users can also apply templates to employees in Summary Time Sheet Entry; see Applying Payroll Option Template in the Time Sheet.
After the payroll is processed, users can see which template was used by looking at the employee’s voucher; see Payroll Option Template in Employee Voucher.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Front_Matter/PR_UG_Appendix_Troubleshooting.htm
Path:
PD/Payroll/Front_Matter/PR_UG_Appendix_Troubleshooting.htm
These are procedures for dealing with uncommon payroll administration situations.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Front_Matter/PR_UG_Chapter_CompanyLevelSetup.htm
Path:
PD/Payroll/Front_Matter/PR_UG_Chapter_CompanyLevelSetup.htm
There are items required for set up at the client level.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Front_Matter/PR_UG_Chapter_Dashboards.htm
Path:
PD/Payroll/Front_Matter/PR_UG_Chapter_Dashboards.htm
Dashboards are another way to look at employee information.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Front_Matter/PR_UG_Chapter_ImportExport.htm
Path:
PD/Payroll/Front_Matter/PR_UG_Chapter_ImportExport.htm
You must set up definitions before you can import files.
WARNING: You cannot import native Microsoft Excel (.xls) files. Data errors will occur. You can import only tab-delimited, comma-separated values (.csv), or fixed format data files.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Front_Matter/PR_UG_Chapter_Inquiries.htm
Path:
PD/Payroll/Front_Matter/PR_UG_Chapter_Inquiries.htm
PrismHR provides several inquiry forms to help you review your payroll data.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Front_Matter/PR_UG_Chapter_PayrollCodeFiles.htm
Path:
PD/Payroll/Front_Matter/PR_UG_Chapter_PayrollCodeFiles.htm
There are files you must set up to use payroll features in PrismHR.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Front_Matter/PR_UG_Chapter_Reports.htm
Path: PD/Payroll/Front_Matter/PR_UG_Chapter_Reports.htm
Use these reports in PrismHR to view payroll information.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Front_Matter/PR_UG_Chapter_Reversal_Void_Process.htm
Path:
PD/Payroll/Front_Matter/PR_UG_Chapter_Reversal_Void_Process.htm
PrismHR offers ways to process payroll voucher reversals and voids.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Front_Matter/PR_UG_Chapter_SystemLevelSetup.htm
Path:
PD/Payroll/Front_Matter/PR_UG_Chapter_SystemLevelSetup.htm
It is important that you maintain payroll records properly, and understand how these files fit into PrismHR‘s processing scheme. Determine the best way to enter data into the payroll management files.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Front_Matter/PR_UG_Chapter_Track_Voluntary_Dedns_To_Arrears.htm
Path:
PD/Payroll/Front_Matter/PR_UG_Chapter_Track_Voluntary_Dedns_To_Arrears.htm
You can track arrearage on voluntary deductions using the fields in various forms that support and enable this feature.
During payroll calculation, the system looks to determine if a particular voluntary deduction should go into arrears. It checks the records in this order:
Employee Details
Client Details
Deduction Codes
You can set up the arrears-tracking features at the levels required by your organization:
One or more employees
One or more clients
The entire system
A combination of these options for any deduction codes
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Front_Matter/PR_UG_Cutback_Check_Processing.htm
Path:
PD/Payroll/Front_Matter/PR_UG_Cutback_Check_Processing.htm
Third party check processing connects employee voluntary deductions and garnishments with designated payees. PrismHR deducts the designated pay amounts from the employee and creates a check made payable to the designated payee through third party check batch processing or when your organization processes a payroll.
Note: Note: In addition to setting up the payees and deduction codes for each client, Third Party Check Printing Mode must be set in System Parameters.
Important! The legacy system did not require a system parameter selection because the automatic processing of garnishment checks with payroll did not function as intended. With the improvement to the process in PrismHR, it is now necessary to define whether processing will be done by Batch Mode or Real Time. This setting must be enabled in system parameters before processing payrolls with third party deductions/garnishments.
To process third party checks, see the following:
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Front_Matter/PR_UG_Employee_Payroll_Info.htm
Path:
PD/Payroll/Front_Matter/PR_UG_Employee_Payroll_Info.htm
Properly establishing employee payroll files is essential to maintaining accurate records for your client.
Any deductions to take from an employee’s pay—other than payroll taxes—are listed in the employee’s Recurring Deductions form.
Employee debts are tracked using the Employee Loan and Employee Garnishment forms.
The Employee Deduction Arrears form tracks deductions automatically placed into arrears for employees if their wages were not sufficient to cover a benefit deduction.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Front_Matter/PR_UG_Import_Processing.htm
Path:
PD/Payroll/Front_Matter/PR_UG_Import_Processing.htm
PrismHR offers import processing to upload/import database files.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Front_Matter/PR_UG_Other_Processing.htm
Path:
PD/Payroll/Front_Matter/PR_UG_Other_Processing.htm
Special situations are handled by specific features. These features enable you to make the adjustments needed for processing unique and temporary payroll situations. Be sure you fully understand the implications of using these features.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Front_Matter/PR_UG_Payroll_Overrides_Other_Entries.htm
Path:
PD/Payroll/Front_Matter/PR_UG_Payroll_Overrides_Other_Entries.htm
Special situations require special handling options. Users can make special adjustments to process unique and temporary payroll situations. Be sure you fully understand the implications before using these features.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Front_Matter/PR_UG_Payroll_Processing.htm
Path:
PD/Payroll/Front_Matter/PR_UG_Payroll_Processing.htm
PrismHR offers unique workflow management systems for processing payroll, designed to expedite the payroll process.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Front_Matter/Tips_On_Time_Sheet_Forms.htm
Path:
PD/Payroll/Front_Matter/Tips_On_Time_Sheet_Forms.htm
Here is some information on using the time sheet forms:
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Front_Matter/UG_Chapter_Adjustment_Processing.htm
Path:
PD/Payroll/Front_Matter/UG_Chapter_Adjustment_Processing.htm
Special situations require special handling options, such as one-time or temporary adjustments to payrolls. Be sure you fully understand the options before using them.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Import%20Processing/Direct_Pay_Entry.htm
Path: PD/Payroll/Import Processing/Direct_Pay_Entry.htm
Use the Direct Pay Entry form to import the .csv file you configured using the Direct Pay Entry Configuration form.
Note: Note the following:
The Direct Pay Entry form is only available for service providers.
Before importing the configured .csv file, you must enable the BULLHORNPAY definition ID on the Pay Import Definition form. This format is used in conjunction with the Direct Pay Entry form to upload employee time. (Some imports already have this information pre-configured, but if not use the setup shown below.)
[Image: screenshot]
Important! The system only uses the BULLHORNPAY definition ID for code mapping.
The .csv file format is static:
[Image: screenshot]
To import the payroll data file:
Select Direct Pay Entry on the Payroll|Import Processing menu.
Select Find File. In the File Upload window that displays, click Add Files.
Select the .csv payroll data file.
Click Start Upload. If successful, “Upload complete” displays.
Click Close to close the File Upload window. The Uploading Direct Pay process window displays the process steps. (Click Report to obtain a report of the process.)
Click Close to close the Uploading Direct Pay process window. The imported file’s log information displays. (Click Log at any time to display this information.)
Click Trace to display the imported file’s trace information.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reference/Deduction_Methods.htm
Path: PD/Payroll/Reference/Deduction_Methods.htm
In some forms, deduction methods display as abbreviations.
F - Fixed
R - (Rate) x (Hours Worked)
L - Tax Levy Reverse Calculation
G - Garnishment
K - Retirement Plan
PG - Percent of Gross Earnings: includes all payments, which are expense reimbursements, fringe benefits, and earnings
PE - Percent of Gross Earnings: includes pay codes with Earning disburse type
PS - Percent of Straight Time: includes pay codes with Straight rate class
U - Union
The calculation method determines how the system calculates the deduction amount, or where it obtains the calculation method.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reference/Deduction_Types.htm
Path: PD/Payroll/Reference/Deduction_Types.htm
In some forms, deduction types display as abbreviations.
V - Voluntary Deduction
G - Wage Garnishment
L - Employee Loan Payment
K - Pre-Tax Retirement Contribution
KC - Catch-Up Retirement Contribution
KE - Post-Tax Retirement Contribution
KL - Retirement Plan Loan Payment
KR - Roth 401K Contribution
KCR - Roth 401K Catch- Up Contribution
C - Section 125 Plan Contribution
F - Flexible Spending Account
P - Post-tax Benefit
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reference/Settings_in_Employee_Details.htm
Path:
PD/Payroll/Reference/Settings_in_Employee_Details.htm
Each employee record contains personal information for the employee.
Users with the appropriate permissions can access Employee Details through the HR menu under HR|Change. Refer to the online help or the Human Resources User Guide to learn about using this form.
Name tab: These fields are read-only; use other features to make changes.
Status Date
Type Date
Position
Employer
Employer Start Date
Last Hire Date
Original Hire Date
Address tab: This tab contains the employee’s personal address information.
Work tab: Some fields can be adjusted on this tab, and others require you to use other features to change the values.
Benefits Thru Date
Term Reason
Pay tab: This tab contains the employee’s compensation data, including Compensation and Allocations.
Tax tab: Use this tab to maintain the employee’s present tax filing status. If you need the tax filing status at the time a voucher was produced, you can find the information on the payroll voucher. This tab also includes the Employment Verification data.
Deposit tab: All or part of an employee’s net payment can be deposited directly, and even include a balance amount on the paycheck.
Other tab: Various additional employee settings.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reports/2019/Payroll_Billing_Summary_Report.htm
Path:
PD/Payroll/Reports/2019/Payroll_Billing_Summary_Report.htm
This report works in conjunction with the Payroll|View|Payroll Billing Summary form, which lists each voucher paid and the billing line item created on the invoice for the client. (See Reviewing Paid Vouchers and Invoice Billing Line Item)
Note: Note: You can access this report directly from the Payroll|Report menu after you add it to your user role.
[Image: screenshot]
To run the report, do the following:
Select or enter the Payroll Number.
Select Employee Name or Voucher Number in the Sort Report by field.
Click Report. For example, the following report displays after selecting a Payroll Number with the Employee Name parameter selected:
[Image: screenshot]
The following report columns display in the report:
Employee ID
Employee Name (If sorted by Employee Name, they display in alphabetical order)
Voucher # (if sorted by Voucher Number, they display in chronological order)
Gross Pay
Admin Fee
Benefits
Deductions
Workers Comp
Taxes
Total Invoice
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reports/2019/Payroll_Summary_Report.htm
Path:
PD/Payroll/Reports/2019/Payroll_Summary_Report.htm
This report works in conjunction with the Payroll Summary form, which lists all payments made in a payroll batch and provides access to individual payroll voucher details.
Note: Note:
This form uses Client Access Group security as well as Data Entity security.
Worksite managers, worksite trusted advisors, and service providers can access the form.
To access the form, clickReports menu. Under Payroll|Report, click Payroll Summary Report.
To generate the Payroll Summary Report:
| a. | Under the Report Period section: |
|---|---|
| Field Name | Description |
| — | — |
| Payroll Number | The payroll number for which you want to run this report or click the Payroll Number link to select one from the Select Payroll Batches window. Only the first 100 payroll numbers are displayed in the window. To see more payroll numbers, scroll down and click More. > Note: Note the following: - When you click the Payroll Number hyperlink, you see a list of all available payrolls posted by the client. - When you run the report selecting a Payroll Number in initialized status, it returns data from the initialized payroll. - When you run the report selecting a Payroll Number in posted status, it returns data from the posted payroll. - When you run the report selecting a Date Range, it returns data only from the posted payroll and not initialized payroll. |
Click Run. The report displays on-screen.
Click XLS to download the report.
Click Clear to refresh the screen.
Click Close to close the screen.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reports/2020/Cutback_Check_Advice_Report.htm
Path:
PD/Payroll/Reports/2020/Cutback_Check_Advice_Report.htm
The Third Party Check Advice Report, available from the Payroll|Report menu, retrieves garnishment or non-garnishment third party check information that details employees and component amounts included in the third party check.
To run this report, do the following:
Select Third Party Check Advice Report in theReports menu under Payroll|Report.
In the Selection Parameters panel, complete the following fields:
| Field | Description |
|---|---|
| Check Type | Select one of the following options: - Garnishment: Retrieves employee garnishment information. - Third Party: Retrieves employee third party check information. |
If third party checks are found, the report displays. For example:
[Image: screenshot]
The report columns are:
| Column | Description |
|---|---|
| Check Number | The number on the third party check. |
| Payee | The vendor name associated with the third party check. |
| Check Date | The date on the third party check. |
| Line | The line associated with the third party check. |
| Employee | The employee ID associated with the third party check. |
| Name | The employee name associated with the third party check. |
| Case Number | The case number associated with the third party check. |
| Case Date | The case date associated with the third party check. |
| Payment Amount | The payment amount on the third party check. |
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reports/2020/Payday_Notification_Transmission_Report.htm
Path:
PD/Payroll/Reports/2020/Payday_Notification_Transmission_Report.htm
In association with the Payday Notification Queue form (see Managing Pending Payday Notifications), you can run a report that lists payment notification transmission statuses using the Payday Notification Transmission Report.
Note: This report is only available for service providers.
To run this report, do the following:
Select Payday Notification Transmission Report in theReports menu under Client|Report.
Complete the following fields:
Field — Description
Employee ID — Enter or select the Employee ID. The Employee Name associated with this ID displays. Leave this field blank to receive results for all applicable employees.
Start Date — Enter or select the Start Date of the transmissions. Note: The start date cannot be more than 90 days in the past (defaults to 30 days before the current date).
End Date — Enter or select the End Date of the transmissions. Note: The end date cannot be a future date (defaults to the current date).
If transmissions are found, the report displays. For example:
[Image: screenshot]
The report columns are:
| Column | Description |
|---|---|
| Employee Name | The name of the employee. |
| Emp ID | The ID of the employee. |
| Payroll Number | The payroll number associated with the payday notification. |
| Pay Date | The pay date associated with the payday notification. |
| Delivery Method | The method used to deliver the payday notification. For example, email. |
| Status | Displays whether the payday notification was successful, unsuccessful, or cancelled. |
| Status Date | The date when the payday notification was sent. |
| Status Time | The time when the payday notification was sent. |
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reports/2021/Employee_PTO_Accruals_Report.htm
Path:
PD/Payroll/Reports/2021/Employee_PTO_Accruals_Report.htm
Use the Employee Time Off Accruals Report form to generate a report that displays the accrual of time off hours for each employee in a particular payroll.
You can access this report from several locations:
In the list of payroll reports that displays on the SuperBatch form during payroll processing.
In the View menu on the Payroll > Action > Process Payroll form.
In the Reports menu under Payroll|Report.
To run the Employee Time Off Accruals Report:
Enter or select a Payroll Number.
Select whether you want to Sort By employee name or voucher.
Click Run. The report generates.
The report includes the following employee and time off accrual information:
Employee Name
Employee ID
Voucher ID
Accrual Schedule Code
Accrual Schedule Description
Accrued Through Date
Hours Accrued
Current Balance (Note: This column displays the YTD hours available for each employee from the Employee Time Off Register for each accrual schedule.)
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reports/2021/Negative_Pay_Report.htm
Path: PD/Payroll/Reports/2021/Negative_Pay_Report.htm
The Negative Pay Report, available from the Payroll|Report menu, allows you to generate a report that lists all employees whose gross pay is less than zero or have negative hours. (This might occur as an adjustment mechanism for the client.)
To run this report, do the following:
Select Negative Pay Report in theReports menu under Payroll|Report.
Enter or select the Payroll Number.
Click Run. During a short delay, the system builds the data. (Note: If you enter or select a Payroll Number and no gross pay amounts less than zero are found, a confirmation message displays, “No items to print on this report.”)
The report only displays those employees who have negative hours or a negative gross pay entry, sorted by the net ascending hours. For example:
[Image: Negative Pay Report example]
Note: Note the following about this report:
You can run this report after doing the timesheet entry.
The shaded lines display the sub-total net hours for each employee, but these sub-totals cannot be exported to Excel output.
Employees with net positive hours might display in this report.
The report columns are:
Column — Description
Emp ID — The ID associated with the employee.
Name — The employee name associated with the negative gross pay.
Pay Code — The pay code associated with the employee.
Location — The location associated with the employee.
Project — The project associated with the employee.
Date — The pay date associated with the employee.
Pay Amt — The negative pay amount associated with the employee. (Note: This could also be a positive pay amount, if an employee has both negative and positive pay entries.)
Hours — The negative hours associated with the employee. (Note: This could also be positive hours, if an employee has both negative and positive pay entries.)
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reports/Additional_Fixed_Income_Tax_Override_Report.htm
Path:
PD/Payroll/Reports/Additional_Fixed_Income_Tax_Override_Report.htm
This report displays federal and state fixed income withholding per employee.
The Additional Fixed Income Tax Override Report is found in theReports menu under Payroll|Report.
[Image: Additional Fixed Income tax report example]
The report columns are:
Employee Name: Employee name displays as last name first.
Federal Override Type: The type of amount to withhold for federal taxes.
Federal Override Amount: The amount to withhold for federal taxes.
State Override Type: The type of amount to withhold for state taxes.
State Override Amount: The amount to withhold for state taxes.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reports/Additional_Income_Tax_Override_Report.htm
Path:
PD/Payroll/Reports/Additional_Income_Tax_Override_Report.htm
This report displays federal and state income withholding per employee.
The Additional Income Tax Override Report is found in theReports menu under Payroll|Report.
[Image: Additional income tax override report example]
The report columns are:
Employee Name: Employee name displays as last name first.
Tax Authority ID: The tax authority number.
Tax Authority Name: The tax authority name.
Override Type: The override type code. (For example, F - fixed amount or P - percentage)
Override Amt: The amount of the override.
Start Date: The date the override starts.
End Date: The date the override ends.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reports/Allocated_Tips_Report.htm
Path: PD/Payroll/Reports/Allocated_Tips_Report.htm
This report displays the tip information for employees in a payroll, providing users with the data they need to check for any shortfall based on total receipts and direct tips for that payroll.
The Allocated Tips By Payroll Report is located in theReports menu under Payroll|Report.
[Image: report input field]
To run this report:
Enter the Payroll Number.
Click Run.
[Image: Allocated tips report example]
The report columns are:
Employee: Employee ID.
Employee Name: Employee name displays as last name first.
Allocation Percentage: The allocation percentage defined in the Payroll tab of Client Details.
Tip Sales: Employee’s individual tip sales for the payroll.
Total Receipts: Sum of all tip sales.
Direct Tips: Employee’s reported tips.
Tip Shortfall: Amount of the shortfall for the payroll.
Tot Allocated Tips: Total amount of tips allocated to the employee.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reports/ASO%20Payroll%20Register.htm
Path: PD/Payroll/Reports/ASO Payroll Register.htm
Use this form to generate a payroll register report that includes ASO payroll liabilities for taxes and company contributions. It does not account for PEO billing markups or discounts.
Note: Note:
Client Access Group security is not enabled on this form, but Data Entity Security is enabled on this form.
Worksite Managers, Worksite Trusted Advisors and Service Providers can access the form.
To access this form, clickReports menu. Under Payroll|Report, click ASO Payroll Register.
To generate the ASO Payroll Register:
| Field Name | Description |
|---|---|
| Payroll Number | Select this option if you want to run this report using payroll numbers. Enter the payroll numbers here for which you want to run this report or click the Payroll Number link and select them from the Select Payroll Batches dialog box. |
| Pay Date Range | Select this option if you want to run this report using the pay date range. Enter the following information: - Start Date - Enter the start date of the pay period. - End Date - Enter the end date of the pay period. |
Click Run to generate the report on screen.
Click Clear to clear this form at any time.
Following is a sample of the ASO Payroll Register Report.
[Image: ASO Payroll Register Report]
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reports/ASO_Client_Payroll_Accounting_Journal_Detail_Report.htm
Path:
PD/Payroll/Reports/ASO_Client_Payroll_Accounting_Journal_Detail_Report.htm
This form produces a report, Client Account Journal Detail Report, that displays ASO client accounting details. For example:
[Image: screenshot]
Note: You must set up ASO accounting using the ASO Global G/L Account Setup form before running this report.
To run this report:
Go to the ASO Client Payroll Accounting Journal Detail Report form on theReports menu under Payroll|Report.
Enter or select the Start Pay Date and the End Pay Date.
Click Run. The Client Account Journal Detail Report displays. For example:
[Image: screenshot]
The report columns are:
Journal ID: ID of the payroll account journal.
Pay Date: The pay date for that payroll account journal.
GL Account Number: The GL account number of the payroll account journal.
Debit Amount: Total debit amount.
Credit Amount: Total credit amount.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reports/Batch_Register_Report.htm
Path: PD/Payroll/Reports/Batch_Register_Report.htm
This report displays detailed information per employee for a payroll.
[Image: Batch Register report parameters]
To run the Batch Register report:
Enter the Payroll Number.
Click Run.
[Image: Batch Register report output]
The report columns are:
Employee Name: Employee name displays as last name first.
Address: The employee’s residential address.
Title: The employee’s position title.
Status: The employee’s employment status (for example, Active or On Leave).
Type: The employee’s employment type (for example, Full-Time or Part-Time).
EEO: The employee’s position EEO class.
Employee ID: Employee ID
Dept: The employee’s assigned department.
W/C: The employee’s assigned workers compensation class code.
FLSA: The employee’s FLSA type (for example, Standard, Highly Compensated or Exempt).
PayGrd: The employee’s pay grade based on their position title.
Salary: The employee’s compensation amount based on the pay group.
Hire: The employee’s last hire date.
Term: The reason for employee’s termination.
Review: Date of employee’s last review.
Employee Number: Employee Number
Gender: Employee Gender
DOB: The employee’s date of birth.
Tax Filing Info:
Type: Type of tax filing (for example, Federal, AR, AZ and so on).
Status: The status of tax filing.
Add’L: Additional codes associated with that tax type.
Direct Deposit:
Account No: Employee Bank Account Number
Tran/ABA: Employee Bank Transaction Number
CHK/SAV: The employee’s (C) checking or (S) saving account where the pay amount is deposited.
$/%: The amount or percentage that is deposited. Balance displays when it is the last deposit or only deposit.
Earnings:
Type: Pay Code and Description
Current: The pay amount for this pay period.
MTD: Month to date pay
QTD: Quarter to date pay
YTD: Year to date pay
Deductions:
Type: Deduction Description
Current: The deduction amount for this type during this pay period.
MTD: Month to date deduction
QTD: Quarter to date deduction
YTD: Year to date deduction
Disbursements:
Voucher No: Voucher Number
Check No: Check Number
Check Amount: The amount on this check.
Direct Deposit Amount: The amount that is direct deposited for this check / voucher.
Paid Time Off:
Description: The paid time off description.
CarryFWD: The amount of paid time off carried forward.
Accrued: The amount of paid time off accrued in this pay period.
Used: The amount of paid time off used in this pay period.
Balance: The amount of paid time off available after this paid period.
Grand Total: The total for all employees.
Total Employee Count: The number of the employees included in the report.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reports/Benefit%20Register%20Employer%20Report.htm
Path:
PD/Payroll/Reports/Benefit Register Employer Report.htm
Use this form to generate a report across several clients that shows the employer paid premium for benefit plans. This report shows benefits register amounts that were contributed by an employer to an employee during a specific year.
Note: Note: Client Access Group Security is enabled on this form.
To access the form, clickReports menu. Under Benefit|Report, click Benefit Register Employer Report.
To generate the benefit register employer report:
In This Field — Enter This
Year — The year to report on.
Employer ID — The employer ID, or click the Employer ID link to select the employer.
Employee ID — This field is optional. Enter the employee ID, or click the Employee ID link to select the employee. Leave this field blank to generate report for all employees under the specified employer.
Show only Benefit Plans reported on W-2 Forms — Check this box only if you want to generate a report for employer paid premiums on Benefit Plan reported on W-2 Forms.
Click Generate Report to generate the Benefits Register Report for the selected employer for all employees or the selected employee.
Click the XLS link to download the report.
Click Clear to clear the screen.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reports/Benefit_Adjustment_Report.htm
Path: PD/Payroll/Reports/Benefit_Adjustment_Report.htm
This report will display employees with adjustments to their benefit and details of the adjustment.
Enter the Employee by either entering the name, Social Security Number, or ID to display a pop-up list of matching employee records. You can also click the field label or press Ctrl+Enter with your cursor in this field to open the search window. This will display results for only that employee, OR
Enter the Start Date and the End Date to run this report for a date range.
Under the Other Parameters section, click USE ‘XLS’ Format if you want to
Click Run to generate the Benefit Adjustments Report for the selected employee or for the selected date range.
Click Close to close this form at any time.
The report columns are:
Employee ID: Employee ID
Employee Name: Employee name displays as last name first.
Benefit Plan: The plan ID.
Period: The year and month.
Start Date: The benefit start date.
Bill Amount: The amount billed to the client from the benefit company.
Employee Contribution: The amount paid by the employee.
Insurance Cost: The amount of the premium that has already been accrued.
Net Inv Effect: The Bill Amount - employee contribution
Cycles: The number of cycles to bill.
Cycles billed: The number of cycles already billed.
B/R Adjustment: The benefit reconciliation adjustment to apply to the benefits reconciliation process of this adjustment.
Retro Enroll: Whether the adjustment applies to a retroactive enrollment. Pre-tax contributions cannot fund any part of the premium for retroactive enrollments. Y for Yes and N for No.
Ref. Number: The plan reference number.
Comment: Descriptive comments about this adjustment, typically something that would help someone understand the benefit adjustment.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reports/Calculate_Checks_Report.htm
Path: PD/Payroll/Reports/Calculate_Checks_Report.htm
This report provides a listing of employee’s details from the payroll voucher.
[Image: Calculate Checks report parameters]
To run the Calculate Checks report:
Select Primary Sort to sort by.
Select Secondary Sort to sort by.
Select Employee Sort to sort by Employee ID or Employee name.
[Image: Calculate Checks report output]
The report columns are:
Employee Name: Employee name displays as last name first.
Employee ID: Employee ID
Employee SSN: Employee Social Security number
Earnings: The earnings type.
Pay Code / Type: The pay code or pay type.
Department: The employee’s assigned department.
Position: The employee’s job description.
Rate: The employee’s hourly rate.
Hours: The hours the employee worked for this pay period.
Amount: The pay amount prior to deductions.
Deductions Code: The deduction codes applied per employee for this pay period.
Amount: The amount of each deduction.
Taxes Description: The description of the taxes applied per employee for this pay period.
Amount: The amount of each tax.
Net Pay Type: The description of the pay type.
Net Amount: The amount for each pay type.
Benefits Plan ID: The benefits applied per employee for this pay period.
Amount: The amount of the benefit.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reports/Certified_Payroll_Report.htm
Path: PD/Payroll/Reports/Certified_Payroll_Report.htm
Use the Certified Payroll Report form to run the on-demand version of the Certified Payroll Report. This report displays information about wages and payroll for all employees.
Note: Note: This report currently supports only the federal government version; additional state versions will be added at a later date.
[Image: Certified payroll report parameters]
Note: If an employee has a fringe rate, a second number displays in the RATE OF PAY column in the report output, separated from the first number using a slash (/). For example, 50.00/4.21.
To run this report:
Select or enter the Week Ending Date for the report.
Select Process Initialized Vouchers Instead of Posted to set the calculation to allocate by project total. When unchecked, the allocation is based on gross pay.
Select Allocate Deductions/Taxes by Project to calculate deductions and taxes. Checking the box sets the calculation to allocate by project total. When unchecked, the allocation is based on gross pay.
Select Report Type.
| a. | Select PDF to generate the report in a PDF format. |
|---|---|
| b. | Select CSV to generate this report in an excel format. |
| — | — |
Enter Project Codes for the payrolls that you want to include in the report. The Payroll Number displays.
Click Run.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reports/Certified_Payroll_XML_Download_Report.htm
Path:
PD/Payroll/Reports/Certified_Payroll_XML_Download_Report.htm
This report creates a state-required XML download for certified payrolls. For example:
[Image: screenshot]
Important! Before generating this report, you must set up the SSO Service ID, CAXML, so the system processes the file to Client Reports. (See Establishing SSO Services for more information.)
To create a state-required XML download for certified payrolls:
Enter a voucher Week Ending date that has Project Codes.
Select a Project Cost Code.
Enter a Payroll Number.
Click Run.
When the calculation begins, the Processing Steps form opens. When the Close button is enabled, the process is complete. You can close the form and return to the Certified Payroll XML Download Report form.
Note: Note: All dates and times in PrismHR are Central Time.
[Image: screenshot]
Any errors display at the bottom of the Process Step form. You must resolve these errors before the report will populate on the Client Reports form (found under Client|View).
Note: Note: The report is named FEIN number_Project ID_Week ending date.xml.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reports/Client-Allocation-Formats.htm
Path: PD/Payroll/Reports/Client-Allocation-Formats.htm
You can use the Client Allocation Formats form to set the presentation of each column in the Client Allocation Report (see Client Allocation Report). Formatting options include:
Selects the applicable client bill format if tied to a client bill or another format describing the allocation columns.
Specifies whether to include an employee totals column.
Adds, inserts, and deletes columns and shows them as tabs in the header area.
Adds text for up to two header lines for each column.
Creates and deletes allocation codes and descriptions.
Note: Note: If you try to delete an existing client allocation report format, a warning displays and prompts for confirmation. If your user role has Inquiry access to the form, all options except for Summary Report and Cancel are disabled. However, you can still select a format code and click a header to show the various allocations associated with it.
To access this form and format a report:
Click Back Office [Image: screenshot] .
From System|Change, click Client Allocation Formats.
Set a Format Code in either of the following ways:
Enter a value in the text box.
Click the Format Code link to open the Select Allocation Format selector. Then type a code to search or select an existing code from the list.
Enable Include Employee Total Column to add a column titled Employee Total as the last column in the report. The value is the total of all appropriate columns for each employee.
From the Report Columns panel, click + Add Column. Column Header fields and an Allocation Code grid appear. Generally, up to 10 columns can fit in a page in Landscape orientation. Additional columns appear in the exported report but may not be visible in a print-out. When a column is first added, its tab is associated with a number, such as Column 1, Column 2, and so forth. You are directed to the new column once it’s created. [Image: Example report column setup]
Enter a column name in Column Header Line 1 and use Column Header Line 2 if needed.
Click + to add an allocation code to this column. You can enter a new code and description, or select an existing code by clicking the Allocation Code link and searching or selecting a code from the Select Allocation Code selector. You can only select one code at a time.
Note: You cannot enter a duplicate Allocation Code in a client allocation format in any of the columns. (An error message displays if you enter a duplicate code.)
The following allocation codes are available:
| Allocation Code | Description |
|---|---|
| 401K | Allocates 401K match amount. |
| 401KMatch | Sums the 401k Match amounts held in the following fields of the Employee Payroll Voucher: - Field 192 Matching Contribution - Field 195 PEO Matching Contribution - Field 255 Safe Harbor Type One Match - Field 256 Safe Harbor Type Two Match This amount is allocated based on the sort information entered for the report. Note: The amounts summed for this code differ from the amounts shown for the existing Allocation code 401K. |
Click Insert Column Before to create a new tab to the left of the currently selected tab or click Delete Column to remove the currently selected column and move remaining columns one column to the left.
Click Summary Report if you want to generate a summary report in PDF format. See Viewing the Job Control Status Report
When the process is complete, click Close to generate a summary report in PDF format.
Click Save to commit the changes.
The following example shows part of a summary report.
[Image: Allocation Format report output]
Note: Note: See Setting Client Allocation Report Parametersfor more information.
You can duplicate an existing format code and its formatting using the Copy feature.
Note: The Copy button is disabled until you enter or select a Format Code.
To copy an existing format code:
Enter or select a Format Code.
Click Copy. The Copy Client Allocation Format form displays.
Enter a new format code in the Enter a code for the new format field.
Note: If you enter an existing format code an error message displays, “Format code already exists. Please choose a different code.”
Click Save. The Client Allocation Formats form re-displays. The new format code displays with the copied formatting.
If appropriate, update the new format code’s information, then click Save.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reports/Client_Allocation_Report.htm
Path: PD/Payroll/Reports/Client_Allocation_Report.htm
This report provides a listing of client allocations based on the allocation format selected.
Parameters and defaults:
If there is a company level Client Allocation Parameters record saved, this will determine the default values in the form for this report.
If there is not a company level Client Allocation Parameters record saved, the default values will be global level parameters if a Global level record has been saved in Client Allocation Report Parameters.
If there is no company or global level Client Allocation Parameters record, the system defaults are as shown.
To access this form, clickReports menu. Under Payroll|Report, click Client Allocation Report.
Note: You can also access the Client Allocation Report for a selected payroll in the Approval Payroll Reports form. To do this, select Approval Payroll Reports in the View Report/Analytic field on the Payroll Approval form, then select Client Allocation Report in the Report Title column.
To run the Client Allocation Report:
Select the Allocation Format from the drop-down (required). (Allocation formats are managed in the Client Allocation Formats form.) The Allocation Format controls what data will be in each column of the report. When a format is selected, the number of columns defined display.
Select the Report Type:
Detail Report: This option displays the amounts allocated for each employee and miscellaneous charges at each allocation level, sub-totals for each allocation level, and the report total.
Summary Report: This option displays sub-totals for each allocation level and the report total.
Select Suppress EE Info in Report to suppress the line in the Detail Report displaying additional employee information, allowing more employees to fit per page in the report.
Select Suppress Employee ID to suppress the Employee ID column in the Client Allocation Report.
Select Suppress Subtotals to suppress the subtotals from the Detail Report.
Note: Using these two options together (along with the allocation and sort parameter Field Type Employee), allows the report to display employee amounts only.
Code Only: This option adds a column in the report for the Field Type Code.
Description Only: This option adds a column in the report for the Field Type Description.
Do Not Display: This option suppresses both the Field Type Code and Field Type Description in the report. If this option is not saved on the Client Allocation Report Parameters form, the default is Do Not Display.
Before EE Info: This option adds the Field Type columns to the report, before the columns with employee information.
After EE Info: This option displays the Field Type columns to the report, after the columns with employee information. If this option is not saved on the Client Allocation Report Parameters form, the default is After EE Info.
Select Sort by Field Type Description to sort by the Field Type description instead of the Field Type Code.
Select Suppress Page Break on Primary Sort (Detail Report) to suppress additional page breaks in the primary allocation in the Detail Report.
Select Include Page Break on Primary Sort (Summary Report) to add a page break to the primary allocation in the Summary Report.
Select Print Detail Line if Zero to include all allocated employees and miscellaneous charges, even when the amounts set up for the Allocation Format is zero (or null) for the employee or miscellaneous charge.
Select Suppress Miscellaneous Billing to suppress miscellaneous charges from the report.
Enter the Header Code.
Payroll Number: Displays the Payroll Number in the report header.
Invoice Number: Displays the Invoice Number in the report header.
Both: Displays both the Payroll Number and Invoice Number in the report header.
Select Include Pay Group in Header to include all pay groups included in the payroll, along with the period start and end dates.
Suppress Company Name suppresses this column when exporting as an Excel report.
Suppress Report Title suppresses this column when exporting as an Excel report.
Suppress Select Criteria suppresses this column when exporting as an Excel report.
Select the Field Type. This field controls the sortand how the amounts will be allocated for each employee and miscellaneous charge. If an employee or miscellaneous charge has time split across multiple items entered in the Field Type (for example, multiple departments), the amounts will be allocated across all departments. At least one field type is required. There is no limit to the number of fields you can enter.
You can enter custom Field Labels to go with the Field Type. This option allows the label for the Field Type entered to be customized, if desired. For example, if allocating the Field Type DEPARTMENT the label in the report will display DEPARTMENT unless the Field Labels is entered as Dept, then the report will display Dept.
Select either Sort By or Detail Only from the Sort/Detail drop-down. The first Field Type must be a Sort By field. Both Sort By and Detail Only Field Types can be used for allocations within the report, but Detail Only will not be sorted or subtotaled.
Indicate whether to include a Sub Total for the field.
If you selected Sort By, the options are Yes or No.
If you selected Detail Only, the only option is No.
The first Field Type in the table must be set to Yes.
Field types with Sub Total set to Yes will have a subtotal within the report.
Note: Note: If you want convert the report to a printable PDF, the report must not include more than 14 columns of data; If you selected the Suppress EE Info in Reports parameter, this maximum is 10. Reports that include more columns of data can be converted to Excel.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reports/Client_Bill_Rate_Report.htm
Path: PD/Payroll/Reports/Client_Bill_Rate_Report.htm
Use this form to generate a report to display a listing of client bill rates for a selected payroll number or an invoice number for the client.
Note: Note:
Worksite Managers, Worksite Trusted Advisors, and Service Providers can access the form.
Client Access Group Security and Data Entity security is enabled on this form.
To access the form, click Reports. Under Payroll|Report, click Client Bill Rate Report.
To generate the Client Bill Rate Report:
Field Name — Description
Payroll Number — Enter the payroll number for which you want to run this report or click the Payroll Number link and select it from the Select Payroll Batches dialog box, OR
Invoice — Enter the invoice number for which you want to run this report or click the Invoice link and select it from the Select Client Invoices dialog box.
Click Run to generate the report. The report shows up on screen.
Click Clear to clear the form at any time.
Click Close to close this form.
This report shows the following columns:
Dept Code: The employee’s department code.
W/C Class: The workers’ compensation ID.
Employee Name: Employee name displays as last name first.
Wages: The employee’s wages for that payroll.
Bill Rate: The rate in which the bill is paid.
Bill Charge: The amount charged for each bill rate.
Gross Bill: The total of wages and bill charges.
Benefits: The amount of benefits paid.
Credits: The amount of credits applied.
Misc: Miscellaneous amounts applied.
Total Bill: The total of all columns.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reports/Client_Check_Register_Report.htm
Path:
PD/Payroll/Reports/Client_Check_Register_Report.htm
This report provides check information from the Payroll Check Register. For example:
[Image: screenshot]
To run the Client Check Register report:
Enter a Starting Pay Date and an Ending Pay Date to run this report for a date range.
Select the Check Type to display.
Select the Check Status to display.
Note: If you select Reconciled, the Include Stale-dated Checks field displays. Enabling this field includes stale-dated checks when you run a reconciled check report.
Select Sort By to determine how the report is sorted.
Click Run. The report output displays. For example:
[Image: screenshot]
The report columns are:
Check Number: The number of the check
Type: The type of check (for example, Payroll, Garnishment, or Third Party)
Check Date: The date the check was issued
Status: The check status (for example, Escheated, Open, Reconciled, Stale-dated, or Voided)
Paid To: The employee’s name to whom the check is written
Amount Paid: The amount on the check
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reports/Create_Client_Accounting_Download_Report.htm
Path:
PD/Payroll/Reports/Create_Client_Accounting_Download_Report.htm
This report allows you to view client accounting details for a payroll batch.
[Image: Example of the client accounting download]
Note: Note: To run this report successfully, the client must have the Generate Accounting and Accounting Template fields configured on the Client|Change > Client Controls form; otherwise, an error message displays.
To run this report, do the following:
Access Payroll|Report > Create Client Accounting Download.
Click Payroll Number and select a completed payroll batch from the lookup list or enter the payroll number manually.
Click Run.
In the prompt that displays, browse to the location on your local drive where you want to save the report.
Click Save.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reports/Deduction_Code_Detail_Report.htm
Path:
PD/Payroll/Reports/Deduction_Code_Detail_Report.htm
This report displays employee’s deduction information.
To run the Deduction Code Detail report:
Enter the Pay Date On Or After and the Pay Date On Or Before to run this report for a date range.
Enter the report filters to display on the report:
Enter the field type. The field label displays. For example, if you enter a Location, the Location Name displays. The report displays records for that Location.
Filter any Deduction Codes or Deduction types in the Detail Filters panel.
Click Run.
The report columns are:
Ded’n Code: The deduction code used to identify the deductions from employee’s pay.
Deduction Description: The deduction description used to identify the deductions from employee’s pay.
Employee ID: Employee ID
Employee Name: Employee name displays as last name first.
Pay Date: The date the employee was paid.
Check #: The number on the check for that pay period.
Voucher #: The number of the voucher for that pay period.
Amount: The amount of the deduction.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reports/Deduction_Code_Summary_Report.htm
Path:
PD/Payroll/Reports/Deduction_Code_Summary_Report.htm
This report displays a list of deductions for a client along with the deduction taken for a single payroll or date range. Use the Deduction Code Summary Report form to determine what information prints on the Deduction Code Summary Report and in what order. You can run this report either by Payroll Number or by Pay Date Range.
If you run this report by Payroll Number, you can select from successfully initialized payroll statuses as well as completed payroll statuses.
If you run this report by Date Range, you can only select from completed payroll statuses for a specific period.
Note: Note:
This form uses Client Access Group security as well as Data Entity security.
Worksite Managers, Worksite Trusted Advisors, and Service Providers can access the form.
To access the form, clickReports menu. Under Payroll|Report, click Deduction Code Summary Report.
To generate the Deduction Code Summary Report:
| a. | Under the Report Period section |
|---|---|
| Field Name | Description |
| — | — |
| Payroll Number | The payroll number for which you want to run this report or click the Payroll Number link to select one from the Select Payroll Batches window. Only the first 100 payroll numbers are displayed in the window. To see more payroll numbers, scroll down and click More. > Note: Note: - When you click the Payroll Number hyperlink, you see a list of all available payrolls posted by the client. - When you run the report selecting a Payroll Number in initialized status, it returns data from the initialized payroll. - When you run the report selecting a Payroll Number in posted status, it returns data from the posted payroll. - When you run the report selecting a Date Range, it returns data only from the posted payroll and not initialized payroll. |
Deduction Code — If you want to run this report for specific deduction codes, enter them here or click the Deduction Code link and select them from the Deduction Codes window. The corresponding Deduction Code Description will populate automatically.
Click Run. The report shows up on the screen.
Click XLS to download the report.
Click Close to close the screen at anytime.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reports/Deduction_Register_Report.htm
Path: PD/Payroll/Reports/Deduction_Register_Report.htm
The Deduction Register Report lists all payroll deductions and the amount the employer contributes. This report is a deduction detail report that only displays deduction codes that are set up with a Rebate Bill Code on the Deduction Code form. Use the Deduction Register Report form to determine what information prints on the report and in what order. This report can be run using payrolls in progress and calculated payrolls that are either initialized or posted. If you use a date range, only posted payroll vouchers display in the output.
Note: Note:
This form uses Client Access Group security as well as Data Entity security.
Worksite Managers, Worksite Trusted Advisors, and Service Providers can access the form.
To access the form, clickReports menu. Under Payroll|Report, click Deduction Register Report. You can also easily access this report when processing payroll from the SuperBatch and the Process Payroll screen to help you review the payrolls better.
Note: You can also access the Deduction Register Report for a selected payroll in the Approval Payroll Reports form. To do this, select Approval Payroll Reports in the View Report/Analytic field on the Payroll Approval form, then select Deduction Register in the Report Title column.
To generate the Deduction Register Report:
| a. | Under the Report Period section: |
|---|---|
| Field Name | Description |
| — | — |
| Payroll Number | The payroll number for which you want to run this report or click the Payroll Number link to select one from the Select Payroll Batches window. Only the first 100 payroll numbers are displayed in the window. To see more payroll numbers, scroll down and click More. > Note: Note: - When you click the Payroll Number hyperlink, you see a list of all available payrolls posted by the client. - When you run the report selecting a Payroll Number in initialized status, it returns data from the initialized payroll. - When you run the report selecting a Payroll Number in posted status, it returns data from the posted payroll. - When you run the report selecting a Date Range, it returns data only from the posted payroll and not initialized payroll. |
Sort on Sort Parameters Description — By Default this is unchecked. Check this option to use the sort parameters descriptions instead of the codes for the options entered in Primary Sort, Secondary Sort and Tertiary Sort.
Page Break on Primary Sort — By Default this is unchecked. Check this option to start a new page for a new Primary Sort.
Suppress Pay Group in Header — By Default this is unchecked. Check this option to exclude the Pay Group, Pay Period Start, and End Dates in the report header.
Suppress Zero Deductions — By Default this is unchecked. Check this option to exclude zero deductions. The default is to show all deductions, even zero balance ones.
Benefits Only — By Default this is unchecked. Check this option to show only deductions that are associated with a Benefit Plan.
Include Return and Retain Amounts — By Default this is unchecked. Check this option to give Service Providers the ability to include the Retained Amount and Returned Amount columns on the report.
Only Show deductions that are Returned to the Client — By Default this is unchecked. Check this option to give Service Providers the ability to show deductions that are returned to the client.
| e. | Under the Report Filters section: |
|---|
Field Name — Description
Division — If you want to run this report for specific divisions, enter the divisions here or click the Division link and select them from the window. The corresponding Division Names will populate automatically.
Department — If you want to run this report for specific departments, enter the departments here or click the Department link and select them from the window. The corresponding Department Names will populate automatically.
Location — If you want to run this report for specific locations, enter the locations here or click the Location link and select them from the window. The corresponding Location Names will populate automatically.
Project — If you want to run this report for specific projects, enter the projects here or click the Project link and select them from the window. The corresponding Project Description will populate automatically.
Shift — If you want to run this report for specific shifts, enter the shifts here or click the Shift link and select them from the Select Employee window. The corresponding Shift Description will populate automatically.
Employee ID — If you want to run this report for specific employees, enter their employee IDs here or click the Employee ID link and select them from the Select Employee window. The corresponding Employee Names will populate automatically. Leave this field blank to select all employees associated with the users selected client.
| f. | Under the Detail Filters section: |
|---|---|
| Field Name | Description |
| — | — |
| Deduction Code | If you want to run this report for specific deduction codes, enter them here or click the Deduction Code link and select them from the Deduction Codes window. The corresponding Deduction Code Description will populate automatically. |
| Deduction Types | If you want to run this report for specific deduction types, select them from the following drop-down: - Voluntary - Section 125 Plan - Post Tax Benefit - Flexible Spending Account - Wage Garnishment - Employee Loan Payment - Pre-Tax Retirement Contribution - Catch-Up Retirement Contribution - Post-Tax Retirement Contribution - Retirement Plan Loan Payment - Roth 401(k) Contribution - Roth 104(k) Catch-Up Contribution |
Click Run. The report shows up on the screen.
Click XLS to download the report.
Click Close to close the screen at anytime.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reports/Department%20of%20Labor%20Employment%20Statistics%20Report.htm
Path:
PD/Payroll/Reports/Department of Labor Employment Statistics Report.htm
Use this utility to compile statistics that are provided to the Department of Labor Current Employment Statistics (CES) program. Please find attached this guide for more information.
Note: Note: This form does not use Client Access Group Security.
To access this form, click Reports. Under Employer|Report click Department of Labor Employment Statistics Report.
To generate the Department of Labor Employment Statistics Report:
| Field Name | Description |
|---|---|
| Employer ID | Enter the employer ID for whom you want to run this report or click the Employer ID link and select it from the Select Employer dialog box. |
| Starting Date | Enter the starting date of the reporting period. This date must be the first date of the month. |
| Ending Date | Enter the ending date of the reporting period. This date must be the last date of the month. |
| Pay Period | This field will display if you have selected an employer above. Select the pay period from the following options: - Weekly (PayDay 1-7) 1=Monday - 7=Sunday - Biweekly (PayDay 1-7) - Semi-monthly (PayDay {1-28}, {1,28}{EOM} - Monthly (PayDay {1-28}{EOM} |
This Department of Labor Employment Statistics Report displays the following columns:
Employer ID
Employer Name
Month
Location - displays the state
Employee Count
Woman Employee Count
Payroll
Commissions
Hours
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reports/Eligible_PTO_Hours_Report.htm
Path: PD/Payroll/Reports/Eligible_PTO_Hours_Report.htm
This report provides a listing of employees’ hours worked and employment dates to determine time off eligibility.
To run the Eligible Time Off Hours Report:
Enable Less Than 52 Weeks to display employees that have worked less than 52 weeks.
Enable Hide employees with no hours to suppress the display of employees with no hours worked or no time off hours used.
Enter the report filters to display on the report:
Enter the field type. The field label displays. For example, if you enter a Location, the Location Name displays. The report displays records for that Location.
Select Primary Sort and Secondary Sort to sort by.
[Image: screenshot]
The report columns are:
Employee: Employee ID.
Employee Name: Employee name displays as last name first.
Last Anniversary: The employee’s last anniversary date.
Status: The employee’s status. (For example, FT - Full-Time or PT - Part Time.)
P/E Date: The period end date.
Hours: The hours the employee worked.
Weeks: The number of weeks the employee worked.
Calc Hours: The weekly average of the hours the employee worked.
Eligible Hours: The amount of hours available for paid time off.
Hours Used: The hours used by the employee for paid time off.
Balance: Subtracts the hours used from the eligibility hours.
Hire Dare: The employee’s last hire date.
5+: Indicates if the employee was hired more than five years ago.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reports/Employee%20Check%20Register%20Report.htm
Path:
PD/Payroll/Reports/Employee Check Register Report.htm
Use this form to generate the Employee Check Register report which shows basic information about the employees’ pay check including gross pay, deductions, net pay, check number, and department for a payroll or a pay date range for a client.
To access the form, click Reports. Under Payroll|Report, click Employee Check Register Report.
Note: Note:
Worksite Managers, Worksite Trusted Advisors, and Service Providers can access the form.
Client Access Group Security and Data Entity security is enabled on this form.
To generate the Employee Check Register Report:
Field Name — Description
Payroll Number — Enter the payroll number of click the Payroll Number link and select one from the Select Payroll Batches dialog box for which you want to run this report OR
Pay Date Range — Start Date - Enter the starting pay date for which you want to run this report. End Date - Enter the ending pay date for which you want to run this report.
This report shows the following columns:
Employee ID - The employee ID.
Employee Name - The name of the employee.
Home Department - The Home Department code.
Gross Pay - The gross pay earned by the employee on this check number.
Deductions - The deductions withheld for the employee on this check number.
Net Pay - The net pay received by the employee on this check number.
Check Number - The check number by which this payment was made.
Federal Income Tax - Federal Income Tax amount withheld on this check number.
EE FICA Medicare - Employee paid FICA Medicare Tax amount withheld on this check number.
EE FICA Social Security - Employee paid FICA Social Security Tax amount withheld on this check number.
ER FICA Owed - Employer contribution to FICA Tax amount withheld on this check number.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reports/Employee-PTO-Summary.htm
Path: PD/Payroll/Reports/Employee-PTO-Summary.htm
The Employee Time Off Summary Report summarizes various types of time off for an employee.
To run this report:
Click the Reports menu.
From Payroll|Report, select Employee Time Off Summary to open the form.
Select a Time Off Plan (such as Floating Holiday) to filter the report results, or leave blank to run the report for all Time Off plans.
Click Run to run the report.
Click Report to display the report output. For example:
[Image: screenshot]
The report columns are:
Employee Name: The name of the employee for which time off is being reported.
Employee ID: ID of the employee for which time off is being reported.
Accrued Thru: Date through which the time off plan is accrued.
Year End: Year end date for the current plan year.
Plan Name: The Time Off plan being reported, such as Sick Time.
Accrual Rate: The employee’s pay period rate of accrual calculated as of the year end date.
Carry Over: The number of hours carried over from the previous benefit year.
Accrued: The year to date hours accrued.
Used: The year to date hours used.
Balance: Current balance of time off remaining ((Carryover + Accrued) - Used).
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reports/Employee_ACH_Direct_Deposit_Report.htm
Path:
PD/Payroll/Reports/Employee_ACH_Direct_Deposit_Report.htm
This report provides a listing of employees’ automated clearing house (ACH) direct deposit information for posted vouchers and initialized (calculated) payrolls.
To access this form, click Reports. Under Payroll|Report, click Employee Direct Deposit Report.
To generate the Employee Direct Deposit Report, do the following:
| a. | Under the Selection Parameters section |
|---|
Field Name — Description
Payroll Number — This is the default option. Enter the payroll batch number you want to run this report for or click the Payroll Number link and select the payroll batch from the Select Payroll Batches window.
| b. | Under the Parameters section |
|---|---|
| Field Name | Description |
| — | — |
| Deposit Types | Specify for which Deposit Types you want to run this report from the following options: - Include Both Direct Deposit and Prenotes - Include Active Direct Deposit - Include Prenotes - shows all employees with Prenotes for ACH Processing. > Note: Note: Prenotes are a way to setup an employee’s bank account in the system, and the ACH file will contain the bank account and routing information to confirm the bank account is a valid bank account before transmitting net check amounts on subsequent payrolls. |
Click Run. The report shows up on the screen.
Click XLS to download the report.
Click Close to close the screen at anytime.
The report columns are:
Employee ID: The Employee ID.
Employee Name: The Employee name.
Employee Number: The Employee number.
Transit Number: The ABA Transit Number of the receiving bank or other financial institution.
Bank Account Number: The employee’s bank account number.
ACH Status: The ACH Status code for the account type used for direct deposit (DC for checking accounts; DS for savings accounts)
Deposit Amount: The amount of the deposit.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reports/Employee_By_Location_Within_Pay_Group_Report.htm
Path:
PD/Payroll/Reports/Employee_By_Location_Within_Pay_Group_Report.htm
The Employee By Location Within Pay Group Report displays a list of employee locations broken down by pay group.
[Image: Employee By Location Within Pay Group Report parameters]
Under Selection Parameters, enter the Pay Group for which to run this report.
Under Sort Parameters, set the Detail Sort to specify the way information displays and sorts on the report. You can choose Employee Name or Employee ID.
Under Report Filters, enter the field type. The field label displays.
For example, if you enter a Location, the Location Name displays and the report displays records for that location.
[Image: Example output of Employee By Location Within Pay Group report]
The report columns are:
Employee ID: Employee ID.
Employee Name: Employee name.
Locn Code: The location code.
Locn Description: The location description.
Status Code: The status code for the employee.
Birth Date: The employee’s date of birth.
Hire Date: The employee’s hire date.
Annual Pay: The employee’s annual pay.
Records for Locn Code: A total number of employees for each location code.
Total Employees displays the number of employees included in report.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reports/Employee_Carryover_Loss.htm
Path: PD/Payroll/Reports/Employee_Carryover_Loss.htm
You can use the Employee Carryover Loss form to produce a report that displays time off carryover lost for each employee from the previous year. For example, if employees can carryover up to 40 hours of time off and an employee has 60 hours available at the end of the year, the report would display 20 hours of lost time off carryover.
Note: The report that the Employee Carryover Loss form produces does not apply to global time off.
To obtain time off carryover lost for each employee:
On the Reports menu, select Employee Loss Carryover under Payroll|Reports.
Select the Accrual Schedule.
Select the Time Off Plan.
Enter or select the As Of Date.
Click Run. The Time Off Carryover Loss Report displays. For example:
[Image: screenshot]
The report columns are:
Employee ID: Employee ID.
Employee Name: Employee name.
Accrual Schedule: The Time Off accrual schedule.
Time Off Plan: The Time Off plan.
Carryover Lost: Amount of employee’s time off carryover lost since As Of Date.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reports/Employee_Hours_By_Month_Report.htm
Path:
PD/Payroll/Reports/Employee_Hours_By_Month_Report.htm
The Employee Hours by Month Report displays a summarized listing of employees’ hours, broken down by month.
[Image: Employee Hours by Month Report parameters]
Enter the Year for which to run this report.
Enter the Month to run the report for a specific month. If left blank, the report includes all months.
Enter the field type. The field label displays. For example, if you enter a Location, the Location Name displays and the report displays records for that location.
[Image: Employee Payroll Register report example]
The report columns are:
Employee ID: Employee ID.
Employee Name: Employee name.
Hours Paid: The number of paid hours.
Hours Worked: The number of hours the employee worked.
Days Worked: The number of days the employee worked.
Weeks Worked: The number of weeks the employee worked.
Report Totals: A total for all items in the report. In addition to amounts totaled, there is a Record Count of the number of employees included in report.
Note: Note: Report Totals and Total Record Count are not included in the output when the report is run in excel format.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reports/Employee_Loans_Report.htm
Path: PD/Payroll/Reports/Employee_Loans_Report.htm
This report provides a listing of employees’ loans.
To create the report:
Enter or select the Employee ID. The Employee Name displays in the read-only field.
Select Balance Greater than Zero to only display loans that meet this criteria.
To create the report, click Run.
The report columns are:
Employee Name: Employee name displays as last name first.
Emp. ID: Employee ID
Loan Number: The assigned loan number.
Loan Date: The date the employee received the loan.
Loan Reason: The reason for the loan.
Ded’n Frequency: The frequency the deduction is applied.
Pay-Back Amount: The dollar amount to be paid back.
Paid To Date: The dollar amount that had been paid on the loan.
Balance: The dollar amount due on the loan.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reports/Employee_Match_Code_Register_Report.htm
Path:
PD/Payroll/Reports/Employee_Match_Code_Register_Report.htm
The report provides a listing of employees’ match codes, match description and the amounts paid to employees using these codes. This screen opens in a modal and runs on initialized payroll vouchers.
Note: Note: Client Access Group security is enabled on this form.
To generate the Employee Match Code Register Report:
Field Name — Description
Payroll Number — This is the default option. Enter the payroll number for which you want to see the match codes or click the Payroll Number link and select the payroll number from the Select Payroll Batches window OR
Pay Date Range — Select this option if you want to run this report off a date range. Enter the following fields that appear now: Start Date - Enter the start date of the pay period for which you want to run this report. End Date - Enter the end date of the pay period for which you want to run this report.
Click Run. The report shows up on the screen.
Click XLS to download the report.
Click Clear to clear the screen at anytime.
Click Close to close the modal screen at anytime.
The on-screen report has the following columns:
Match Code: The deduction code entered for the employee for example TESTGL.
Match Description: The description of the deduction code entered for the employee for example MATCH TEST.
Employee Name: The name of the employee.
Amount: The match amount paid to the employee in the payroll number or date range specified.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reports/Employee_Other_Deduction_Detail_Report.htm
Path:
PD/Payroll/Reports/Employee_Other_Deduction_Detail_Report.htm
The Employee Other Deductions Report displays one-time or temporary deduction for employees, as entered into the Scheduled Deductions for Employees form. For example:
[Image: screenshot]
To run the Employee Other Deductions Report:
Enter filters in the Other Deductions Selection panel to allow filtering for a specific Deduction Status or Other Deduction Pay Codes. The field label displays.
Enter the report filters to display on the report:
[Image: screenshot]
The report columns are:
Emp ID: Employee ID.
Employee Name: Employee name.
Deduction Code: The deduction code entered.
Deduction Description: The description used to identify the deduction code.
Start Date: The pay period start date.
End Date: The pay period end date.
Status: The status specifies when the scheduled deduction occurred.
Amount: The amount deducted from the employee’s net earnings (after taxes).
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reports/Employee_Scheduled_Payments_Report.htm
Path:
PD/Payroll/Reports/Employee_Scheduled_Payments_Report.htm
The Employee Scheduled Payments Report displays, for each applicable employee:
Payments scheduled for a specific future date.
Payments that are repeated each pay period during a specified time period, as entered on the Scheduled Payments form.
To run the report:
Select a Detail Sort to specify the way information displays and sorts on the report: you can sort by Employee Name, Employee ID, Pay Code, or Pay Description.
Enter the Scheduled Payments Selection filters to filter the report down to a specific Payment Status or set of Scheduled Pay Codes.
Enter some Report Filters to further refine the data that displays on the report. For example, if you enter a Location, the Location Name displays, and the report displays data for that location.
Click Run.
[Image: screenshot]
[Image: screenshot]
The report columns are:
Emp ID: Employee ID.
Employee Name: Employee name.
Pay Code: The paid code entered.
Pay Description: The pay description used to identify the pay type.
Start Date: The pay period start date.
End Date: The pay period end date.
Deduction Period: The deduction period specifies a particular time during the pay period when the deduction occurred.
Payment Status: The status specifies when the scheduled payment occurred.
Amount: The amount paid to the employee.
Add to 401K: The value that displays specifies whether the payment was a 401(k) contribution.
Move to T/S: The value that displays specifies whether a reimbursement or fringe pay code was moved to the detail line on the payroll Voucher Earning Detail form when the payroll initialized.
Note: Note: The values in these columns are typically the employee “home” assignments, unless the SCHEDULED-PAYMENTS-CHANGE-DEFAULTS feature code is enabled in System Parameters. In this case, these columns may also display modifications to “home” assignments that are specific to the time sheet entry for that payment. For more information about editing scheduled payment assignments, see Establishing Scheduled Payments.
Dept: Department code associated with the payment.
Loc: Worksite location code associated with the payment.
Div: Division code associated with the payment.
Proj: Project code associated with the payment.
Phase: Phase code associated with the payment.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reports/Employee_Suppressed_Taxes_Report%20.htm
Path:
PD/Payroll/Reports/Employee_Suppressed_Taxes_Report .htm
The Employee Suppressed Taxes Report displays a summarized listing of employees’ suppressed taxes.
Show me an example of the Employee Suppressed Taxes Report form:
Figure 105: Employee Suppressed Taxes Report Form
[Image: screenshot]
You can enter the Tax Override Start Date and Tax Override Stop Date to run the report for a specific date range.
You can select a Status Class from the drop-down.
You can select a Type Class from the drop-down.
Show me an example of the Employee Suppressed Taxes Report:
Figure 106: Employee Suppressed Taxes Report
[Image: screenshot]
The report columns are:
Employee: The employee name.
Tax ID: The tax identifier of each tax suppressed.
Tax Description: The description for the tax identifier.
Tax Authority: The tax authority code for each suppressed tax.
Tax Authority Name: The name of the tax authority.
Suppress Start Date: The date the system began to suppress the tax.
Suppress End Date: The date the system stopped suppressing the tax.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reports/Employee_Voucher_Report.htm
Path: PD/Payroll/Reports/Employee_Voucher_Report.htm
This report provides a listing of employees’ voucher information.
[Image: screenshot]
To run the report:
Enter the Payroll Number to run this report for a specific payroll or select Enter a Pay Date Range and enter a Start Date and End Date to run the report for a pay date range.
Enter the report filters to display on the report:
Enter the field type. The field label displays. For example, if you enter a Location, the Location Name displays. The report displays records for that Location.
Select Primary Sort to sort for the report.
Note: Employees assigned the Variable Salary option in the Pay Method field on the Employee Details form displays as “V - VSalary” in the on-screen and .xls report output when you select Pay Method as the Primary Sort. (The Variable Salary option only displays if the VARSALMETHOD custom feature code is enabled on the System Parameters form.)
Select Summarize By Quarter to display totals per quarter. You must run the report for a pay date range to use this option.
Select Employee Totals Only to display only column totals.
[Image: screenshot]
The report columns are:
Pay Date: The date the employee was paid.
Period Starting Date: The date the pay period started.
Period Ending Date: The date the pay period ended.
Reg. Hours: The regular hours the employee worked in that pay period.
Premium Hours: The premium hours the employee worked in that pay period.
Gross Pay: The employee’s gross pay for that pay period.
Reimburse Amt: The amount reimbursed to the employee.
Gross Earned: The employee’s gross pay for that pay period.
Federal Tax: The federal income tax for that pay period.
FICA: The FICA tax for that pay period.
State Tax: The state income tax for that pay period.
Other Taxes: Other taxes for that pay period.
Payroll Deductions: Deductions from the payroll for that pay period.
Net Pay: The employee’s pay after taxes.
Weeks Worked: The amount of weeks worked in that pay period.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reports/Employee_with_Status_as_of_Date_Report.htm
Path:
PD/Payroll/Reports/Employee_with_Status_as_of_Date_Report.htm
This report provides a listing of employees’ statuses as of a specified date.
[Image: screenshot]
Select the employee status class (for example, Active, On Leave, or Terminated). This field is required.
Enter As Of Date to display the employee statuses based on that date. This field is required.
[Image: screenshot]
The report columns are:
Location: The location code and name.
Employee Name: Employee name displays as last name first.
Status: The status class of the employee.
Type: The type class of the employee (for example, Full-Time or Part-Time).
Birth Date: The employee’s birth date.
Original Hire Date: The date the employee was originally hired.
Annual Pay: The employee’s annual pay.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reports/Fax_Back_Report.htm
Path: PD/Payroll/Reports/Fax_Back_Report.htm
The Fax Back Report displays employee payroll information formatted and including header and memo information for fax transmissions. Use the Fax Back Report form to determine what information prints in the report and in what order.
[Image: screenshot]
To run the Fax Back Report:
Enter the Payroll Number to run this report.
Enter the number of Extra lines on breaks to include on the report, if any.
Indicate the Pay Rate Display default for the report. Multiple pay rates print for clients that have multiple pay rates on the Employee Position Rate form or the Pay tab of the Employee Details form.
Note: Employees assigned the Variable Salary option in the Pay Method field on the Employee Details form displays as “VSalary” in the on-screen and .xls report output. In addition, if you select Do not show anything except hourly/salary or Show Pay Rates as hourly or salary, based on EE as the Pay Rate Display, the system treats this pay method as “Salary” for the purposes of this report. (The Variable Salary option only displays if the VARSALMETHOD custom feature code is enabled on the System Parameters form.)
Select the field to Sort By. These are entities used by the client.
From the Sort Field By drop-down, indicate whether the system should use the code or the description to sort the items.
Enter Fax Back Header Notes that should print in the report’s
header as needed. You can enter more than one line. You can also enter
the substitution variables
Enter a Fax Back Memo that should print on the report, if any. You can enter more than one line.
Click Run. The report displays.
To include employee deductions in the report, you must enter the Custom Feature Code FAXBACKDEDN in System Parameters; see Maintaining System Parameters.
When this custom feature code is in place, you can suppress employee deductions for individual clients by selecting Suppress Deductions on Faxback in the Report Print Options form, accessed from the Actions menu
[Image: screenshot]
in Client Details; see Using Report Print Options.
[Image: screenshot]
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reports/FICA%20Tip%20Credit%20Report.htm
Path: PD/Payroll/Reports/FICA Tip Credit Report.htm
Use this form to generate a report to identify the employer portion of Social Security taxes paid on employee tips to be used for tax credits/offsets for a single client.
Note: Note:
Worksite Managers, Worksite Trusted Advisors, and Service Providers can access the form.
Client Access Group Security and Data Entity security is enabled on this form.
To access the form, click Reports. Under Payroll|Report, click FICA Tip Credit Report.
To generate the FICA Tip Credit Report:
Field Name — Description
Payroll Number — Enter the payroll number of click the Payroll Number link and select one from the Select Payroll Batches dialog box for which you want to run this report OR
Pay Date Range — Start Date - Enter the starting pay date for which you want to run this report. End Date - Enter the ending pay date for which you want to run this report.
Field Name — Description
FICA Tip Credit Calculate Rate — 7.25 - This field is pre-populated with the required rate.
Credit Percentage — Enter 7.65. This is the combined percentage of employer paid social security and Medicare tax rate at this time.
This report shows the following columns:
Employee Name
Employee ID
Employee No.
Regular Hours - Regular Hours worked.
O/T Hours - Overtime Hours worked.
Regular Pay
O/T Pay - Overtime Pay.
Total Tips - Total tips received for the pay period or in the payroll number for that client.
Reg Wage Over Min - Regular Wage over Minimum Wage.
O/T Wage Over Min - Overtime Wage Over Minimum Wage.
Tips Over Minimum
Tip Credit
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reports/Find%20All%20Changes%20for%20a%20User.htm
Path:
PD/Payroll/Reports/Find All Changes for a User.htm
Use this form to generate an audit report to see all changes a specific user has made to the system based upon a defined date range on all the report parameters.
Note: Note: Client Access Group Security is enabled on this form.
To access the form, click Reports. Under System|Report, click Find Changes by a User.
To find all changes made by a user:
| Field | Description |
|---|---|
| User ID | The user ID for whom you want to run the audit. |
| Starting Date | The start date of the date range for the audit. |
| Ending Date | The end date of the date range for the audit. |
The Log Number and File Name that was altered.
The Record ID and Field Name in the file that was altered.
The action performed on that field for example inserted, amended and so on.
The Before Value and After Value.
The date and time the alteration was made.
The User ID who made the alteration and the Port/IP address from where this alteration was made.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reports/FLSA_Classification_Analysis_Report.htm
Path:
PD/Payroll/Reports/FLSA_Classification_Analysis_Report.htm
Your organization would use this report to determine whether employees are classified correctly.
FLSA types are intended only to indicate which FLSA test employees in this position are subject to. This is for the purpose of reporting and, in the future, warning purposes. An FLSA type of “exempt” indicates that there is no compensation test for this position. In other words, any employee with such a position satisfies the FLSA compensation tests regardless of their compensated. This selection does not replace or alter the FLSA Exempt field functionality.
[Image: screenshot]
Enter each Position Classification in the order you want them to display on the report. The Description displays.
Select each FLSA Type in the order you want them to display on the report.
Standard: The position satisfies standard duties test, or is exempt from duties test but still subject to standard salary test.
Highly Compensated: The position satisfies the highly compensated duties test only.
Exempt: The position is exempt from the duties and salary tests (such as teachers, doctors, and lawyers). FLSA Exempt must be selected on Position Classification.
Select a Pay Group. The Description displays.
Select Yes for FLSA Exempt to show employees that are FLSA exempt. If you have not selected FLSA exempt and an FLSA type on Position Classification, the report applies Standard type.
Select Yes for Salaried to show employees whose pay method is Salary or Variable Salary.
Note: The Variable Salary pay method option only displays if the VARSALMETHOD custom feature code is enabled on the System Parameters form. (See Establishing and Maintaining Employee Pay Information.)
If you want to treat commissioned employees like salaried employees on the report, select Treat Commissioned as Salaried.
Click Run.
The following report example displays all employees associated with a position classification:
[Image: screenshot]
The following report example displays all employees associated with a payroll number:
[Image: screenshot]
The report columns are:
Employee Name: Employee name displays as last name first.
ID: Employee ID
Position Classification: The employee’s classification for reporting purposes
Salaried (Y/N): Pay method is salary
Pay Group: The employee’s payment sequence.
FLSA Type:
S = Standard: The position satisfies the standard duties test, or is exempt from the duties test but is still subject to standard salary test.
H = Highly Compensated: The position satisfies the highly compensated duties test only
E = Exempt: The position is exempt from the duties and salary tests (such as teachers, doctors, and lawyers)
FLSA Exempt: FLSA Exempt must be selected on Position Classification
Annual Pay: Total pay for the year
FLSA Threshold: The annual compensation amount necessary, per FLSA type, to qualify as an exempt employee
Difference: Annual Pay subtracted from FLSA Threshold when Annual Pay is less then FLSA Threshold
Pct% Difference: Percent difference between FLSA Threshold and Annual Pay
Misclassified: Displays Y for employees who might be misclassified, N for employees who are classified correctly, or B if the FLSA standard can only be met if the employee is also compensated with non-discretionary bonus or incentive pay in addition to their base salary in the system. Displays O (Over Threshold) if the position earns enough to be flagged as FLSA exempt, but is not. This may or may not be an error, depending on your system setup.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reports/FLSA_Exempt_Compensation_Report.htm
Path:
PD/Payroll/Reports/FLSA_Exempt_Compensation_Report.htm
As of December 1, 2016, the Department of Labor has increased the compensation thresholds necessary for FLSA exemption. For employees subject to the standard compensation test, these regulations allow employers to make up as much as 10% of the FLSA exemption requirement in any quarter with non-discretionary bonus, incentives, or commission pay within the quarter or first pay period thereafter.
This report tests whether an FLSA exempt employee was sufficiently compensated or if additional compensation is necessary to meet the respective FLSA standard. You can use it for single pay periods, quarterly, or yearly analysis.
The report applies either the standard compensation or highly compensated employee test. The standard test applies to any employee with a job / position classification without an FLSA exemption test type set (“FLSA Type”), as well as those set to standard.
[Image: screenshot]
Enter either the Pay Periods Ending Date range, a Quarter, or a Payroll Number. It is critical to capture scheduled pay periods in a quarter to know how much the employee should have been compensated.
Enter a Pay Periods Ending On or After date for the pay periods start date you want to review. Enter a Pay Periods Ending On or Before date for the pay periods end date you want to review.
Select a Quarter for the pay periods you want to review.
Click the Payroll Number field to select posted (COMP) payrolls. The Show only employees with zero pay field displays after selecting a payroll number. Click this field to ensure the report only displays employees who had zero pay for the selected payroll number.
Select an FLSA Type, either Standard or Highly Compensated.
State - Select the Work State of the employee/s from the drop-down for the Pay Period, Quarter or the Payroll Number. Leave this field blank if you want to display employees from all states for the Pay Period, Quarter or the Payroll Number.
Minimum Standard Salary - For Standard FLSA Type, enter the minimum salary here.
Minimum Highly Compensated Salary - For Highly Compensated FLSA Type, enter the minimum salary here.
Note: Note: Depending on whether the employee is paid weekly, biweekly, semi-monthly or monthly, PrismHR will divide this Minimum Salary by 52 or 26 or 24 or 12 to get the Period Minimum. The Period Minimum multiplied by Pay Per Date Range (5 for a 5 day work week) will provide the Total Compensation Expected on the FLSA Exempt Compensation Report. The difference between the Total Compensation Expected and the Actual Total Compensation is the Deficiency on the FLSA Exempt Compensation Report.
Select a Pay Group. (The Description displays after making this selection.)
Click Run to display the report on-screen.
Click Close to close this form at any time.
The report columns are:
Employee Name: Employee name displays as last name first.
ID: Employee ID
Hire Date: The date the employee was hired.
Status: Employee status; the report lists any employee who was active for any portion of the date range.
Position Code: The employee’s job.
Work State: The state where the employee works.
Pay Group: The employee’s payment sequence.
FLSA Type: Either S (standard) or H (highly compensated)
FLSA Exemption Category: If an employee’s Position is marked as FLSA Exempt on the Employee Details form and has an associated FLSA Exemption Category indicated therein, it will now reflect in this report.
Pay Period: The employee’s pay cycle, whether that is weekly, biweekly, semimonthly, or monthly.
Period Salary: The employee’s annualized salary, as entered in PrismHR, per the appropriate pay cycle.
Period Minimum: The amount of compensation required each pay cycle for an employee to retain exemption.
Pay Per in Date Range: The number of scheduled, regular pay periods, that the employee was included in, with a period end date falling in the date range selected.
Total Compensation Expected: The period minimum multiplied by the number of pay periods in the date range.
Actual Total Compensation: Gross pay amount from all vouchers multiplied by the number of pay periods in the date range.
Deficiency: The total compensation expected minus actual total compensation; any employee that is at or over the FLSA threshold will have a 0 in this column.
Important notes about this report:
When run over multiple pay periods, this report will not indicate if an employee was appropriately compensated in a specific pay period.
The report does not validate when a payment is made. The non-discretionary bonus or incentive pay should be paid in a timely manner (for standard employees that would be by the first payroll after the end of the quarter).
In order for “makeup compensation” to reflect accurately in this report, it must be issued in a separate payroll batch with a period end date in the quarter to which payment is attributed. If it is paid in a subsequent scheduled payroll batch after quarter end, it will not display in this report.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reports/Global%20Payroll%20Deduction%20in%20Arrears%20Report.htm
Path:
PD/Payroll/Reports/Global Payroll Deduction in Arrears Report.htm
Use this form to generate a global report that shows details about payroll deductions in arrears by employee and Client.
Note: Note: Client Access Group Security is enabled on this form.
To access the form, click Back Office. Under Operations|Report, click Global Payroll Deduction in Arrears Report.
To generate the Global Payroll Deduction in Arrears Report:
Field Name — Description
Client ID — This field is optional. Leave this field blank for this report to run for all clients. If you want to restrict this report to run for selected clients, enter their Client IDs here or click the Client ID link and select them from the Select Clients dialog box. The Client Name will auto populate.
This report shows the following columns:
Client ID
Client Name
Employee ID
Employee Name
Status - Employee status for example A=Active, T=Terminated and so on.
Status Date - The date from which the employee is in the status noted above.
Date In Arrears
Deduction Code
Deduction Description
Plan ID
Plan Description
Amount In Arrears
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reports/Global%20Pending%20Reversals%20Report.htm
Path:
PD/Payroll/Reports/Global Pending Reversals Report.htm
Use this form to generate a report that can be filtered by cost center that displays a summary of the pending reversals for each client and employee and provides the total ACH pending for a cost center. A pending reversal is created when a user reverses an employee payroll voucher with direct deposit and holds the completion of the employee payroll voucher reversal until the ACH clears.
Note: Note: Client Access Group Security is enabled on this form.
To access the form, click Reports. Under Operations|Report, click Global Pending Reversals Report.
To generate the Global Pending Reversals Report:
Field Name — Description
Cost Center — Enter the cost center ID for which you want to run this report or click the Cost Center link and select it from the Select Cost Centers dialog box.
This report shows the following columns:
Cost Center
Date Submitted
Client ID
Client Name
Employee ID
Employee Name
Pay Date
ACH Amount
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reports/Global%20Unpaid%20Employees%20Report.htm
Path:
PD/Payroll/Reports/Global Unpaid Employees Report.htm
Use this form to generate a report of employees who received vouchers but no gross pay over a date range.
Note: Note: Client Access Group Security is enabled on this form.
To access the form, click Back Office. Under Operations|Report, click Global Unpaid Employees Report.
To generate the Global Unpaid Employees Report:
| Field Name | Description |
|---|---|
| Pay Date on or after | Enter the start date of the report period. |
| Pay Date on or before | Enter the end date of the report period. |
Field Name — Description
Clients — This field is optional. Leave this field blank to run this report for all clients. If you want to restrict this report for a few clients, enter the Client IDs here or click the Client ID link and select them from the Select Client dialog box.
Field Name — Description
Employee Type Code — This field is optional. Leave this field blank to run this report for all employee type codes. If you want to restrict this report to run for some employee type codes, enter the Employee Type Codes here or click Employee Type Code link and select the ones from the Select Employee Type Codes dialog box. The description auto populates.
Employee Status Code — This field is optional. Leave this field blank to run this report for all employee status codes. If you want to restrict this report to run for some employee status codes, enter the Employee Status Codes here or click Employee Status Code link and select the ones from the Select Employment Status dialog box. The description auto populates.
The report shows the following columns:
Client ID
Client Name
Employee ID
Employee Name
Department
Gross Pay
Deductions
Net Pay
Check Number
Check Date
Benefits
Employee Status
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reports/Gross-To-Net_Billing_Report.htm
Path:
PD/Payroll/Reports/Gross-To-Net_Billing_Report.htm
The Gross-To-Net Billing Report provides a listing of the gross payroll data for clients as well as the benefits and deductions withheld in the payroll.
[Image: screenshot]
To run the report:
Enter a Begin Date and an End Date you want to use to run this report.
Select a Salesperson to run the report for a specific salesperson.
Select the Client Cost Center <= and/or Client Cost Center >= to specify a range of cost centers by code.
Select an Employer to run the report for a specific employer.
Click Run. For example:
[Image: screenshot]
[Image: screenshot]
[Image: screenshot]
The report columns that display are based on the criteria specified in the form:
Gross Payroll Data: Gross payroll data per location.
Total Gross Payroll: Gross payroll data totals.
EIC Payments: Earned Income Tax Credit (EIC) payments.
Taxes: Taxes paid.
Benefits and Deductions: Benefit payments and other deductions.
Total Deductions: Total for all deductions.
Net Pay: Net payroll amount after deductions.
Totals: Totals for billing.
Services Fees: Service fee payments, broken down by category.
Total Service Fees: Total for all service fees.
Less Commissions: Commission payments.
Net Fees: Net fees paid.
Statistics: Payroll statistics.
Salaried Employees: Totals paid to salaried employees.
Hourly Employees: Totals paid to hourly employees.
Total Hours and Income: Total hours worked and income earned for all employees.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reports/Gross-To-Net_Register_Report.htm
Path:
PD/Payroll/Reports/Gross-To-Net_Register_Report.htm
This report provides a summary of the employee voucher, including all pay and deductions.
[Image: screenshot]
To run the report:
Set the Primary, Secondary, and Tertiary Sort By categories.
Select the Detail Sort to specify the way information displays and sorts.
Select the Report Type:
Detail w/Break Totals: This option is the default. The report will include a break and sub-total for each of the sort options entered as well as a report total.
Detail Only: Shows only a report total. No sub-totals will be listed.
Select Sort on Sort Parameters Descriptions to use the sort parameters descriptions instead of the codes for the options entered in Primary Sort, Secondary Sort, and Tertiary Sort.
Select Page Break on Primary Sort to start a new page for a new Primary Sort.
Select Suppress Pay Group in Header to exclude the Pay Group, Pay Period Start, and End Dates in the report header.
Select the Employee Unique ID from the drop-down (Employee ID, Employee Number, or Employee Clock Number).
Select Separate Hours/Units to display data for hours and units in separate columns on the report.
Select the Report Format:
Standard: Includes detailed information for each employee on the report.
Compact: Does not include details, but only sub-totals for each of the sort options entered (except employee name) as well as a grand total for all employees.
Select the Status Class from the drop-down (Active, On Leave or Terminated).
Select the Type Class from the drop-down (Full-Time or Part-Time).
You can enter filters for the following:
Department
Location
Position
Division
Project
Shift
Work Group
Employee ID
Figure 108: Gross-To-Net Register Report
[Image: screenshot]
The report information that displays in the columns of the report:
Employee ID
Last Name, First Name, and Middle (middle initial)
Code: The code applied (for example, pay, tax, or benefit).
Pay Description: The description of the code.
Type: Pay (P-number) or Deduction (D-number). The number indicates how many of each Type (Pay or Deduction) were on the voucher.
Hours: Hours paid for the pay period.
Units: Units paid for the pay period.
Rate: The employee unit rate.
Hours Paid: Total amount paid for hours worked prior to deductions.
Unit Paid: Total amount paid for units worked prior to deductions.
Under the Employee ID and Last Name:
Division: Employee’s division.
Department: Employee’s department.
Location: Employee’s location.
Project: The project the employee is assigned to.
Position: The employee’s position.
At the bottom of the report:
Summary for Voucher: The voucher number for the payroll.
Pay Date: The date the employee is paid.
Gross Pay: Total amount paid to the employee prior to deductions.
Expenses: Employee’s expenses for the voucher.
Gross Earnings: The employee’s earnings once Expenses have been subtracted from Gross Pay.
Deductions: Employee deductions for the voucher.
Taxes: Employee taxes for the voucher.
Net Pay: Employee pay once Deductions and Taxes have been subtracted from Gross Pay.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reports/Invoice%20Accounting%20Detail%20Report.htm
Path:
PD/Payroll/Reports/Invoice Accounting Detail Report.htm
Use this form to generate a report to provide invoice accounting details to service provider users.
Note: Note: This form does not use Client Access Group Security.
To access this form, click Reports. Under Operations|Report click Invoice Accounting Detail Report.
To generate the Invoice Accounting Detail Report:
| Field Name | Description |
|---|---|
| Starting Date | Enter the starting date of the reporting period which is the first invoice date used during processing for accounting period and the ACH transactions if any. |
| Ending Date | Enter the ending date of the reporting period which is the last invoice date used during processing for accounting period and the ACH transactions if any. |
| Client ID | This field is optional. Leave this field blank to run this report for all clients. If you want to run this report for a specific client, enter the client ID for whom you want to run this report here or click the Client ID link and select it from the Select Client dialog box. |
| Cost Center | This field is optional. Leave this field blank to run this report for all cost centers. If you want to run this report for a specific cost center, enter the cost center code here or click the Cost Center link and select it from the Select Cost Centers dialog box. |
| By GL Account | This field is optional. By default this field is unchecked. - When the box is unchecked Invoice Accounting Detail Report is generated. - When the box is checked Invoice Accounting Detail By Account Report is generated. |
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reports/Invoice_Sales_Report.htm
Path: PD/Payroll/Reports/Invoice_Sales_Report.htm
This report displays information about a client’s invoices, including information about employee wages, FICA taxes, administrative fees, and other charges included. For example:
[Image: screenshot]
To run this report:
Enter the Start Date and End Date that you want to use for this report.
Click Run. For example:
[Image: screenshot]
The following report columns display:
Invoice Number: The invoice number.
Period Start Date: The period start date for the invoice.
Period End Date: The period end date for the invoice.
Invoice Date: The invoice date.
Gross Wages: The gross wages included in the invoice.
FICAMed: The Federal Insurance Contributions Act (FICA) tax applied for Medicare.
FICASoc: The FICA tax applied for Social Security.
FUTA: The federal unemployment tax included.
SUTA: The state unemployment tax included.
W/C: The Worker’s Compensation insurance fees included.
Other: Other charges included.
Admin Fee: The administrative fees included.
Agency CR: The agency credit included.
InvTax: The invoice tax.
Not Classified: Any additional charges included that are not classified.
Invoice Totals: The total amount of the invoice.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reports/Invoice_Variance_Report.htm
Path: PD/Payroll/Reports/Invoice_Variance_Report.htm
This report compares the amounts allocated in one client’s invoice to the amounts allocated in another invoice for the same client, displaying the amounts for each by Invoice Line Item and Bill Code, the differences between the invoices, and the difference (in percentage) between each amount.
Note: Note: The Invoice Line Items and Bill Codes that display in the report are based on the client’s current Bill Format, which is set on the Billing tab on the Client Details form.
[Image: screenshot]
The Report Parameters panel consists of the following fields:
| Field | Description |
|---|---|
| Zero Line Suppress | This field consists of the following options: - Use Client’s Billing Format (default): The Invoice Line Items that have zero amounts will display or be suppressed based on the Billing Format setup. - Show All Detail Lines: Displays all Detail Lines, including zero amounts, regardless of the Billing Format setup. - Suppress All Zero Amount Lines: Suppresses all zero amount Detail Lines regardless of the Billing Format setup. |
The following Invoice panels display in the Invoice Variance Report form:
Invoice One: The controllinginvoice in this process. (The sub-totals and page breaks are based on the settings in this invoice.)
Invoice Two: The variance invoice.
Note: Note: Sub-Totals and Page Breaking are controlled by the data in Invoice One and cannot be included in the report if Invoice Two has different Invoice Sort Items.
Both panels consist of the following fields:
| Field | Description |
|---|---|
| Payroll Number | Payroll Number associated with the invoice to be used in the report. The payroll must be successfully initialized for an invoice to be available for comparison. (The default is the client’s current payroll.) The Payroll Number has an associated Search/Lookup. The Lookup displays all payrolls for the client that have an associated invoice. Clicking the Payroll Number field displays the Payroll Search dialog, which contains the following information: - Payroll Number - Pay Date - Payroll Type - Description - Payroll Status You can refine the search using the following options: - Pay Date - Payroll Type - Description (Note: For Scheduled Payrolls, the Pay Group is included in the Description.) - Payroll Status |
Note: Note: This report is only available for Service Providers.; however, you can enable this report for Worksite Managers and Trusted Advisors by setting the WSMWTAINVVARRPT custom feature code at the system level. (See Using Custom Feature Codes.)
To run this report, do the following in the Invoice Variance Report form:
Select the options in the Report Parameters panel.
Enter or select the Payroll Number for Invoice One, then select it for Invoice Two. The following information displays:
Description (Note: This is the description for the payroll from Payroll Control.)
Pay Date
Payroll Type
Payroll Status
Employee ID
Employee Name
Period Start
Period End
For all other Payroll Types, the grid displays:
Pay Group
Pay Group Description
Period Start
Period End
Invoice Status: An invoice can be Initialized or Posted. (Note: Initialized Invoices are associated with a payroll still being processed. If changes are made to the payroll, these changes can have an effect on the invoice.)
Invoice Date: The date of the invoice.
Billing Template: The template used to determine how the billing for the invoice was created.
Invoice Total: The total amount of the invoice.
Invoice Break: The break item used in the invoice for page breaking. The following conditions have an effect on page breaking in the report:
The Invoice Break on Invoice One affects the Page Break option in the report; for example, if Invoice One has Invoice Break set to Department, then the Page Break on Department option will be available or, if Invoice One does not have an Invoice Break, then the Page Break option will not be available (or display).
If the Invoice Break for Invoice One is not one of the Invoice Sorts in Invoice One, the Page Break option will not be available (or display).
If Invoice One and Invoice Two have different items set for Invoice Break, the item on Invoice One will be the break item used in the report and displayed as the Page Break option.
Invoice Sort(s): A list of the Sort Items being used on the invoice for allocating amounts. The Sort Item(s) have the following effects on the sub-totaling and page breaking:
If there is no Sort Item(s) on Invoice One, there can be no sub-totaling or page breaking and neither option, (Show Sub-Totals and Page On), will display.
If the Break Item for Invoice One is not one of the Sort Item(s), there can be no page breaking and the Page Break option will not display.
If the Sort Item(s) are not the same on both invoices, there can be no sub-totaling or page breaking. The options will display, but if selected, a warning message displays after running the report and both options are ignored.
Bill Client: The Bill Client Company Number and Name associated with the invoice.
Note: Note: Long client names are truncated to 40 characters.
[Image: screenshot]
The report provides the following data:
| Data | Description |
|---|---|
| Line Items and Bill Codes | Based on the client’s current Bill Format (set on the Billing tab in the Client Details form) |
| Invoice Amounts | Amounts allocated to each line item display for both invoices (Invoice One and Invoice Two). Note the following: - Negative amounts are represented by a negative number. - Zero amounts are represented by a dash. |
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reports/Labor_Distribution_Report.htm
Path: PD/Payroll/Reports/Labor_Distribution_Report.htm
This report displays employees’ hours and how the hours are distributed.
Show me an example of theLabor Distribution Report form:
Figure 111: Labor Distribution Report Form
[Image: screenshot]
Select Primary Sort to sort by.
Select Secondary Sort Field to sort by.
In the Other Parameters panel, select Totals Only to display only grand totals.
Enter the Report Filters to display on the report:
Show me an example of the Labor Distribution Report:
Figure 112: Labor Distribution Report
[Image: screenshot]
The report columns are:
Dept Code: Department Code.
Employee ID: Employee ID.
Employee Name: Employee name displays as last name first.
Reg/Sal: The employee’s regular hours and pay.
Overtime: The employee’s overtime hours and pay recorded for the payroll.
Tips: The employee’s tip hours and pay recorded for the payroll.
Sick: The employee’s sick hours and pay recorded for the payroll.
Vacation: The employee’s vacation hours and pay recorded for the payroll.
Reimburse: The employee’s reimbursement hours and pay recorded for the payroll.
Wages: The employee’s wages hours and pay recorded for the payroll.
Bonus: The employee’s bonus hours and pay recorded for the payroll.
Pay Total: The total per employee of all hour and pay columns.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reports/Memo_Pay_Code_Report.htm
Path: PD/Payroll/Reports/Memo_Pay_Code_Report.htm
The Memo Pay Code Report displays a summarized listing of employees’ memo pay codes and the amounts paid using these codes.
[Image: screenshot]
Select the Report Type (Detail, Summary) from the drop-down.
Click Run.
[Image: screenshot]
The report columns are:
Employee ID: Employee ID. (Detail version only).
Employee Name: Employee name. (Detail version only).
Pay Code: The pay code entered.
Description: The description for the pay code.
Units/Hours: The number of units or hours for the pay code in the payroll or pay period specified.
Pay Rate: The employee’s pay rate. (Detail version only).
Amount: The amount paid to the employee in the payroll or pay period specified.
Report Totals: A total for all items in the report.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reports/New%20York%20Disability%20Benefits%20Payroll%20Report.htm
Path:
PD/Payroll/Reports/New York Disability Benefits Payroll Report.htm
Use this form to generate a report to display the required data for a user to complete the NY Disability Benefits Payroll report. It summarizes the total male and female employees during a period of time including their wages. It is a summary of male and female employees who work in the state of New York for the employer with Gross Wages, Limited Wages (based on user input), and male and female wages up to the user defined employee wage limit.
Note: Note: This form does not use Client Access Group security. Only Service Providers with full client access can use this form.
To access the form, click Reports. Under Employer|Report, click New York Disability Benefits Payroll Report.
To generate the New York Disability Benefits Payroll Report:
Field Name — Description
Employee ID — Enter the Employee ID for this report here or click the Employee ID link and select the employee from the Select Employee dialog box.
Period Start Date — Enter the billing start date.
Period End Date — Enter the billing end date.
Premium Calculation Wage Limit — Enter the semi-annual wage limit for Part I(b) of the report.
Employee Wage Limit — Enter the wage limit for Part II of the report.
Following is a sample of the New York Disability Benefits Payroll Report.
[Image: screenshot]
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reports/Non%20Scheduled%20Payroll%20Status%20Report.htm
Path:
PD/Payroll/Reports/Non Scheduled Payroll Status Report.htm
Use this form to generate a report to show the statuses of the various non-scheduled payrolls (for example special payroll or manual payroll) running for all the clients.
Note: Note: Client Access Group Security is enabled on this form.
To access the form, click Reports. Under Operations Payroll|Report, click Non Scheduled Payroll Status Report.
To generate the Non Scheduled Payroll Status Report:
Field Name — Description
Pay Date Above or Equal To — Enter the pay date from which you want to run this report. Leave this field blank to include all dates.
Pay Date Below or Equal To — Enter the pay date up to which you want to run this report. Leave this field blank to include all dates.
Click Generate Report. The report shows up on the screen.
Click XLS to download the report.
The on-screen report has the following columns:
Client ID
Name (Client Name)
Payroll Number
Description (Payroll Description)
Payroll Type (S=Special or M=Manual)
Pay Group
Period End Date
Pay Date
Payroll Status
Payroll Status Description
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reports/Overtime_Report.htm
Path: PD/Payroll/Reports/Overtime_Report.htm
This report provides a listing of employees with overtime.
[Image: screenshot]
Enter the Payroll Number to run this report for a specific payroll or enter the Pay Date On Or After and the Pay Date On Or Before to run this report for a date range.
Enter the report filters to display on the report:
Enter the field type. The field label displays. For example, if you enter a Location, the Location Name displays. The report displays records for that Location.
Select Primary Sort to sort by.
Select Secondary Sort Field to sort by.
In the Other Option panel, select Totals Only to display only grand totals.
Click Run.
[Image: screenshot]
The report columns are:
Home Division: The employee’s home division.
Home Department: The employee’s home department.
Employee ID: Employee ID
Employee Name: Employee name
Location: The employee’s location code and description.
Project: The employee’s project code and description.
Shift: The employee’s shift code and description.
Batch Overtime: The employee’s batch overtime pay and hours, based on setting in the Overtime Report
YTD Overtime: The employee’s year-to-date overtime pay and hours, based on setting in the Overtime Report.
YTD Regular: The employee’s year-to-date overtime pay and hours.
YTD Gross: The employee’s gross overtime pay and hours.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reports/Paid_To_Date_Pay_Register_Report.htm
Path:
PD/Payroll/Reports/Paid_To_Date_Pay_Register_Report.htm
This report will display employees’ incremental payroll totals.
Show me an example of the Paid To Date Pay Register Report form:
Figure 115: Paid To Date Pay Register Report Form
[Image: screenshot]
Enter the Effective Date for Report, this will display as the As Of date on the report.
Click Run.
Show me an example of the Paid To Date Pay Register Report:
Figure 116: Paid To Date Pay Register Report
[Image: screenshot]
The report columns are:
Pay Code: The type of pay.
Employee ID: Employee ID
Employee Name: Employee name displays as last name first.
M-T-D Hours/Units: The Month To Date hours or units worked.
M-T-D Pay Amount: The Month To Date employee pay amount.
Q-T-D Hrs/Units: The Quarter To Date hours or units worked.
Q-T-D Pay Amount: The Quarter To Date employee pay amount.
Y-T-D Hrs/Units: The Year To Date hours or units worked.
Y-T-D Pay Amount: The Year To Date employee pay amount.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reports/Pay_Code_Detail_Report.htm
Path: PD/Payroll/Reports/Pay_Code_Detail_Report.htm
This report displays employees pay information by pay code.
Now you can run this report either by a Payroll Number or by Pay Date Range.
If you run this report by Payroll Number, you can select from successfully initialized payroll statuses as well as completed payroll statuses.
If you run this report by Date Range, you can only select from completed payroll statuses for a specific period.
The following Sort Options are now available:
By Pay Code By Employee
By Pay Code
By Department By Employee
Security
Uses Client Access Group security and Data Entity security.
Worksite Managers, Worksite Trusted Advisors and Service Providers can access the form.
To access the form, clickReports menu. Under Payroll|Report, click Pay Code Detail Report.
To generate the Pay Code Detail Report:
| a. | Under the Report Period section |
|---|---|
| Field Name | Description |
| — | — |
| Payroll Number | The payroll number for which you want to run this report or click the Payroll Number link to select one from the Select Payroll Batches window. Only the first 100 payroll numbers are displayed in the window. To see more payroll numbers, scroll down and click More. > Note: Note: - When you click the Payroll Number hyperlink, you see a list of all available payrolls posted by the client. - When you run the report selecting a Payroll Number in initialized status, it returns data from the initialized payroll. - When you run the report selecting a Payroll Number in posted status, it returns data from the posted payroll. - When you run the report selecting a Date Range, it returns data only from the posted payroll and not initialized payroll. |
Click Run. The report shows up on the screen.
Click XLS to download the report.
Click Close to close the screen at anytime.
The following report columns are available:
Department: The department code entered. (If you have selected By Department By Employee as the Sort option)
Department Description: The department description for the department code entered. (If you have selected By Department By Employee as the Sort option)
Pay Code: The pay code entered.
Pay Description: The pay description used to identify the pay code.
Employee ID: Employee ID
Employee Name: Employee Name
Pay Date: The date of pay.
Check #: The check number for that pay period.
Voucher #: The voucher number for that pay period.
Amount Paid: The amount paid for the pay code during that pay period.
Hours: The amount of hours for the pay code during that pay period.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reports/Pay_Code_Summary_Report.htm
Path: PD/Payroll/Reports/Pay_Code_Summary_Report.htm
This report displays a summarized listing of pay codes and employees paid by that pay code. You can run this report using initialized payroll vouchers either by Payroll Number or by Pay Date Range.
Note: Note:
This form uses Client Access Group security as well as Data Entity security.
Worksite Managers, Worksite Trusted Advisors, and Service Providers can access the form.
To access the form, clickReports menu. Under Payroll|Report, click Pay Code Summary Report.
To generate the Pay Code Summary Report:
| a. | Under the Report Period section |
|---|---|
| Field Name | Description |
| — | — |
| Payroll Number | The payroll number for which you want to run this report or click the Payroll Number link to select one from the Select Payroll Batches window. Only the first 100 payroll numbers are displayed in the window. To see more payroll numbers, scroll down and click More. > Note: Note: - When you click the Payroll Number hyperlink, you see a list of all available payrolls posted by the client. - When you run the report selecting a Payroll Number in initialized status, it returns data from the initialized payroll. - When you run the report selecting a Payroll Number in posted status, it returns data from the posted payroll. - When you run the report selecting a Date Range, it returns data only from the posted payroll and not initialized payroll. |
Suppress Pay Codes Other Than Earnings — Check box this option if you want to see a report only on pay codes for earnings. This field is optional. Leave it blank to show all applicable pay codes.
| c. | Under the Sort Options section |
|---|---|
| Field Name | Description |
| — | — |
| Sort By | Select your sort criteria from the following drop-down to determine what columns the report will sort by and in what order: - By Pay Code - By Pay Code, Division - By Pay Code, Department - By Pay Code, Location - By Pay Code, Division, Department - By Pay Code, Division, Location - By Pay Code, Location, Department - By Pay Code, Employee - By Pay Code, Division, Employee - By Pay Code, Department, Employee - By Pay Code, Location, Employee - By Employee, Pay Code - By Division, Employee, Pay Code - By Department, Employee, Pay Code - By Location, Employee, Pay Code - By Department, Pay Code - By Division, Pay Code - By Location, Pay Code - By Employee Type, Pay Code - By Position, Pay Code |
Pay Code — If you want to run this report for specific pay codes, enter them here or click the Pay Code link and select them from the Select Pay Code window. The corresponding Pay Description will populate automatically. Leave this field blank to select all pay codes that are set up for the client in the Control tab under Client Details.
Employee ID — If you want to run this report for specific employees, enter their employee IDs here or click the Employee ID link and select them from the Select Employee window. The corresponding Employee Names will populate automatically. Leave this field blank to select all employees associated with the users selected client.
Click Run. The report shows up on the screen.
Click XLS to download the report.
Click Clear to refresh the screen at any time.
Click Close to close the screen at anytime.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reports/Pay_On_Demand_Account_Report.htm
Path:
PD/Payroll/Reports/Pay_On_Demand_Account_Report.htm
The Pay On-Demand Account Report, available from the Operations Payroll|Report menu, allows you to generate a report that lists all employees who have pay on-demand accounts and which of those accounts are active or inactive.
Note: Note the following:
This form uses Client Access Group security.
Service providers and worksite managers can only view employees who they are allowed to access.
The Pay On-Demand Account Report link does not display for users whose roles are set to INQUIRY or DENY for the Pay On-Demand Account Report form.
If you view the Pay On-Demand Account Report before clicking Generate File but after selecting a Vendor Type in the Pay On-Demand Processing form the file generation fails and the following error message displays, “There were no Pay On-Demand vouchers to be processed for <vendor>,” even if there are vouchers available to process.
If you re-select the Vendor Type and generate the file again without viewing the Pay On-Demand Account Report, the system completes the process.
To run this report:
Select Pay On-Demand Account Report in theReports menu under Operations Payroll|Report.
Enter or select the Client ID.
Select the Account Status. (Note: The default is All.)
Click Run. During a short delay, the system builds the data. (Note: If you enter or select a Client ID and no pay on-demand accounts are found, a confirmation message displays, “No items to print on this report.”)
The report only displays those employees who have pay on-demand accounts that are active or inactive. For example:
[Image: screenshot]
Note: Note: Click XLS to download the report.
The report columns are:
Column — Description
Client ID — The ID associated with the client.
Employee ID — The ID associated with the employee.
Employee Name — The name of the employee associated with the pay on-demand account.
Transit Number — The transit number associated with the pay on-demand account.
Account Number — The account number associated with the pay on-demand account. (Note: This number is masked on the report.)
Vendor — The vendor associated with the pay on-demand account.
Status — Identifies whether the pay on-demand account is active or inactive.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reports/Pay_Period_PTO_Report.htm
Path: PD/Payroll/Reports/Pay_Period_PTO_Report.htm
This report provides a listing of employees’ time off by payroll and year-to-date. For example:
[Image: screenshot]
Note: A warning message displays when you access this form, “The most recent Payroll must be posted for this report to display accurate data.” Click OK to continue, then run the most recent payroll to ensure the system posts accurate data in this report.
To obtain a listing of employees’ time off:
Enter the Payroll Number to run this report for a specific payroll.
Select Department to display.
Select Division to display.
Select Location to display.
Select Project to display.
Select Shift to display.
Select Totals Only to display only the grand total.
[Image: screenshot]
The report columns are:
Employee Name: Employee name displays as last name first.
Accrued Thru: The date when the employee stops earning time off.
Year Ending: The date the year ends.
Plan Description: The description of the paid time off plan.
Accrual Rate: The rate at which the employee earns time off.
Carry Over: The hours the employee carrier over from last year’s earnings.
Pay Period Accrued: The hours accrued in a pay period.
Pay Period Used: The hours used in a pay period.
Year-to-Date Accrued: The hours that were accrued year-to-date.
Year-to-Date Used: The hours used year-to-date.
Balance: The remaining hours that can be used.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reports/Payroll%20Check%20Count%20By%20Client%20Report.htm
Path:
PD/Payroll/Reports/Payroll Check Count By Client Report.htm
Use this form to generate a report to show the various payroll statuses and the number of checks for each payroll for a client.
Note: Note: Client Access Group Security is enabled on this form.
To access the form, click Reports. Under Operations Payroll|Report, click Payroll Check Count By Client Report.
To generate the Payroll Check Count By Client Report:
Field Name — Description
Pay Date Above or Equal To — Pay Date start date. Leave this field blank to include all dates.******************
Pay Date Below or Equal to — Pay Date end date. Leave this field blank to include all dates.******************
Payroll Status Equal To — If you want to run this report for a specific payroll status, enter it here or select one from the Select Payroll Status. This field is optional. Leave this field blank to select all payroll statuses.
Click Generate Report. The report shows up on the screen.
Click XLS to download the report.
The on-screen report has the following columns:
Client ID
Name (Client Name)
Payroll Number
Payroll Description
Pay Date
Check Count
Total Vouchers
Batch Status
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reports/Payroll%20Check%20Printing%20Report.htm
Path:
PD/Payroll/Reports/Payroll Check Printing Report.htm
Use this form to generate a report for an active client only that displays all employee names and check numbers for a posted payroll. There is a totals row (one for Direct Deposit and one per Live Checks) that shows the total count of Direct Deposit and Live Checks and a total for the amount that actually printed. The items that print could be a smaller number than the total due to different settings in the system like State Rule requirements for Direct Deposit stubs having to be printed and provided to the employee or the Client Details settings for electronic pay stubs. This report is sorted by check type and then by employee last name on screen.
Note: Note:
Worksite Managers, Worksite Trusted Advisors, and Service Providers can access the form.
Client Access Group Security and Data Entity security is enabled on this form.
To access the form, click Reports. Under Payroll|Report, click Payroll Check Printing Report.
To generate the Payroll Check Printing Report:
Field Name — Description
Completed Payroll Number — Enter the completed payroll number here for the report, or click the Completed Payroll Number link and select it from the Select Payroll Batches dialog box.
This report shows the following columns:
Check Type - Live Check or Direct Deposit
Check Number
Employee ID
Employee Name
Print - Yes or No
Home Location
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reports/Payroll%20Client%20SUTA%20Tax%20Register%20Audit%20Report.htm
Path:
PD/Payroll/Reports/Payroll Client SUTA Tax Register Audit Report.htm
Use this form to generate a report to display the client quarterly SUTA gross wages total by state.
Note: Note: Client Access Group Security is enabled on this form.
To access the form, click Reports. Under Employer|Report, click Payroll Client SUTA Tax Register Audit Report.
To generate the Payroll Client SUTA Tax Register Audit Report:
Field Name — Description
Year — This field is optional. Leave this field blank to include total gross wages for all tax years. If you want to run this report for a particular tax year, select it from the drop-down. The drop-down has a 10 year look back starting from the current year.
Quarter — This field is optional. Leave this field blank to include total gross wages for quarter. If you want to run this report for a particular quarter, select it from the drop-down.
This report shows the following columns:
State
Client ID
Client Name
Employee Count
Gross Wages
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reports/Payroll%20Detail%20Register%20Report.htm
Path:
PD/Payroll/Reports/Payroll Detail Register Report.htm
This report shows detailed pay information by Employee for both initialized and completed payrolls vouchers. There are detail columns that break out straight hours/pay from premium hours/pay along with the specific pay code breakouts. This report opens in a modal.
Note: Note: Worksite Managers, Worksite Trusted Advisors, and Service Providers can access the form.
To access this form, clickReports menu. Under Payroll|Report, click Payroll Detail Register Report.
To generate the Payroll Detail Register Report:
Enter the Payroll Number or click the Payroll Number link and select a batch from the Select Payroll Batches window.
Click Run. The report shows on screen. The report sorts by Work Department by default even though there is also a Division and a Shift column on the report.
Click XLS to download the report.
The report shows the following columns:
Employee Name
Charge Date
Work Division
Work Department
Pay Code
Pay Description
Shift
Straight Hours
Premium Hours
Rate
Straight Pay
Premium Pay
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reports/Payroll%20Earned%20Income%20Credit%20Report.htm
Path:
PD/Payroll/Reports/Payroll Earned Income Credit Report.htm
Use this form to generate a report to show which employees are enrolled in Earned Income Credit (EIC). The ability to enroll in EIC is no longer an option but we do need to provide this information to assure access to historical data.
Note: Note: Client Access Group Security is enabled on this form.
To access the form, clickReports menu. Under Payroll|Report, click Payroll Earned Income Credit Report.
To generate the Payroll Earned Income Credit Report:
| Field | Description |
|---|---|
| Client Status | This field is optional. Leave this field blank for this report to run for clients with any employment status code. If you want to run this report for clients having selected employment status codes, enter them here or click the Status Code link and select them from the Select Employment Status dialog box. Select from the following employment status codes: - A - Active - C - Client Canceling - I - Inactive - P - Pending - T - Terminated |
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reports/Payroll%20Employer%20Tax%20Report.htm
Path:
PD/Payroll/Reports/Payroll Employer Tax Report.htm
This report shows detailed employer tax information by tax code and employee for a payroll batch. This report runs on both initialized and completed payroll vouchers.
Note: Note: Service providers, worksite managers, worksite trusted advisors can access this form.
To access the form, click Reports. Under Payroll|Report, click Payroll Tax Report.
To generate the Payroll Tax Report:
| Field Name | Description |
|---|---|
| Tax Type | Specify whether to view Both Employer & Employee, Employer Only, or Employee Only tax types in the report output: - Both Employer & Employee: Includes all tax codes regardless of the option selected in the Paid By field on the Tax Deductions form. - Employer Only: Only includes tax codes when the Paid By field on the Tax Deductions form is set to Employer. - Employee Only: Only includes tax codes when the Paid By field on the Tax Deductions form is set to Employee. |
[Image: screenshot]
The on-screen report displays the following columns:
Tax Code: The tax code under which tax have been deducted in this payroll number.
Tax Description: The tax description under which tax have been deducted in this payroll number.
Employee ID: The employee ID for whom tax have been deducted in this payroll number for the voucher Number.
Employee Name: The employee name for whom tax have been deducted in this payroll number for the voucher Number.
Voucher Number: The voucher number under which this employer tax was deducted.
Tax Amount: The tax amount withheld by the employer for the tax code under the voucher number.
Taxable: The taxable wages for the tax code for the employee under the voucher number.
Sheltered: The sheltered tax amount for the tax code for the employee under the voucher number.
Overlimit: The overlimit wage amount for the tax code for the employee under the voucher number.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reports/Payroll%20Garnishment%20Report.htm
Path: PD/Payroll/Reports/Payroll Garnishment Report.htm
Use this form to generate a report to show the various garnishment amounts deducted for the payroll for a client.
Note: Note: Client Access Group Security is enabled on this form.
To access the form, click Reports. Under Payroll|Report, click Payroll Garnishment Report.
To generate the Payroll Garnishment Report:
| Field Name | Description |
|---|---|
| Payroll Number | Enter the payroll number for which you want to see the garnishment amounts. |
Click Generate Report. The report shows up on the screen.
Click XLS to download the report.
The on-screen report has the following columns:
Employee Name - The name of the employee for whom garnishments have been deducted in this payroll number.
Employee ID - The ID of the employee for whom garnishments have been deducted in this payroll number.
Period End - The end date of the pay period for which the garnishment is deducted.
Pay Date - The pay date for the payroll number in which the garnishments have been deducted.
Docket Number - The Docket Number defined on the employee Garnishment Setup assigned by the government agency or court for this wage garnishment.
Garnishment Amount - The garnishment amount that have been deducted in the payroll number.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reports/Payroll%20Gross%20to%20Net%20Information%20Report.htm
Path:
PD/Payroll/Reports/Payroll Gross to Net Information Report.htm
Use this form to generate a report that runs across clients and provides a summary of gross wages, deductions, taxes, benefits, and arrears. This also shows profitability for the service provider.
Note: Note: Client Access Group Security is enabled on this form.
To access the form, clickReports menu. Under Operations|Payroll Report, click Payroll Gross to Net Information Report.
To generate the Payroll Gross to Net Information Report:
In This Field — Enter This
Starting Date — The beginning date of this report. Invoices before this date will not be included.
Ending Date — The ending date of this report. Invoices after this date will not be included.
Salesperson — This field is optional. Enter a specific salesperson ID as required or click the Salesperson link and select one from the Search users dialog box. The program will use this entry to filter the report. Leave it blank to use all.
Client Cost Center >= — The lowest Client Cost Center number that should be included in this report.
Client Cost Center <= — The highest Client Cost Center number that should be included in this report.
Employer ID — This field is optional. If you want to limit this report to a specific employer, enter the Employer ID or click the Employer ID link and select one from the Select Employer dialog box.
Client ID — This field is optional. If you want to limit this report to a specific client, enter the Client ID or click the Client ID link and select one from the Select Client dialog box.
Click Generate Report to generate the Gross to Net Information Report.
Click the XLS link to download the report.
Click Clear to clear the screen.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reports/Payroll%20Restaurant%20Tip%20Tax%20Credit%20Report.htm
Path:
PD/Payroll/Reports/Payroll Restaurant Tip Tax Credit Report.htm
Use this form to generate a report that allows service providers to capture tax credits available for cash tips in excess of those used to credit for minimum wage for clients.
Note: Note: Client Access Group Security is enabled on this form.
To access the form, click Reports. Under Operations|Report, click Payroll Restaurant Tip/Tax Credit Report.
To generate the Payroll Restaurant Tip/Tax Credit Report:
Field Name — Description
Starting Pay Date — Enter the billing start date.
Ending Pay Date — Enter the billing end date.
Client ID — This field is optional. Leave this field blank to run this report for all clients. If you want to restrict this report to a few selected clients, enter the Client IDs here or click the Client ID link and select them from the Select Client dialog box. The Client Name auto populates.
This report shows the following columns:
Client ID
Client Name
Employee Name
Employee ID
Charged Tips
Cash Tips
Total Tips
Not Subject to Credit Provisions
Eligible Tips
Social Security Credit
Medicare Credit
Tips Credit
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reports/Payroll%20Status%20Report.htm
Path: PD/Payroll/Reports/Payroll Status Report.htm
Use this form to generate a report to show the statuses of the various payrolls based upon a user-defined cut-off date or pay date range for all the clients.
Note: Note: Client Access Group Security is enabled on this form.
To access the form, click Reports. Under Operations Payroll|Report, click Payroll Status Report.
To generate the Payroll Status Report:
| Field Name | Description |
|---|---|
| Run By | Enable one of the following options: - Cutoff Date: Enter or select an end date by which the hours need to be entered into the system. (Leave this field blank to include all dates.) - Pay Date Range: Enter or select a pay date range. (Leave these fields blank to include all dates.) Note: The values must be entered in date format. In addition, the start date cannot occur after the end date and the end date cannot occur before the start date. |
Click Generate Report. The report displays.
Click XLS to download the report.
Click Close to close the report.
The on-screen/downloadable report includes the following columns:
Client ID: The client ID.
Name (Client Name): The name of the client for the corresponding payroll number.
Payroll Number: This is the batch ID or the batch number.
Cutoff Date: The date by which the hours need to be entered into the system.
Cutoff Time: Time by which the hours need to be entered into the system.
Cutoff Complete: Whether or not the hours have been submitted.
Pay Date: The date the payroll was paid.
Ship Date: The date the payroll is sent out by the PEO to the clients.
Deliver Date: The date the payroll is received by the clients.
Payroll Status: The last step that was performed on that payroll batch as on the Cutoff Date.
Step Date: The date on which the last step was performed.
Step By: The user name who performed the last step.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reports/Payroll%20Tax%20Override%20By%20Client%20Report.htm
Path:
PD/Payroll/Reports/Payroll Tax Override By Client Report.htm
Use this form to generate a report to list all employees within the database who have a temporary tax override entered in the Tax Calculation Overrides form. You can enter a temporary tax override in the following places in the Tax Calculation Overrides form:
In the Income Tax Overrides section
In the Miscellaneous Overrides section
Using the Actions menu [Image: screenshot] in the
Tax Calculation Overrides form and
Suppress Taxes form
Note: Note: This report does NOT include tax overrides entered directly in Tax tab in the Employee Details form.
Note: Note:
Worksite Managers, Worksite Trusted Advisors, and Service Providers can access the form.
Client Access Group Security and Data Entity security is enabled on this form.
To access the form, click Reports. Under Operations|Report, click Payroll Tax Override By Client Report.
To generate the Payroll Tax Override By Client Report:
Field Name — Description
Client ID — This field is optional. Leave it blank for the report to run for all clients. If you want to limit this report for selected clients, enter the client IDs or click the Client ID link and select them from the Select Clients dialog box. The Client Name will auto populate.
This report shows the following columns:
Client - Client ID
Client Name
Employee Name
Tax Authority Code - Reflects the tax authority code entered in the Tax Calculation Overrides form for example 10 in the screen-shot below.
[Image: screenshot]
Override Type - Reflects the Override Type entered in the Tax Calculation Overrides form for example “Fixed Amount” in the screen-shot above.
Override Amount - Reflects the Override Amount entered in the Tax Calculation Overrides form for example “50.00” in the screen-shot above.
Start Date - Reflects the Starting Pay Date entered in the Tax Calculation Overrides form for example “01/01/2022” in the screen-shot above.
End Date - Reflects the Ending Pay Date entered in the Tax Calculation Overrides form for example “12/31/2022” in the screen-shot above.
[Image: screenshot]
Suppressed Identifier - Reflects the Tax Identifier entered in the Suppress Taxes form for example “31” in the screen-shot above.
Suppressed Authority - Reflects the Tax Authority entered in the Suppress Taxes form for example “060010030” in the screen-shot above.
Start Date - Reflects the Start Date entered in the Suppress Taxes form for example “05/01/2022” in the screen-shot above.
End Date - Reflects the Stop Date entered in the Suppress Taxes form for example “05/31/2022” in the screen-shot above.
[Image: screenshot]
Override Code - Reflects the Tax Code entered in the Tax Calculation Overrides form for example “360490570-39” in the screen-shot above.
Pay Date - Reflects the pay date the override entered at Payroll/ Action / Tax Calculation Overrides - Miscellaneous Overrides goes into effect.
Amount - Reflects the Tax Amount entered in the Tax Calculation Overrides form for example “4.44” in the screen-shot above.
[Image: screenshot]
Types - Reflects the voucher type entered in the Miscellaneous Overrides section in the Tax Calculation Overrides form for example “Regular” in the screen-shot above.
Weeks - Reflects the Weeks in Pay Period entered in the Miscellaneous Overrides section in the Tax Calculation Overrides form for example “52” in the screen-shot above.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reports/Payroll%20Third%20Party%20Deduction%20Register%20Report.htm
Path:
PD/Payroll/Reports/Payroll Third Party Deduction Register Report.htm
This report shows details for voluntary third party deductions for an employee for both initialized and completed payrolls vouchers. Third Party (Cutback)/Consolidated Garnishments are not included on this report.
Note: Note: Worksite Managers, Worksite Trusted Advisors, and Service Providers can access the form.
To access this form, clickReports menu. Under Payroll|Report, click Payroll Third Party Deduction Register Report.
To generate the Payroll Third Party Deduction Register Report:
Enter the Payroll Number or click the Payroll Number link and select a batch from the Select Payroll Batches window.
Click Run. The report shows on screen. The report shows these deductions sorted by Third Party Payee by default.
Click XLS to download the report.
The report shows the following columns:
Third Party Payee Code
Third Party Payee Name
Third Party Payee Amount
Deduction Code
Deduction Description
Deduction Amount
Employee Name
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reports/Payroll%20Variance%20Reports.htm
Path: PD/Payroll/Reports/Payroll Variance Reports.htm
Use this form to generate a report that uses both initialized and posted payroll vouchers and shows the variance between the current payroll and a past payroll. You can select from the following variance report types:
All (default)
Benefits
Deduction
Pay (Earnings)
Tax
Note: Note:
Client Access Group security and Data Entity security is enabled on this form.
Worksite managers, worksite trusted advisors, and service providers can access the form.
To access the form, clickReports menu. Under Payroll|Report, click Payroll Variance Reports.
Note: You can also access this form during payroll review by selecting Payroll Variance Reports in the Review list on the Process Payroll form and on the SuperBatch form.
To generate the payroll variance reports:
| In this Field | Enter this |
|---|---|
| Variance Report Type | Select one of the following type of variance report that you want to generate from the drop-down: - All (default) - Benefits - Deduction - Pay - Tax Note: This selection displays in the Type column in the generated report. If you select All, then each line displays the report type for that payroll. |
Click Generate Report to generate the on-screen Payroll (Benefits, Deduction, Pay, or Tax) Variance Report, which displays the variances.
Click the XLS link to download the report.
The report displays the following columns:
Employee ID
Employee Name
Pay Date 1
Pay Date 2
Payroll Number 1
Payroll Number 2
Type
Code 1
Code 2
Description 1
Description 2
Amount 1
Amount 2
Variance
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reports/Payroll%20Withholding%20Block%20High%20Limit%20Report.htm
Path:
PD/Payroll/Reports/Payroll Withholding Block High Limit Report.htm
Use this form to report employees who have blocked tax withholding status for federal and/or state taxes for selected clients. In some cases these need to be reported to the taxing jurisdictions.
Note: Note:
Worksite Managers, Worksite Trusted Advisors, and Service Providers can access the form.
Client Access Group Security and Data Entity security is enabled on this form.
To access the form, click Reports. Under Operations|Report, click Payroll Withholding Block/High Limit Report.
To generate the Payroll Withholding Block/High Limit Report:
Field Name — Description
Client ID — This field is optional. Enter the client IDs for whom you want to run this report or click the Client ID link and select the clients from the Select Clients dialog box. Leave this field to run for all clients.
This report shows the following columns:
Year
Client ID
Client Name
Employee ID
Employee Name
Block Fed Wthld - Blocked Federal Withholding
Federal Status
Federal Allowances
Federal W-4 Year
State - Two digit state code.
Block State Wthld - Blocked State Withholding
State Wthld Allowances
State W-4 Year
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reports/Payroll_Allocation_Report.htm
Path: PD/Payroll/Reports/Payroll_Allocation_Report.htm
Use this form to determine the format for the payroll costs that are distributed across multiple cost centers such as departments, divisions or locations.
Note: Note: Client Access Group security is enabled on this form.
To access this form, clickReports menu. Under Payroll|Report, click Payroll Allocation Report.
Note: You can also access the Payroll Allocation Report for a selected payroll in the Approval Payroll Reports form. To do this, select Approval Payroll Reports in the View Report/Analytic field on the Payroll Approval form, then select Payroll Allocation Report in the Report Title column.
To generate the payroll allocation report:
| Field | Description |
|---|---|
| Selection Parameters | |
| Payroll Number | Enter the payroll number for this report or click the Payroll Number link to select one from the Payroll Search dialog box. > Note: Note: If you use a payroll number to generate the report, you cannot use a date range and vice versa. |
| Enter a Date Range | Check this field if you want to use a date range for this report - Enter a Start Date and - Enter an End Date |
| ii. | Click XLS to download the report. |
|---|
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reports/Payroll_Audit_Report.htm
Path: PD/Payroll/Reports/Payroll_Audit_Report.htm
You can use the Payroll Audit Report to review a payroll before it is finalized and posted.
After payroll has been initialized/calculated, the report compares the current payroll against the prior payroll and displays changes, outliers, and potential issues that warrant review.
The Payroll Audit Report helps reduce the amount of time spent on manual payroll review and also helps payroll processors quickly identify what may have changed since the last pay period.
Important! The output recorded in the Payroll Audit Report is generated using artificial intelligence (AI), so ensure you review all output for accuracy, completeness, and appropriateness before using it.
You can access the Payroll Audit Report on two forms after a payroll has been initialized/calculated:
SuperBatch: The report displays with the other reports in the SuperBatch review workflow. (Click [Image: screenshot] in the batch row. Payroll Audit is the first item in the payroll review menu that displays.)
Process Payroll: In the Selected Payroll panel, select Payroll Audit Report. (This button displays when the selected payroll status is INITCOMP, INITOK, or INITWARN.)
To generate the Payroll Audit Report:
Go to the Payroll Audit Report.
The information for the selected Payroll Number displays. For example:
[Image: screenshot]
| Section | Description |
|---|---|
| Payroll Header | The top of the report displays summary information about the payroll: - Pay Date - Cycle Status: Payroll type, which is regularly scheduled, manual, or special - Pay Period - Pay Group - Period Number - Deduct Period - Weeks Worked: Number of work weeks - Employees: Number of employees included in the payroll Below the Payroll Header, a quick summary displays the Total Gross, Taxes, Deductions, and Estimated Net for the payroll. |
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reports/Payroll_Cash_Requirement_Report.htm
Path:
PD/Payroll/Reports/Payroll_Cash_Requirement_Report.htm
The Payroll Cash Requirement Report provides a listing for all cash requirements for a specified payroll.
Note: You can run this report for all payrolls, those that are posted and those that are initialized but not yet posted.
[Image: screenshot]
To run this report, do the following:
Enter the Payroll Number you want to run for this report.
Select Switch to Bundled/Unbundled format, if needed.
Click Run.
[Image: screenshot]
This report displays the following information:
Pay Date: Date the payroll associated with this report was processed.
Period Start and End Date: Start and end dates for this payroll. If there are multiple start and end dates, then the earliest Period Start date and the latest Period End date displays.
Report columns: The Item Description, Total Cash Requirement, the amount Invoiced by Service Provider, and the amount Retained by Client for Future Funding display the following information:
| Field | Description |
|---|---|
| Net Pay | The net amount for the payroll. |
| Deductions | The deductions taken in the payroll. |
| Taxes Withheld | The taxes withheld from the payroll. |
| Employer Contribution | Employer contributions for benefits included in the payroll. |
| Provider Fees | Provider fees deducted from the payroll. |
| Grand Total | The totals for all amounts in the report. |
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reports/Payroll_Check_Journal_Report.htm
Path:
PD/Payroll/Reports/Payroll_Check_Journal_Report.htm
This report provides employee payroll check details, including the pay method, check/deposit, check date, start/stop period, workers compensation class, employee ID, and net pay. (This report is part of the Payroll Initialization reports.)
To access the form, clickReports menu. Under Payroll|Report, click Payroll Check Journal Report.
Note: You can also access the Payroll Check Journal Report for a selected payroll in the Approval Payroll Reports form. To do this, select Approval Payroll Reports in the View Report/Analytic field on the Payroll Approval form, then select Payroll Check Journal in the Report Title column.
To set up the parameters for this report:
Select the Primary Sort for the report.
You can select a Secondary Sort and Tertiary Sort.
Select the Detail Sort (Employee Name, Employee ID).
| Field | Description |
|---|---|
| Report Type | Select the Report Type: - Detail with Break Totals: Includes a break and a sub-total for each of the sort options entered (except employee name), as well as a grand total for all employees. - Detail only: Includes the detail information without sub-totals, only a grand total for all employees. - Summary only: Does not include details, but only sub-totals for each of the sort options entered (except employee name) as well as a grand total for all employees. |
| Field | Description |
|---|---|
| Employee Unique ID | Select the Employee Unique ID to use in the report (Employee ID, Employee Number). |
| Display Pay Codes Using Timesheet Detail Format | Select to display the same detail as the time sheet and voucher. |
| Include Expense Reimbursements | Select to include expense reimbursement pay codes. |
| Include Non-Cash Pay Codes | Select to include non-cash as well as cash pay codes. |
| Include ‘Employee Total Expense’ on Report | Select to include the Employee Total Expense, which is the sum of all pay and contributions. |
| Employee Unique Clock Number | Select which “clock number” to use in the report: - Employee Number: The report obtains the employee number from the payroll voucher. - Employee Clock Number: The report obtains the clock number from the employee details. |
[Image: screenshot]
Listed are samples of the report columns, based on selections in the form:
Sort-By Criteria: The field selected in the Primary Sort.
Employee Name: Employee name displays as last name first.
Pay Method: The method in which the employee is paid.
Note: Employees assigned the Variable Salary option in the Pay Method field on the Employee Details form displays as “Salaried” in the on-screen and .xls report output. (The Variable Salary option only displays if the VARSALMETHOD custom feature code is enabled on the System Parameters form.)
Chk/Deposit: How the check was issued to the employee.
Check Number: The number on the check.
Check Date: The date the check was issued.
Period Start: The date the pay period started.
Period End: The date the pay period ended.
WkComp Class: The employees Workers’ Compensation Class.
Employee ID: Employee ID
Net Pay: The net pay on the check.
Pay Description: The pay code description.
Hours/Units: The number of hours or units for the pay period.
Pay Rate: The employee’s rate of pay.
Amount: The employee’s amount of pay for the selected date range or payroll batch.
Deduction Description: The deduction code description.
Amount: The amount of the deduction for the selected date range or payroll batch.
Contribution Description: The contribution code description.
Amount: The contribution amount for the selected date range or payroll batch.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reports/Payroll_Cost_Report.htm
Path: PD/Payroll/Reports/Payroll_Cost_Report.htm
Use the Payroll Cost Report form (Figure 120) to determine what information prints on this Payroll Cost Report and in what order. Use the Payroll Cost Report Parameters form (Figure 121) to determine what information prints on the Payroll Cost Report for every client.
This reports displays employee payroll cost.
Show me an example of the Payroll Cost Report form:
Figure 120: Payroll Cost Report Form
[Image: screenshot]
Enter the Payroll Number to run this report for a specific payroll or enter the Pay Date On Or After and the Pay Date On Or Before to run this report for a date range.
Enter the report filters to display on the report:
Enter the field type. The field label displays. For example, if you enter a Location, the Location Name displays. The report displays records for that Location.
Select the Primary Sort for the report.
You can select a Secondary Sort Field to sort on.
Select the Report Type W/C Class or Billing.
Enter the W/C Class to display.
Select Total Only to display only the grand total.
Click Run to run a onetime report.
Click Params to save parameters to use each time a user runs the report for any client (Figure 121).
Show me an example of the Payroll Cost Report Parameters form:
Figure 121: Payroll Cost Report Parameters Form
[Image: screenshot]
Enter a column heading description in Column 1 Description.
Enter a column heading description in Column 2 Description.
You can add billing codes to either column 1 or column 2 by entering billing codes in Column 1 Bill codes or Column 2 Bill codes. The Description displays.
Click Save.
Show me an example of the Payroll Cost Report:
Figure 122: Payroll Cost Report
[Image: screenshot]
Listed are samples of the report columns, based on selections in the form:
Dept Code: The employee’s department code.
Employee ID: Employee ID
Employee Name: Employee name displays as last name first.
W/C Class: The employee’s workers compensation class.
Regular Hours: The employee’s regular hours in a pay period.
O/T Hours: The employee’s overtime hours in a pay period.
Other Hours: Other hours the employee worked in a pay period.
Gross Earnings: The total gross earning for a pay period.
Payroll Deduct: The amount that payroll deducted from the payroll.
Reimburse Per Diem: The amount the employee earned in reimbursements and per diem.
Standard Pay Rate: The employee’s standard pay rate.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reports/Payroll_Cost_Report_Standard.htm
Path:
PD/Payroll/Reports/Payroll_Cost_Report_Standard.htm
Use the Payroll Cost Report - Standard form to determine what information prints on this report and in what order using the available filters. Regardless of how the report filters are applied, if an employee has hours in more than one department, those hours are logged in those departments. (The system makes a record for every department where the employee logged hours.)
[Image: screenshot]
Note: Use the Payroll Cost Report Parameters form to determine what information prints on the Payroll Cost Report - Standard for every client. (You can make this determination by clicking Params.)
Do the following to determine what information prints on this report:
Select Payroll Cost Report - Standard in theReports menu under Payroll|Report.
Complete the following information:
| Panel | Description |
|---|---|
| Selection Parameters | Enter or select the Payroll Number to run this report for a specific payroll or select Enter a Pay Date Range to enter a Start Date and a End Date to run this report for a date range. |
| Sort Parameters | Set the Sort Parameters: - Select the Primary Sort for the report. - You can select a Secondary Sort and Tertiary Sort. - Select the Detail Sort: - Employee Name: This is the default option. If used as the Detail Sort, the report sorts details by employee. - Employee Unique ID: The report sorts by the employee’s ID. - W/C Code: The report sorts details by the worker’s compensation code. |
[Image: screenshot]
Listed are samples of the report columns, based on selections in the form:
W/C Class: The employee’s workers compensation class.
Employee ID: The employee ID.
Employee Name: The employee name displays as last name first.
Regular Hours: The employee’s regular hours in a pay period.
O/T Hours: The employee’s overtime hours in a pay period.
Other Hours: Other hours the employee worked in a pay period.
Gross Earnings: The total gross earning for a pay period.
Payroll Deduct: The amount that payroll deducted from the payroll.
Reimburse Per Diem: The amount the employee earned in reimbursements and per diem.
Standard Pay Rate: The employee’s standard pay rate.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reports/Payroll_Deduction_In_Arrears_Report.htm
Path:
PD/Payroll/Reports/Payroll_Deduction_In_Arrears_Report.htm
Use the Payroll Deduction in Arrears Report form to identify the premiums owed and to display premiums not collected from employees that need to be paid by the client.
To access this form and run the report:
Click theReports menu.
From Payroll|Report, click Payroll Deduction in Arrears Report. The form opens. [Image: screenshot]
Complete these fields:
Field — Description
Employee ID — Optional field. Click the link and select an employee from the modal that opens. If left blank, it runs the report for all employees with deductions in arrears for a client.
Starting Date — Optional field. Starting date range for a report. Enter a date or click inside the field to select a date from the calendar picker.
Ending Date — Optional field. Ending date range for a report. Enter a date or click inside the field to select a date from the calendar picker.
Deduction Code — Optional field. Click a link to launch a modal where you can select a code to filter by deduction type.
[Image: screenshot]
[Image: screenshot]
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reports/Payroll_Disbursement_Report.htm
Path:
PD/Payroll/Reports/Payroll_Disbursement_Report.htm
This report displays the payroll amount in both deposited and check form.
Show me an example of the Payroll Disbursement Report form:
Figure 125: Payroll Disbursement Report Form
[Image: screenshot]
Enter the Payroll Number to run this report for a specific payroll or enter the Pay Date On Or After date to start the report on and the Pay Date On Or Before date to end the report on.
Select Sort By.
Show me an example of the Payroll Disbursement Report:
Figure 126: Payroll Disbursement Report
[Image: screenshot]
The report columns are:
Employee Name: Employee name displays as last name first.
Employee ID: Employee ID
Pay Date: The date of the payroll.
Deposit Amount: The amount direct deposited.
Check Amount: The amount in check form.
Check Number: The number on the check.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reports/Payroll_Register_Report.htm
Path: PD/Payroll/Reports/Payroll_Register_Report.htm
Use the Payroll Register Report form to determine what information prints on the Payroll Register Report and in what order. For example:
[Image: screenshot]
To access this form, clickReports menu. Under Payroll|Report, click Payroll Register Report.
Note: You can also access the Payroll Register Report for a selected payroll in the Approval Payroll Reports form. To do this, select Approval Payroll Reports in the View Report/Analytic field on the Payroll Approval form, then select Payroll Register Report in the Report Title column.
To configure information for display on the Payroll Register Report:
Select the Primary Sort for the report. If Employee Name Only is selected then Secondary Sort and Tertiary Sort will not be available.
You can select a Secondary Sort and Tertiary Sort.
Select the Report Format:
Standard: Includes information for each employee on the report, as well as the current, month-to-date, quarter-to-date, and year-to-date values for pay, deductions, taxes, and paid time off.
Compact: Displays the information in a columnar format and makes the Compact Format Parameters available (see below).
Select the Report Type:
Detail w/Break Totals: Includes a break and a sub-total for each of the sort options entered (except employee name), as well as a grand total for all employees.
Detail Only: Includes the detail information without sub-totals, only a grand total for all employees.
Summary Only: Does not include details, but only sub-totals for each of the sort options entered (except employee name) as well as a grand total for all employees.
Select Sort on Sort Parameters Descriptions to sort the report by the descriptions instead of the codes selected as the Sort Parameters.
Select Page Break on Primary Sort to start a new page for the selected Primary Sort items.
Select Suppress Zero Deductions to exclude deductions with a value of zero from the report.
Select Suppress Zero Vouchers to exclude payroll vouchers with a total of zero from the report.
Select Include YTD Amounts to include the year-to-date amounts for pay, deductions, and taxes on the report.
Select Include Employer Contributions to include the employer’s contribution amounts for deductions on the report.
Select Add employee arrears to employer amount to include employee arrears as part of employer contribution amounts on the report.
Select Sort Pay by Pay Code Descriptions to sort the pay by the code descriptions instead of the pay codes.
Indicate the order in which to Sort Deductions by:
Deduction Code: Sorts deductions by Deduction Code.
Deduction Description: Sorts by Deduction Code Descriptions.
Benefit Plan, Deduction Code: Sorts by the Benefit Plan ID associated with the deduction, if any, then the Deduction Code.
Benefit Plan, Deduction Description: Sorts by the Benefit Plan ID associated with the deduction, if any, and then by the Deduction Code Description.
Select Use LANDSCAPE Format and one or both of its associated parameters, Include YTD Amounts and Include Employer Contributions, to control landscape output form selection.
Note: If you do not select one of these parameters, the system uses the standard report size, even if the Use LANDSCAPE Format field is selected. In addition, you cannot use this parameter with the Suppress Rate Column parameter.
Note: The Include Employer Contributions parameter is not available with the Suppress Rate Column parameter. If you enable the Includes YTD Amounts and the Suppress Rate Column parameters with that parameter a warning displays, “Cannot select Include Employer Contributions with Suppress Rate Column option.”
Select Include Client ID to include the client’s ID in the report’s header
Select Include Client Legal Name to include the client’s legal name in the report’s header
[Image: screenshot]
[Image: screenshot]
Listed are samples of the report columns, based on Standard format:
Employee Name: Employee name displays as last name first.
Employee ID: The Employee ID displays when the report is run in compact format.
Address: Employee Residential Address
Title: Employee Position Title
Status: The employee’s employment status (for example, Active or On Leave).
Type: The employee’s employment type (for example, Full-Time or Part-Time).
EEO: The employee’s position EEO class.
Employee ID: Employee ID
Dept: The employee’s assigned department.
W/C: The employee’s assigned workers’ compensation class code.
FLSA: The employee’s FLSA type (for example, Standard, Highly Compensated, or Exempt).
PayGrd: The employee’s pay grade based on their position title.
Salary: The employee’s compensation amount based on the pay group.
Hire: The employee’s last hire date.
Term: The employee’s termination date, if any.
Review: Date of employee’s last review.
Employee No: Employee Number
Gender: Employee Gender
DOB: Employee date of birth
Tax Filing Info:
Type: Type of tax filing (for example, Federal, AR, AZ).
Status: Status of tax filing
Add’L: Additional codes associated with that tax type.
Direct Deposit:
Account No: Employee Bank Account Number
Tran/ABA: Employee Bank Transaction Number
CHK/SAV: The employees (C) checking or (S) saving account where the pay amount is deposited
$/%: The amount or percentage that is deposited. Balance displays when it is the last deposit or only deposit.
Earnings:
Type: Pay Code and Description
Current: the pay amount for this pay period.
MTD: Month-to-date pay
QTD: Quarter-to-date pay
YTD: Year-to-date pay
Deductions:
Type: Deduction Description
Current: The deduction amount for this type during this pay period.
MTD: Month-to-date deduction
QTD: Quarter-to-date deduction
YTD: Year-to-date deduction
Disbursements:
Voucher No: Voucher Number
Check No: Check Number
Check Amount: The amount of this check
Direct Deposit Amount: The amount that is direct deposited for this check/voucher.
Paid Time Off:
Description: Paid Time Off Description
CarryFWD: The amount of paid time off carried forward.
Accrued: The amount of paid time off accrued in this pay period.
Used: The amount of paid time off used in this pay period.
Balance: The amount of paid time off available after this paid period.
Grand Total: Total for all employees.
Total Employee Count: The number of the employees included in the report.
[Image: screenshot]
Listed are a sample of the report columns, based on Compact format:
Employee Name: Employee name displays as last name first.
Emp ID: Employee ID
Dept: Employee department
Net Amt: Net pay amount for this pay period.
DD Amt: Direct deposit amount
Check Amt: Check amount
Check No: Check number
Check Dt: The date the employee is paid.
Pay Type: Pay Description
Hours/Units: Hours or Units in pay period.
Rate: Pay rate for pay period.
Pay: Pay amount for pay period.
YTD Hrs: Year-to-date hours
YTD Pay: Year-to-date pay amount
Totals Pay: Total for pay type columns
Taxes: Tax Description
Curr Tax: Tax amount for this pay period.
YTD Tax: Year-to-date tax amount
Totals Taxes: Total for tax type columns.
Deductions: Deduction Description
Curr Ded: Deduction amount for this pay period.
YTD Ded: Year-to-date deduction amount
Totals Deductions: Total for deduction type columns.
Grand Total Total for all employees.
Total Employee Count: The number of the employees included in the report.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reports/Payroll_Retirement_Contributions_Report.htm
Path:
PD/Payroll/Reports/Payroll_Retirement_Contributions_Report.htm
Use the Payroll Retirement Contributions Report form to run a report on contributions made to employee retirement accounts. This report can be run using calculated payrolls that are either initialized or posted.
Note: Note:
Service Provider Only.
Does not use Client Access Group security.
To access the form, clickReports menu. Under Payroll|Report, click Pay Retirement Contribution Report.
Show me an example of the Payroll Retirement Contributions Report form:
Figure 129: Payroll Retirement Contributions Report
[Image: screenshot]
Enter the Payroll Number to run this report for a specific payroll or click the select
Enter a Start Date and an End Date to run this report for a date range.
Select the Primary Sort, Secondary Sort, and Tertiary Sort categories.
Select the Detail Sort to specify the way information displays and sorts on the report (Employee Name, Employee Unique ID).
Select the Report Type:
Detail w/Break Totals: Includes a break and a sub-total for each of the sort options entered (except employee name), as well as a grand total for all employees.
Detail Only: Includes the detail information without sub-totals, only a grand total for all employees.
Summary Only: Does not include details, but only sub-totals for each of the sort options entered (except employee name) as well as a grand total for all employees.
Select Sort on Sort Parameters Descriptions to sort the report by the descriptions instead of the codes selected as the Sort Parameters.
Select Page Break on Primary Sort to start a new page for the selected Primary Sort items.
Select Suppress Pay Group in Header if needed.
Select the Status Class you want to include in the report from the drop-down.
Select the Type Class you want to include in the report from the drop-down.
Enter the field type. The field label displays. For example, if you enter a Location, the Location Name displays. The report displays records for that Location.
Show me an example of the Payroll Retirement Contributions Report :
Figure 130: Payroll Retirement Contributions Report
[Image: screenshot]
Listed are samples of the report columns, based on selections in the form:
Employee ID: The employee’s ID.
Employee Name: The employee’s name.
Voucher Number: The payroll voucher number.
Base Earnings: The employee’s base earnings before taxes.
Employee Elective Contributions: The employee’s contributions.
Employee Post-Tax Contributions: Any contributions made by the employee after taxes.
Employee Catch Up: Employee catch up amounts paid.
Roth Contributions: Contributions made post-tax to a Roth IRA.
Roth Catch Up: Employee catch up amounts paid to a Roth IRA.
Employer Matching Contributions: Matching contribution paid by the employer.
Employer Non-Elect Match: Non-elective matching amounts paid by the employer.
Successor Retirement Deferral: Successor retirement deferral amount.
Successor Catch-up Deferral: Successor catch-up deferral amount.
Successor ROTH Deferral: Successor ROTH deferral amount.
Successor ROTH Catch-up Deferral: Successor ROTH catch-up deferral amount
Employee Loan Payment: Loan payments paid by the employee.
PEO Match: Matching contribution paid by the PEO.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reports/Payroll_Validation_Report_Entry.htm
Path:
PD/Payroll/Reports/Payroll_Validation_Report_Entry.htm
This report provides a listing of validation errors for the selected payroll number. In addition, you can download the error messages to an Excel file in .csv format.
Note: You can also generate the Payroll Validation Report from the Selected Payroll panel on the Process Payroll form. See the Payroll Processing Guide for more information.
To generate the Payroll Validation Report:
Select Payroll Validation Report on the Payroll|Report menu. The Payroll Validation Report form displays.
Select a Payroll Number.
Click Generate Report. The validation errors, if any, display on-screen. For example:
[Image: screenshot]
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reports/Payroll_Voucher_Report.htm
Path: PD/Payroll/Reports/Payroll_Voucher_Report.htm
You can use the Payroll Voucher Report form to generate the Payroll Voucher Report for a selected client or pay date, so you can review voucher details before posting and reconciling against source data. For example:
[Image: screenshot]
Note: This report is available for initialized and posted payrolls with the INITOK, INITCOMP, POSTCOMP, or COMP status.
To generate the Payroll Voucher Report:
Go to the Payroll Voucher Report form on the Payroll|Report menu. The current Client ID displays.
Enter or select the Payroll Number or the Pay Date. (You must make a selection in one of these required fields.) If you select a Payroll Number, the payroll information displays.
To further filter the report output, select a Pay Group in the Report Filters panel.
Click Run. The report displays in a separate window in .csv format.
Open the report and save it to a preferred location.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reports/Positive_Pay_File_Report.htm
Path: PD/Payroll/Reports/Positive_Pay_File_Report.htm
This report displays positive pay per checking account, file stub code, or date range.
Enter the Checking Account to list positive pay files for just one checking account; if left blank, the report displays the file information for all checking accounts.
Enter the File Stub to list positive pay files for just one file stub code; if left blank, the report displays the file information for all file stub codes.
Enter the Date Created to list positive pay files for just that date; if left blank, the report displays the file information for all dates.
The report columns:
Checking Account / File Stub: The account ID (or file stub) and name for the checking account.
Output File Name: The file name output from the system.
Date Created: The date the file was created.
Time Created: The time the file was created.
Note: Note: All dates and times in PrismHR are Central Time.
Number of Checks: The number of checks in the file.
Number of Voids: The number of voids in the file.
File Type: Value specifies whether the file is an Original or Recreated file.
Original File Name: If the file is recreated, the original name for the file displays.
Total Amount: The total dollar amount of the checks in the file.
Total Voids: The total dollar amount of the voids in the file.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reports/Quarterly%20Wage%20and%20Tax%20Summary.htm
Path:
PD/Payroll/Reports/Quarterly Wage and Tax Summary.htm
Use this form to generate a report that provides a summary of employee taxable information such as gross taxable earnings, federal and state tax amounts for a client.
Note: Note:
Worksite Managers, Worksite Trusted Advisors, and Service Providers can access the form.
Client Access Group Security and Data Entity security is enabled on this form.
To access the form, click Reports. Under Payroll|Report, click Quarterly Wage and Tax Summary.
To generate the Quarterly Wage and Tax Summary:
| Field Name | Description |
|---|---|
| Start Pay Date | Enter the pay date from which you want to run this report. |
| End Pay Date | Enter the pay date up to which you want to run this report. |
This report shows the following columns:
Employee ID
Employee Name
Gross Wages
Federal Income Tax Withheld
Federal Income Tax Wages
Social Security Tax Withheld
Social Security Wages
Medicare Tax Withheld
Medicate wages
State
State Tax
State Wages
SUI Wages
401(k)
Section 125
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reports/Retirement_Contribution_Register_Report.htm
Path:
PD/Payroll/Reports/Retirement_Contribution_Register_Report.htm
This report provides a listing of employee’s and employer retirement contribution amounts.
Show me an example of the Retirement Contribution Register Report form:
Figure 133: Retirement Contribution Register Report
[Image: screenshot]
Enter the Plan Year.
Enter the Plan Period.
Click Run.
Show me an example of the Retirement Contribution Register Report:
Figure 134: Retirement Contribution Register Report example
[Image: screenshot]
The report columns are:
Employee Name: Employee name displays as last name first.
Emp. ID: Employee ID
Plan ID: The employee plan ID.
Qualified Earnings: The employee’s wages for that date range that qualifies for the retirement plan.
Pre-Tax Contrib.: The amount of wages contributed to the Pre-Tax plan for that plan period.
Catch-Up Contrib.: The amount of wages contributed to the Catch-up plan for that plan period.
ROTH Contrib.: The amount of wages contributed to the ROTH plan for that plan period.
ROTH Catch-up: The amount of wages contributed to the ROTH Catch-Up plan for that plan period.
Post-Tax Contrib.: The amount of wages contributed to the Post-Tax plan for that plan period.
Loan Payment: The amount of loan payments for that plan period.
Employer Contrib: The amount the employer matches to selected retirement plans for the plan period.
Non-Elect Contrib: The additional amount matched for the plan period.
Safe Harbor Type 1 Contrib: The amount matched for Safe Harbor (1) for the plan period.
Safe Harbor Type 2 Contrib: The amount matched for Safe Harbor (2) for the plan period.
Successor Retirement Deferral: Successor retirement deferral amount.
Successor Catch-up Deferral: Successor catch-up deferral amount.
Successor ROTH Deferral: Successor ROTH deferral amount.
Successor ROTH Catch-up Deferral: Successor ROTH catch-up deferral amount.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reports/Security_Changes_Report.htm
Path: PD/Payroll/Reports/Security_Changes_Report.htm
This report displays the changes made to employee details when you receive a “Security Notification” while calculating payrolls.
You can access this report two ways:
If you receive a Security Notification while calculating a payroll, click View Report in the Security Notification dialog that displays.
ClickReports menu. Under Payroll|Report, click Security Changes Report.
To generate the Security Changes Report:
Enter or select the Payroll Number.
Click Run. The report output displays. For example:
[Image: screenshot]
The report columns are:
EE/User Id: The employee or user ID associated with the employee record.
Employee Name: The name of the employee associated with the employee record.
From Value: The original data.
To Value: The changed data.
Audited File: The audited file name.
Field: The field associated with the changed data.
Changed By: The user ID of the person who changed the data.
Date: The date that was recorded when the data was changed.
Time: The time that was recorded when the data was changed.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reports/SUTA_Tax_Liability_Report.htm
Path: PD/Payroll/Reports/SUTA_Tax_Liability_Report.htm
This report displays SUTA tax liability by state.
Show me an example of the SUTA Tax Liability Report form:
Figure 137: SUTA Tax Liability Report Form
[Image: screenshot]
Show me an example of the SUTA Tax Liability Report:
Figure 138: SUTA Tax Liability Report
[Image: screenshot]
The report columns are:
State: SUTA State Code
SUTA ID: Client State ID
Gross Wages: The gross wages for that client state ID.
Exempt Wages: The wages exempt from state taxes.
Sheltered: The wages sheltered from state taxes.
Gross Taxable: The taxable gross wages.
Over Limit: The wages that are over the tax limit.
Taxable Earnings: Total wages that is taxable.
Employer Tax: The amount of tax the employer paid.
Employee Tax: The amount of tax the employee paid.
No. Of Taxable Employees: The number of taxable employees in that SUTA state code and client state ID.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reports/Tax%20Register%20Detail%20Report.htm
Path: PD/Payroll/Reports/Tax Register Detail Report.htm
PEOs can use this form to reconcile payroll taxes for an employer. This report provides a summary of all or specific taxes for the employer. In addition, the report breaks down the information to the client and employee for the employer.
Note: Note: Client Access Group Security is enabled on this form.
To access this form, clickReports menu. Under Employer|Report click Tax Register Detail Report.
To generate the Tax Register Detail Report:
| Field Name | Description |
|---|---|
| Starting Date | Enter the starting date of the reporting period. This date must be the first date of the month. |
| Ending Date | Enter the ending date of the reporting period. This date must be the last date of the month. |
| Employer ID | This field is optional. Leave this field blank to report for all employers. If you want to run this report for specific employers, enter the employer IDs for whom you want to run this report here or click the Employer link and select them from the Select Employer dialog box. |
| Include Corporate Clients | By default, this field is set to Yes. - Select Yes to include clients with the service type field set to Corporate or Staffing. - Otherwise, select No. |
Note: Note: You can control whether to display SSN numbers in the output by enabling the SHOWSSNFORTAX custom feature code on the System Parameters form and setting up a Conversion User in the Account Management Roles panel on the Users form. (The SSN column only displays the last four digits if you do not make these updates.)
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reports/Tax%20Register%20Summary%20Report.htm
Path:
PD/Payroll/Reports/Tax Register Summary Report.htm
This form will used by a service provider to reconcile payroll taxes for an employer. This report provides a summary of all or specific taxes for an or all employers.
Note: Note: Client Access Group security is enabled on this form.
To access this form clickReports menu. Under Employer|Report click Tax Register Summary Report.
To generate the Tax Register Summary Report:
| Field Name | Description |
|---|---|
| Starting Date | Enter the starting date of the reporting period. This date must be the first date of the month. |
| Ending Date | Enter the ending date of the reporting period. This date must be the last date of the month. |
| Employer ID | This field is optional. Leave this field blank to report for all employers. If you want to run this report for specific employers, enter the employer IDs for whom you want to run this report here or click the Employer link and select them from the Select Employer dialog box. |
| Include Corporate Clients | By default this field is set to Yes. - Select Yes to include clients with the service type field set to Corporate or Staffing. - Otherwise select No. |
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reports/Tax_Liability_Report.htm
Path: PD/Payroll/Reports/Tax_Liability_Report.htm
This report shows the various Federal, State and Local Tax liabilities on a payroll batch by batch basis.
To access this report, clickReports menu. Under Payroll|Report, click Tax Liability Report.
To generate the Tax Liability Report:
| a. | Under the Report Period section |
|---|---|
| Field Name | Description |
| — | — |
| Payroll Number | This is the default option. Enter the payroll batch number you want to run this report for or click the Payroll Number link and select the payroll batch from the Select Payroll Batches window. |
| Pay Date Range | Select this option if you want to run this report for a payroll batch in a specific Pay Date Range. Fill in the following fields: - Start Date - Enter the start date for the pay date range for which you want to run this report. - End Date - Enter the end date for the pay date range for which you want to run this report. |
Click Run. The report shows up on the screen.
Click XLS to download the report.
Click Close to close the screen at anytime.
The report columns are:
Tax Description: A description of the tax.
Taxable Earnings: Total wages that is taxable.
Employee Tax: The amount of tax the employee paid.
Employer Tax: The amount of tax the employer paid.
No. Of Taxable Employees: The number of taxable employees.
Tax Rate: The rate for which that tax charges.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reports/Third%20Party%20Sick%20Pay%20Report.htm
Path:
PD/Payroll/Reports/Third Party Sick Pay Report.htm
Use this report to see all Third Party Sick Pay adjustments that were entered into the system.
Third Party Sick Pay is an amount provided to an employee by a third party (for example Aflac Insurance Company). The Third Party Sick Pay Adjustment form in PrismHR is used to enter these amounts into the system. Then they are added to the payroll adjustment file so that they appear on the employee’s Form W-2.
Note: Note: This form does not use Client Access Group Security.
To access this form, clickReports menu. Under Payroll|Report, click Third Party Sick Pay Report.
To generate the third party sick pay report:
Field — Description
Adjustment Date Above or Equal To — Enter the start date to be used for this adjustment. This will be used to derive the tax year, quarter and month to be adjusted.
Adjustment Date below or Equal To — Enter the end date to be used for this adjustment. This will be used to derive the tax year, quarter and month to be adjusted.
Employer ID — Enter the Employer ID affected by this adjustment.
Click Generate Report. A job progress window opens showing processing of the request. In case of any error, make necessary changes and redo the process.
Once the processing is complete, click Close to close the job progress window.
Click the XLS link to download the report.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reports/Time%20Sheet%20Report%20(From%20Vouchers).htm
Path:
PD/Payroll/Reports/Time Sheet Report (From Vouchers).htm
Use this form to generate a report (sorted on two tiers) to show time entry data in any of the following report formats:
By Name by Department (default)
By Department by Name
By Department by Pay Code by Name
By Location by Name
By Name by Project
By Name with Department, Division
By Division, Name, Department
This report will pull pay data broken out by various allocations namely Project, Department, Division, Location. Depending upon the payroll status, the report will either pull data entered onto the time sheet or from the initialized vouchers.
Note: Note:
Uses Client Access Group and employee level security.
Worksite Managers, Worksite Trusted Advisors, and Service Providers can access the form.
To access the form, clickReports menu. Under Payroll|Report, click Time Sheet Report (From Vouchers).
To generate the Time Sheet Report (from Vouchers):
Enter the Payroll Number or click the Payroll Number link to select one from the Select Payroll Batches dialog box.
Specify the Report Format in which you want the time sheet report. Select one from the following options:
| a. | By Name by Department (default) |
|---|---|
| b. | By Department by Name |
| — | — |
| c. | By Department by Pay Code by Name |
| — | — |
| d. | By Location by Name |
| — | — |
| e. | By Name by Project |
| — | — |
| f. | By Name with Department, Division |
| — | — |
| g. | By Division, Name, Department |
| — | — |
Click Generate Report. The Time Sheet Report (By Vouchers) opens up.
Click the XLS link to download the report.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reports/Time_Sheet_Report.htm
Path: PD/Payroll/Reports/Time_Sheet_Report.htm
This report displays an employee’s total pay amount. It also includes hours paid, hours worked, and up to three deductions taken. For example:
[Image: screenshot]
To view this report:
Enter the Payroll Number you want to run for this report.
Select the Primary Sort-By for the report.
You can select a Secondary Sort-By.
Select Generate a report with codes instead of description, for export to exclude descriptions.
Select Show only employees with zero pay to exclude employees with pay amounts other then zero.
Select Generate a report showing deductions to run a time sheet deductions version of the report.
Note: Note: When an employee listed on the time sheet has 0 hours (as opposed to a blank entry, where the zero was deleted) that employee is included on the Time Sheet Report when the option is enabled to Show Only Employees with Zero Pay.
[Image: screenshot]
[Image: screenshot]
[Image: screenshot]
The report columns that display are based on the criteria specified in the form:
Employee ID: Employee’s ID
Employee Name: Employee name displays as last name first.
Charge Date: The date the charge was applied
Location: Employee’s location
Department: The employee department
Pay Code: The pay code applied
Pay Description: The description of the pay code
Position: The employee position
Shift: The employee shift
Hours-Units Paid: Hours or units paid for the pay period
Hours Worked: Hours worked for the pay period
Hourly Rate: The employee hourly rate
Pay Amount: Total amount paid prior to deductions
Deduction Code 1: Heading is set up in Client Details
Deduction Code 2: Heading is set up in Client Details
Deduction Code 3: Heading is set up in Client Details
Totals for: Total for all items in the column
Grand Totals: Total for all items in the report
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reports/Unpaid_Employees_Report.htm
Path: PD/Payroll/Reports/Unpaid_Employees_Report.htm
The Unpaid Employees Report displays payroll information for employees who received no earnings in a specific payroll or during a payroll period. For example:
[Image: screenshot]
To display payroll information for employees:
Note: Note the following:
If an employee was paid on any payroll in the pay date range, they will not display in the report.
When you enter either a payroll or pay date range, the system tries to build the employee data as it was at the time the payroll was calculated. For example, if you enter a payroll in January and an employee was in a department and then was transferred in February, the system only uses the employee settings from January.
Select the Primary Sort, Secondary Sort, and Tertiary Sort categories.
Select the Detail Sort to specify the way information displays and sorts on the report (Employee Name, Employee ID, Department, Division, Location).
Select the Report Type:
Detail w/Break Totals: Includes a break and a sub-total for each of the sort options entered (except employee name), as well as a grand total for all employees.
Detail Only: Includes the detail information without sub-totals, only a grand total for all employees.
Summary Only: Does not include details, but only sub-totals for each of the sort options entered (except employee name) as well as a grand total for all employees.
Select Sort on Sort Parameters Descriptions to sort the report by the descriptions instead of the codes selected as the Sort Parameters.
Select Page Break on Primary Sort to start a new page for the selected Primary Sort items.
Select Suppress Pay Group in Header if needed.
Select the Employee Unique ID from the drop-down (Employee ID, Employee Number).
Select Include Last Week Worked to include the last week the employee worked in the report.
Select the Status Class you want to include in the report from the drop-down.
Select the Employee Type you want to include in the report from the drop-down.
Note: The system displays settings from the Client Controls form as options in the Employee Type field. If there are no settings in the Client Controls form, then all employee types display.
[Image: screenshot]
Listed are samples of the report columns, based on selections in the form:
Department: The employee’s department.
Division: The employee’s division.
Employee ID: The employee ID.
Employee Name: The employee’s name.
Gross Pay: The employee’s gross pay.
Deductions: Deductions applied to the employee’s pay.
Net Pay: The employee’s net pay.
Check Number: The check number for the payroll.
Check Date: The date of the paycheck.
Benefits?: Specifies whether the employee received benefits in the payroll.
Employee Status Class: The employee’s employment status.
Report Totals: The totals for Gross Pay, Deductions, and Net Pay.
Payroll Summary: All payments made in a payroll batch including federal tax, FICA medicare, FICA social security, as well as employer FICA owed, and advanced EIC payments.
Total Tax Liability: The total tax liability for the employer.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reports/Voucher_Account_Detail_Report.htm
Path:
PD/Payroll/Reports/Voucher_Account_Detail_Report.htm
Use the Voucher Account Detail Report form (Figure 141) to determine what G/L account numbers print on the Voucher Account Detail Report for the date range selected.
Show me an example of the Voucher Account Detail Report form:
Figure 141: Voucher Account Detail Report Form
[Image: screenshot]
Enter the Pay Date On Or After date to start the report on.
Enter the Pay Date On Or Before date to end the report on.
Enter the GL Account Number to include only that account number or leave blank to include all GL account numbers.
Click Run.
Show me an example of the Voucher Account Detail Report:
Figure 142: Voucher Account Detail Report
[Image: screenshot]
The report columns are:
G/L Account Number: General ledger account number.
Pay Date: The date the employee was paid.
Emp ID: Employee ID
Employee Name: Employee name displays as last name first.
Debit Amount: The amount deducted from the account.
Credit Amount: The amount credited to the account.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reports/WH347_Report.htm
Path: PD/Payroll/Reports/WH347_Report.htm
Run the report to complete the U.S. Department of Labor WH347 Certified Payroll Form.
Show me an example of the WH347 Report form:
Figure 145: WH347 Report Form
[Image: screenshot]
Enter the Week Ending Date.
Enter each Project Code in the order to display on the report. The Payroll Number displays.
Select Process Initialized Vouchers Instead of Posted.
Select Allocated Deduction/Taxes by Project (unchecked = Gross).
Click Run.
Show me an example of the WH347 Report:
Figure 146: WH347 Report
[Image: screenshot]
[Image: screenshot]
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Reports/Workers_Compensation_Report.htm
Path:
PD/Payroll/Reports/Workers_Compensation_Report.htm
This report shows workers’ compensation paid in a single payroll or date range.
Use the Workers’ Compensation Report form to determine what information prints on the Workers’ Compensation Report and in what order.
[Image: Workers’ Compensation Report]
Select the Primary Sort for the report.
You can select a Secondary Sort and Tertiary Sort.
Select the Detail Sort:
Employee Name: This is the default option. If used as the Detail Sort, the report sorts details by employee.
State: The report sorts details by the employee’s state.
W/C Code: The report sorts details by the worker’s compensation code.
State, W/C Code: The report sorts details first by the employee’s state, then by worker’s compensation code.
Select the Report Type:
Detail w/Break Totals: Includes a break and a sub-total for each of the sort options entered (except employee name), as well as a grand total for all employees.
Detail Only: Includes the detail information without sub-totals, only a grand total for all employees.
Summary Only: Does not include details, but only sub-totals for each of the sort options entered (except employee name) as well as a grand total for all employees.
Select Sort on Sort Parameters Descriptions to sort the report by the descriptions instead of the codes selected as the Sort Parameters.
Select Page Break on Primary Sort to start a new page for the selected Primary Sort items.
Select Suppress Pay Group in Header to exclude pay group information from the report header.
Select the Employee Unique ID to use in the report (Employee ID, Employee Number).
Select the Report Format to use in the report (Wage Detail, Billing Detail).
[Image: Workers’ Compensation - Wage Detail]
The report columns are:
WC State: The employee’s state.
WC Code: The job code associate with the employee’s position.
Employee ID: The employee’s ID.
Employee Name: The employee’s name.
Premium Wages: The premium paid to the employee. Note the following about how the premium amount is assigned:
The Suppress Shelter setting is controlled by the Suppress Shelter For Billing field on the System|Change|W/C Policies form.
The W/C Limit Overtime setting is controlled by the Workers Comp Overtime field on the System|Change|Billing Templates form.
This report uses the settings listed above to assign the premium wage amount as follows:
| Suppress Shelter Setting | W/C Limit Overtime Setting | Report Premium Amount Result |
|---|---|---|
| Setting is enabled | Setting is enabled | Payroll vouchers amount |
| Setting is disabled | Setting is disabled | Zero |
| Setting is enabled | Setting is disabled | Zero |
| Setting is disabled | Setting is enabled | Payroll vouchers amount |
Gross Wages: The gross wages for the payroll or date range specified.
Exempt Wages: The employee’s wages that are exempt from workers’ compensation.
Wage Reductions: The difference between the employee’s gross wages and the W/C taxable earnings for the payroll or date range specified.
WC Wages: The employee’s workers’ compensation wages.
[Image: Workers’ Compensation - Billing Detail]
The report columns are:
WC State: The employee’s state.
WC Code: The job code associate with the employee’s position.
Employee ID: The employee’s ID.
Employee Name: The employee’s name.
Gross Wages: The gross wages for the payroll or date range specified.
WC Wages: The wages paid to the employee.
WC Effective Rate: The rate used to calculate the employee’s workers’ compensation.
WC Amount: The workers’ compensation wages paid to the employee.
TRIA: Compensation that is covered by the Terrorism Risk Insurance Act (TRIA), if applicable.
Total WC Amount: The total workers’ compensation wages paid to the employee.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Tasks/Apply_FLSA_Ruleset_to_TS_Import.htm
Path:
PD/Payroll/Tasks/Apply_FLSA_Ruleset_to_TS_Import.htm
If you import a time sheet, the FLSA ruleset is not applied to the employees’ hours until the payroll is calculated (initialized).
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Tasks/Common_Issues_with_FLSA_Ruleset.htm
Path:
PD/Payroll/Tasks/Common_Issues_with_FLSA_Ruleset.htm
There are some issues with FLSA Rulesets that users sometimes encounter.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Tasks/FLSA_Ruleset_for_Biweekly_Payroll.htm
Path:
PD/Payroll/Tasks/FLSA_Ruleset_for_Biweekly_Payroll.htm
If you have a biweekly payroll, then applying the FLSA ruleset requires that you enter the hours in a specific way:
If the FLSA ruleset calculates on the hours worked in a week, then you need to enter the hours for each week in the pay cycle separately.
If the FLSA ruleset uses a daily calculation, then you need to enter hours in the timesheet by the day that it was worked.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Tasks/FLSA_Ruleset_for_Tipped_Employees.htm
Path:
PD/Payroll/Tasks/FLSA_Ruleset_for_Tipped_Employees.htm
The system only applies a FLSA Ruleset for tipped employees if the position is set as a tipped position.
To make sure the position is marked as tipped:
Open the Positions form (found in the Client menu under Client|Change).
Enter the Position Code for the employees who are not having the FLSA ruleset applied.
Make sure that the Tipped Position option is selected.
[Image: Tipped position checkbox in Positions]
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Tasks/FLSA_Ruleset_Not_Applied_to_EEs.htm
Path:
PD/Payroll/Tasks/FLSA_Ruleset_Not_Applied_to_EEs.htm
There are a couple of reasons why the FLSA ruleset would not be applied to employees: the FLSA ruleset is not set up on the client, or the positions assigned to the employees are marked as FLSA exempt.
Open Client Details (found in the Client menu under Client|Change).
Select the Payroll tab.
Enter the FLSA Ruleset that applies to the client.
[Image: FLSA ruleset in client details]
Open the Positions form (found in the Client menu under Client|Change).
Enter the Position Code for the employees who are not having the FLSA ruleset applied.
Look at the FLSA Exempt option.
[Image: FLSA exempt checkbox in positions]
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Tasks/Managing-Payday-Notifications.htm
Path:
PD/Payroll/Tasks/Managing-Payday-Notifications.htm
In PrismHR, you can enable payday notifications at the system and client level. When enabled, the system automatically sends payday notifications to employees set up with direct deposit, by personal email or cell phone, informing them they have received pay. This encourages employees to view their recent pay information in Employee Portal (EP). The following details:
Enabling payday notifications at the system and client level
Electing payday notifications in EP
Sending payday notifications
Suppressing payday notifications for a specific payroll batch
Creating a custom email notification message template
Defining payday notifications daily start time
Viewing notifications to be sent on the Payday Notification Queue form
Viewing the Payday Notification Transmission Report
In PrismHR, you can enable payday notifications at the system and client level. Enabling at the client level overrides the system level.
Note: Enabling payday notifications at the system level elects every employee across all clients to receive notifications. Also, be aware that payday notifications are not designed to trigger in client demo environments.
On the System Parameters form, you can enable payday notifications at the system level.
To enable payday notifications at the system level, do the following:
Click [Image: screenshot] (Back Office).
From System|Change, select System Parameters. The System Parameters form opens.
Select Enable payday notifications. The system displays a dialog box indicating that this option enables payday notifications for all employees across all clients. You can override this setting at the client level, and employees can choose to participate in EP.
Enabling payday notifications at the system level enables only email notifications. Employees can elect to receive SMS/Text notifications in EP.
On the Client Details form Other tab, you can enable payday notifications at the client level. This overrides the system‑level setting.
To enable payday notifications at the client level, do the following:
Click the CLIENT menu.
From Client|Change, select Client Details. The Client Details form opens.
Click the Other tab.
For Payday notifications, select Enabled. The system displays a dialog box indicating that this option enables payday notifications for all employees with this client. Employees can choose to participate in EP.
Enabling payday notifications at the client level enables only email notifications. Employees can elect to receive SMS/Text notifications in EP.
After enabling payday notifications in PrismHR, employees can manage how they receive their payday notifications on the Account Settings page in EP.
In EP on the Account Settings page, employees can elect and manage payday notifications.
To open the Account Settings page, do the following:
[Image: screenshot]
[Image: screenshot]
The NOTIFICATIONS tab lets employees manage whether they receive payday notifications, and how they receive them. Whether the Payday notification displays depends on the configuration in PrismHR. If settings at the system or client level restrict employees from payday notifications, the Payday notification is disabled in EP.
When enabling payday notifications at the system or client level in PrismHR, the system enables the Personal Email option in EP if the employee has a valid email address entered on the Contact Info page. The system does not enable Cell Phone by default. However, employees can enable the Cell Phone option if they have a valid cell phone number entered on the Contact Info page.
The following details how the system sends payday notifications:
The system checks for payday notifications daily and sends at the first login or 4:15 a.m. EST— whichever occurs first.
SMS/Text notifications send one per each voucher processed.
Email notifications send only for regularly scheduled payroll batches. They do not send for special or manual payroll batches.
In PrismHR, you can suppress payday notifications for specific payroll batches from the Payroll Control form.
To suppress payday notifications for a payroll batch, do the following:
Click the PAYROLL menu.
From Payroll|Change, select Payroll Control. The Payroll Control form opens.
After selecting a Payroll Number, click [Image: screenshot] (Action Menu). Select Options. The Payroll Options form opens.
Enable Suppress Payday Notifications. The system suppresses all payday notifications for that payroll, and they do not show in the Payday Notification Queue. For more information, see Payday Notification Queue. After posting the payroll, the system returns to the default state for the next batch (Suppress Payday Notifications is disabled).
Click Accept.
On the Payroll Control form, click Save.
In PrismHR on the Email Services form, the system uses the Payday Email template type and a default template when sending the payday notification email. However, you can create a custom message template on the Message Template form. After creating a custom message template, you can apply the template to the Payday Email template type on the System Parameters form.
Note: The custom message template applies only to the email notification.
To apply the custom message template, do the following:
Click [Image: screenshot] (Back Office).
From System|Change, select System Parameters. The System Parameters form opens.
Click [Image: screenshot] (Action Menu). Select Email Services. The Email Services form opens.
For the Payday Email template type, click Template and select the template from the list.
Click Save.
In addition, you can use the following substitution variables in the message template:
| Field | Substitution Variable |
|---|---|
| Company Name | <<COMPANY.NAME>> |
| Account Suffix | <<ACCOUNT.SUFFIX>> |
| Payroll Pay Date | <<PAYROLL.PAY.DATE>> |
Note: For more information about substitution variables, see Using Substitution Variables.
You can specify the daily start time for payday notifications using the Payday Notify panel on the Notification Control Panel form, which is accessible from the Operations|Action menu. In addition, you can view the last date/time they were run.
To specify the daily start time for payday notifications, do the following:
Click [Image: screenshot] (Back Office).
From Operations|Action, select Notification Control Panel.
In the Payday Notify panel, enter the daily start time in the Daily Payday Notification Start Time field (this field defaults to 05:00:00). Valid entries for this field are times between 12:01AM and 12:00PM (essentially, between midnight and noon), in military time. For example, to start payday notifications at 1:00AM, enter 01:00:00.
Note: If you enter a time outside the 12:01AM and 12:00PM time-frame, an error message displays, “Payday Notification time must be between 12:01 AM and 12:00 PM.”
To the right of the Daily Payday Notification Start Time field a display-only process status displays, which matches the same control number that displays in the BE Notify panel. (See the Benefits Enrollment User Guide.)
In addition, the display-only Last Run Date/Time field displays the last date and time the process ran.
In PrismHR, the Payday Notification Queue form lets you manage pending payday notifications based on a pay date. For more information, see Managing Pending Payday Notifications in the Payroll Administration Guide.
To open the Payday Notification Queue form, do the following:
Click the CLIENT menu.
From Client|View, select Payday Notification Queue. The Payday Notification Queue form opens.
In PrismHR, you can run the Payday Notification Transmission Report that lists payment notification transmission statuses. For more information, see Generating Payday Notification Transmissions in the Payroll Reports Guide.
To open the Payday Notification Transmission Report, do the following:
Click [Image: screenshot] (Reports).
From Client|Report, select Payday Notification Transmission Report. The Payday Notification Transmission Report opens.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Tasks/Process_Payroll_for_Termed_Client.htm
Path:
PD/Payroll/Tasks/Process_Payroll_for_Termed_Client.htm
If your organization has terminated a client and you need to process one more payroll for them, you need to run it as a manual batch. You cannot create a manual batch for terminated clients.
If your organization does not typically allow processing of payroll after termination, you need to change the status applied to the terminated client to process the manual payroll.
Open Client Statuses (found in the Back Office menu under System|Change).
Enter the Status Code for the client’s status. The other fields populate with the appropriate information.
In the Term Allow Manual Days field, enter a number of days that will allow you to process the payroll. For example, if it is just under two weeks after the client was terminated, enter 14.
[Image: screenshot]
Click Save.
Run payroll for the terminated client; see Payroll Processing Guidelines.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Tasks/Track_To_Arrears_Client_Level.htm
Path:
PD/Payroll/Tasks/Track_To_Arrears_Client_Level.htm
The Arrears Code panel on the Control tab of Client Details allows you to track arrears for the client.
Make sure that the correct client is selected.
Open Client Details (found in the Client menu under Client|Change).
Select the Control tab.
In the Arrears Code panel, enter each code that can go into arrears in the Voluntary/Employee Loan Deductions To Arrears field(s). The Description of the code displays.
Click Save.
Related Topics
Tracking Voluntary Deductions To Arrears
Client Details Setting Client Control Parameters
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Tasks/Track_To_Arrears_EE_Level.htm
Path: PD/Payroll/Tasks/Track_To_Arrears_EE_Level.htm
Use the Track Arrears option in Employee Deduction Details to indicate that a deduction should go to arrears for a specific employee.
To track arrears at the employee level:
Make sure that the correct client is selected.
Open Recurring Deductions (found in the Payroll menu under Payroll|Change).
Enter the Employee ID. The current deductions display, similar to the example below.
[Image: screenshot]
Click the Edit Detail icon [Image: screenshot] for the deduction. The Employee Deduction Details form opens.
Select Track Arrears.
[Image: screenshot]
Click Save. You return to the Recurring Deductions form.
Click Save.
Any amount for this deduction that the system cannot take for this employee due to insufficient earnings will go into arrears.
Related Topics
Tracking Voluntary Deductions To Arrears
Working with Recurring Deductions
Entering Employee Deduction Details
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/Tasks/Track_To_Arrears_System_Level.htm
Path:
PD/Payroll/Tasks/Track_To_Arrears_System_Level.htm
There is a To Arrears option in the Deduction Codes form that allows you to track arrears for that deduction code for all clients and employees.
To track arrears at the system level:
Open Deduction Codes (found in the Back Office menu under System|Change).
Enter the Deduction Code of the existing voluntary deduction.
Select To Arrears to use this deduction code with the arrears tracking feature.
[Image: screenshot]
Related Topics
Tracking Voluntary Deductions To Arrears
Maintaining Global Deduction Codes
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/View/Billing_Voucher_Detail.htm
Path: PD/Payroll/View/Billing_Voucher_Detail.htm
The Billing Voucher Detail form provides a detailed record of each item billed to a client on an invoice. The tabs contain details for the billing line item.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/View/BVD-Admin_Fees.htm
Path: PD/Payroll/View/BVD-Admin_Fees.htm
The Billing Voucher Details Admin Fees tab lists administration fees charged to the client invoice.
[Image: Billing voucher details admin fees tab]
The Prove Bundled panel displays bundled administration fee details.
[Image: screenshot]
The Discount Details panel displays the bundled administration fee overbilling details.
[Image: Discount details panel]
Parent Topic
Viewing Billing Voucher Details
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Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/View/BVD-DB.htm
Path: PD/Payroll/View/BVD-DB.htm
The Billing Voucher Detail Deductions/Benefits tab lists benefit deductions that resulted from an employee payment and were charged to the client invoice. The tab also lists any employee benefit deductions placed into arrears.
[Image: Billing voucher detail deductions/benefits tab]
Parent Topic
Viewing Billing Voucher Details
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Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/View/BVD-Payroll_Tax.htm
Path: PD/Payroll/View/BVD-Payroll_Tax.htm
The Billing Voucher Detail Payroll Tax tab lists any payroll taxes paid as a result of an employee voucher that generated the billing item. For example:
[Image: Billing voucher detail payroll tax tab]
The columns are defined as follows:
Column Header — Description
Tax Type — Tax type for the payroll tax.
Description — Description for this tax type.
Taxable Amount — The net‑taxable amount.
Exempt Amount — The amount of wages that are exempt from the IRS tax levy. The amount levied will be equal to the disposable income, less the exempt amount.
Sheltered Amount — Shelters the whole amount from FICA for billing purposes, such as those amounts in Section 125 and 401(k) plans.
Tax Amount — The withholding amount in aggregate on payroll vouchers.
Sheltered Bill — Sheltered expenses.
Amount — Amount associated with this tax type.
Tax % — Tax percent rate.
Over Limit Amount — The amount of tax accrued in excess of the federal limit for that tax, for the year.
Over Limit — Exceeded amount.
Accrued — Accrued amount.
Parent Topic
Viewing Billing Voucher Details
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Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/View/BVD-Voucher.htm
Path: PD/Payroll/View/BVD-Voucher.htm
The Billing Voucher Detail Voucher tab displays the primary information for the billing voucher.
The Billing Voucher Detail panel in the Voucher tab summarizes the invoice item billed to a client.
[Image: Voucher tab of billing voucher detail]
The Earning Detail panel displays a breakdown of employee earnings, which may have been billed to the client. Examples of unbilled items may include flexible spending reimbursements or “repentant” payments.
[Image: Billing voucher earning detail panel]
The Miscellaneous Billing panel lists miscellaneous Bill Codes that were billed to the client.
[Image: Billing voucher miscellaneous billing panel]
The Client Accounting panel lists miscellaneous Client G/L Codes that were billed to the client.
[Image: Billing voucher client accounting panel]
The Summary Billing panel summarizes the Billing Codes that were billed to the client.
[Image: Billing voucher detail summary billing panel]
Parent Topic
Viewing Billing Voucher Details
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Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/View/BVD-WC.htm
Path: PD/Payroll/View/BVD-WC.htm
The Billing Voucher Detail Workers’ Comp tab displays the workers’ compensation charges resulting from an employee payment.
[Image: Billing voucher detail workers comp tab]
Parent Topic
Viewing Billing Voucher Details
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Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/View/Employee_Pay_Summary.htm
Path: PD/Payroll/View/Employee_Pay_Summary.htm
The Employee Pay Summary form displays the employee’s payroll register for the selected year and quarter. For example:
[Image: screenshot]
To complete this form:
Enter the Employee by either entering the name, Social Security Number, or ID to display a pop-up list of matching employee records. You can also click the field label or press Ctrl+Enter with your cursor in this field to open the search window.
Select the Year.
Select the quarter in the Select Period field or click the Enter a Pay Date Range checkbox to enable the Start Date and End Date fields, where you can use the Calendar tool to enter the pay date range for the employee’s pay history. The specified Employee Pay Summary displays.
Click Cancel when you are finished.
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Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/View/Employee_Voucher-Accounting.htm
Path: PD/Payroll/View/Employee_Voucher-Accounting.htm
The Employee Voucher Accounting tab displays the accounting details associated with the selected voucher.
[Image: voucher accounting tab]
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Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/View/Employee_Voucher-Banking.htm
Path: PD/Payroll/View/Employee_Voucher-Banking.htm
The Employee Voucher Banking tab displays the banking details associated with a selected voucher.
Note: Information for the following fields does not display for deidentified employees:
Bank Account
Check Number
Check Amount
ACH Check Account
Void Reason
Transit Number
Account Number
Status
Amount
The following example displays a voucher for an employee whose direct deposit account is set to Pay On-Demand in their payroll control record, which is indicated by D*PD in the Status column.
[Image: check and direct deposit details]
One of the following status types associated with the employee’s direct deposit account for the selected voucher displays in the Direct Deposit panel:
D*C: Deposit in checking account (“D” indicates deposit and “C” indicates checking).
D*S: Deposit in savings account.
D*PD: Deposit in pay on-demand account.
DD1, DD2, or D*D3: Deposit in deductions account.
Note: Click Reprint Check Stub to print the check stub.
The Confirm Pending Reversal field clearly identifies the state of the payroll voucher reversal as Pending, Successful, or Unsuccessful:
Pending: Reversal was placed on hold for confirmation.
Successful: Reversal was successfully executed in the Confirm Pending Reversals form when the user clicked Save, and was finalized in the Employee Payroll Voucher Reversal form.
Unsuccessful: Pending reversal was deleted in the Confirm Pending Reversals form.
For example, the following payroll voucher reversal is Pending:
[Image: screenshot]
Note: Note the following:
The reason for the unsuccessful reversal displays in the Void Reason field.
The date/time the voucher void was initiated displays in the Void Initiated field. This time stamp matches when users enter or select a Voucher Number on the Employee Payroll Voucher Reversal form and click Accept in the Voucher Reversal Parameters form that displays, after which the system then displays the Processing Voucher Reversal process window.
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Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/View/Employee_Voucher-Benefits.htm
Path: PD/Payroll/View/Employee_Voucher-Benefits.htm
The Employee Voucher Benefits tab displays the benefit details associated with a selected voucher.
[Image: screenshot]
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Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/View/Employee_Voucher-Deductions.htm
Path: PD/Payroll/View/Employee_Voucher-Deductions.htm
The Employee Voucher Deductions tab displays the deduction details associated with this voucher.
[Image: Deductions]
Note: Each deduction displays as their own line item on the voucher after payroll processes. (Associated payroll reports also display deductions on separate lines.)
If there were any garnishments, you can click the Garnishment link to view details.
Note: Note: This link is only available when the pay voucher is in the initialized state.
[Image: Garnishments]
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Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/View/Employee_Voucher-Pay.htm
Path: PD/Payroll/View/Employee_Voucher-Pay.htm
The Employee Voucher Pay tab displays a list of the employee’s earnings included in this voucher.
Pay Tab
[Image: Example pay tab with pay and location/department/division codes]
If allocated tip information is associated with the employee, you can click the Allocated Tips link at the top right to view it.
Allocated Tips
[Image: allocated tips detail]
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Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/View/Employee_Voucher-PTO.htm
Path: PD/Payroll/View/Employee_Voucher-PTO.htm
The Employee Voucher Time Off tab displays the time off details associated with a selected voucher.
[Image: screenshot]
The following information displays on this tab:
| Field | Description |
|---|---|
| Time Off Date | Date the employee took time off. |
| Time Off Pay | Descriptive code that represents the absence type, such as SICK for an employee illness. |
| Leave Reason | Details about the employee’s absence. |
| Hours | Number of hours employee was absent. |
| Accrual Schedule (taken time off) | Time Off accrual schedule for taken time off. For example, PTO for vacation, ILL for sick, or FLOAT for personal time. |
| Year End Date | Year end date when employee accrued time off. |
| Accrual Schedule (accrued time off) | Time Off accrual schedule for accrued time off. For example, PTO for vacation, ILL for sick, or FLOAT for personal time. |
| Accrual Frequency | Accrual calculation that triggers during payroll processing. |
| Accrued Thru Date | End date for time off approval. |
| Hours Accrued | Number of accrued time off hours. |
| Carry Over Hours | Number of carry-over hours in the Time Off register. |
| Next Y/E Date | Next date when year ends for employee Time Off accrual. |
| Carry Over Exp Date | Expiration date for carry-over hours in the Time Off register. |
| Carry Over Hrs Expire | Date that carry-over hours expire. |
| Print Flag | Indicates the print setting: - 0: Printing is suppressed - 1: Printing is enabled > Note: Note the following: - You can setup this option in the Suppress Print Period field on the Time Off Plans form. - If the employee being paid is enrolled in a benefit plan that has a suppress print period, the system suppresses the Time Off details using the 0 (Printing is suppressed) setting until the suppression period has passed. |
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Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/View/Employee_Voucher-Tax.htm
Path: PD/Payroll/View/Employee_Voucher-Tax.htm
The Employee Voucher Tax tab displays the tax details associated with the selected voucher. For example:
[Image: tax tab PEO view]
Note: If the employee is subject to Pennsylvania Resident Earned Income Tax, a link displays at the right-hand side of the Employee Tax panel, which you can click to view the PA Resident EIT intermediate tax calculation results.
The following information displays:
| Panel | Column Descriptions | ||
|---|---|---|---|
| Employee Tax | - Tax Deduct Code: Distinct system-generated tax code that identifies Federal, State, and Local tax withholding. - Tax Description: Description of the tax deduction code, which you can define and modify in the Tax Deductions form on the System\ | Change menu. When the system generates a new tax, you might want to modify the description. - Exempt Earnings: Any earnings that are considered exempt and excluded from taxable wages. Exempt earnings vary between Federal, State, and Local tax rules, which you can configure in PrismHR. - Sheltered Earnings: Earnings that are a portion of wages not subject to a specific tax. This might vary between Federal, State, and Local tax withholdings. Also, they can reflect multiple types of income deferral including contributions to retirement, section 125 deductions, and other various methods. Refer to your Federal, State, and Local tax laws to determine sheltered earnings for each tax deduction. - Taxable Earnings: Total wages that are considered taxable for the voucher (excluding Exempt and Sheltered earnings). - Taxable Over Limit: Taxable wage limits vary by tax deduction. This value reflects the amount of wages that are over the wage limit and therefore not taxable. - Tax Withheld: Calculated tax amount to be withheld from the employees’ wages based on the taxable wages that are not over the limit. - Tax Basis: Identifies whether the taxable wage type is reported on the Employer (P) or Client Level (C). You can define this setting on the State Rules form, which can be overridden in various ways. Note: There might be scenarios where an employee is paid with both cash and non-cash pay codes and there is not sufficient cash to cover the tax deductions in full, which are listed on the voucher as Uncollected Medicare \ | OASDI (see Uncollected Social Security and/or Medicare). |
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/View/Employee_Voucher-WC.htm
Path: PD/Payroll/View/Employee_Voucher-WC.htm
The Employee Voucher Workers Comp tab displays the workers’ compensation information for this voucher. For example:
[Image: voucher workers comp tab]
The following information displays on this tab:
Field — Description
W/C State — State where the client’s location is covered by workers’ compensation insurance.
W/C Policy — Workers’ compensation insurance policy.
Policy Year End Date — Date when coverage ends under this policy. This is the end of the policy year.
Rate Template ID — If you use a table-based approach for maintaining W/C insurance rates, enter the appropriate rate template ID.
Class Code — Workers’ compensation classification code. Note: If you enable the Remote Position Classification field on the Positions form, which designates an alternative position classification for remote employees of the same position, the system displays this designation in the W/C Class Code.
Gross Rate — Workers’ compensation insurance premium’s gross rate as a percentage.
Basis Pay — Workers’ compensation insurance premium’s basis pay.
Premium Cost — Premium cost associated with workers’ compensation.
TRIA — Terrorism risk insurance act premium associated with workers’ compensation.
Billed — Amount billed associated with workers’ compensation.
Accrued — Amount accrued associated with workers’ compensation.
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Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/View/Employee_Voucher.htm
Path: PD/Payroll/View/Employee_Voucher.htm
The Employee Voucher form displays the details associated with the selected voucher. You can see what items were included or omitted from an employee’s paycheck. For example:
[Image: employee voucher screen]
Note: You can access this form by selecting a voucher’s link on the Employee Payroll Vouchers form, which displays after you select an Employee.
To list details associated with a selected employee voucher, do the following:
Note: The user ID of the person who added a manual check entry or on demand check displays in the Processor ID field.
Related Topic
Payroll Option Template in Employee Voucher
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Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/View/Employee_Voucher_Payroll_Option_Template.htm
Path:
PD/Payroll/View/Employee_Voucher_Payroll_Option_Template.htm
Payroll vouchers display the Template ID for the payroll option template that was used, if any.
[Image: screenshot]
Related Topics
Payroll Option Templates Overview
Listing Details Associated with a Selected Employee Voucher
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Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/View/Employee_Voucher_Register_Inquiry.htm
Path:
PD/Payroll/View/Employee_Voucher_Register_Inquiry.htm
The Employee Payroll Vouchers inquiry lists the employee’s vouchers for one year and allows you to reprint multiple vouchers at once that have an associated check. For example:
[Image: screenshot]
Security
Does not use Client Access Group security.
Worksite managers, worksite trusted advisors, and service providers can access the form.
To list and reprint employee vouchers:
Enter the Employee by either entering the name, Social Security Number, or ID to display a pop-up list of matching employee records. You can also click the field label or press Ctrl+Enter with your cursor in this field to open the search window. (If you had opened an employee record and then selected Vouchers from the Employee Details Actions menu, that employee populates the field by default.)
Select a Year; the inquiry lists the vouchers for that year.
Click the Voucher# to view the detailed voucher record. (See Listing Details Associated with a Selected Employee Voucher.)
Click the Payroll Number to view the payroll’s voucher details. (See Listing Payments in a Payroll.)
Click Select All or individually select the vouchers you want to reprint, then click Reprint. A PDF displays that contains all selected vouchers, which you can download or print.
Note: Note the following:
Service providers, worksite managers, and worksite trusted advisors must have Full access to the Employee Payroll Vouchers form and the Reprint Payroll Vouchers form to use the Reprint option to reprint payroll vouchers.
If you click Select All, the following message displays regarding any vouchers that cannot be reprinted, “Voucher(s) that do not have a check associated have been excluded from the selection.” Therefore, you cannot select the following voucher types for reprint: A, J, void, check import, or any vouchers without an associated check.
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Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/View/Invoice_Detail.htm
Path: PD/Payroll/View/Invoice_Detail.htm
Use the Invoice form to view the invoice details on the payroll.
[Image: screenshot]
To view invoice details on the payroll, do the following:
The system displays the amounts for each employee in the payroll.
Use the Display Non-Zero Only option to hide or display rows where the bill amount is zero.
[Image: screenshot]
Click the Close button
[Image: screenshot]
to return to the Invoice form.
[Image: screenshot]
Click Close to return to the Invoice form.
[Image: screenshot]
Click Close to return to the Invoice form.
[Image: screenshot]
Click Download to save the invoice. You can also click Print in the upper-right corner to print the invoice.
Click Close to return to the Invoice form.
If there are two or more invoices available, use the arrow buttons to page through the invoices.
Click Close when you are finished.
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Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/View/Payroll_Batch_Billing_Summary.htm
Path: PD/Payroll/View/Payroll_Batch_Billing_Summary.htm
The Payroll Billing Summary form lists each voucher paid and the billing line item created on the invoice for the client.
[Image: Payroll billing summary]
Enter the Payroll Number. The table populates with the data for that payroll.
When you finish reviewing the payroll, click Cancel.
Note: Note: You can also access this data in the Payroll Billing Summary Report by clicking Report at the bottom of this form.
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Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/View/Payroll_Check_Register.htm
Path: PD/Payroll/View/Payroll_Check_Register.htm
The Payroll Check Register form displays specific payroll check information from a selected checking account.
To view the payroll check register:
Enter the Checking Account Number.
Enter the Check Number drawn from the account. The check information displays.
Click Cancel when you are finished.
[Image: screenshot]
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Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/View/Payroll_History.htm
Path: PD/Payroll/View/Payroll_History.htm
The Payroll History form summarizes the history of payrolls for one calendar year.
To view the payroll history:
Select the Year.
Select one or more batch types to view; the default is to show All Types.
Select the information you want to view in the Line Chart. The information displays. For example:
[Image: Payroll history data]
Note: The Pay On-Demand Count column indicates the number of checks paid in payrolls that used the Pay On-Demand feature (that is, the payroll type is Manual and the vouchers have the D*PD status). See Processing Pay On-Demand Payments.
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Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/View/Payroll_Journal_Inquiry.htm
Path: PD/Payroll/View/Payroll_Journal_Inquiry.htm
The Payroll Journal Inquiry form provides a summary of selected payroll batch journal debits and credits.
To review payroll journal data:
Enter the payroll Batch Number. The payroll batch information displays.
Click Cancel.
Figure 84: Payroll Journal Inquiry
[Image: screenshot]
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Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/View/Payroll_Summary.htm
Path: PD/Payroll/View/Payroll_Summary.htm
The Payroll Summary form lists all payments made in a payroll batch and provides access to individual payroll voucher details.
[Image: Payroll Summary]
To view the payroll summary:
Enter the Payroll Number. The payroll batch information displays. If you accessed this form by clicking a payroll number, that payroll’s information displays by default.
Click [Image: screenshot] to view the Payroll Reports for the payroll batch. This opens a list of all reports included in that payroll, where you can view the PDFs, download files, and other print information. Your system parameters, and possibly settings at the client level, determine the reports included in the payroll.
Use the information in the middle panel to look at the voucher information.
If there is more than one page of vouchers, use the buttons on the left to navigate through the pages.
You can also search for an employee name by entering the name in the Search field and then pressing Enter or Tab. To clear the search information, delete the value in the Search field and then press Enter or Tab again.
Click an item under Sort report by to group and subtotal the report by that value, or display the report by employee. In the example above, the table is sorted by Employee, indicated by the green circle [Image: screenshot] .
To view detailed payroll voucher information, click the Voucher #. The Employee Voucher information displays. See Listing Details Associated with a Selected Employee Voucher.
Click Cancel when you are finished.
Note: Note: You can also access this data in the Payroll Summary Report by clicking Report at the bottom of this form.
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Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/Payroll/View/Reprint%20Payroll%20Checks.htm
Path: PD/Payroll/View/Reprint Payroll Checks.htm
Use the Reprint Payroll Checks form to reprint and rebuild payroll checks.
Security
Uses Client Access Group security.
Worksite managers, worksite trusted advisors, and service providers can access the form.
For example:
[Image: Reprint Payroll Checks form]
Note: Note: To turn off a service provider’s, worksite manager’s, or worksite trusted advisor’s access to the Reprint Payroll Checks form, set their access level to Inquiry or Deny in the User Roles form and click Save. (After making this update, you must refresh your browser for it to take effect.) For example:
[Image: Example of this form listed in the User Roles, with access set to “Deny”]
To reprint payroll checks:
Access the Payroll Summary form on the Payroll|View menu, enter or select a Payroll Number.
Click the Reports icon ( [Image: screenshot] ) next to the Payroll Number field. The Payroll Reports form displays.
Click the Reprint Payroll Checks link. The Reprint Payroll Checks form displays. (You cannot access this form by any other search method.)
Note: Note the following:
The Reprint Payroll Checks link is only available for worksite managers and worksite trusted advisors if they are assigned the Payroll - Prints Checks HR Role. (For more information about defining users, see the System Administration Guide.)
Service providers, worksite managers, and worksite trusted advisors must have Full access to the Reprint Payroll Checks form to use the Reprint Payroll Checks link and the question mark ( [Image: screenshot] ) on the Payroll Reports form to reprint payroll checks. (Note: If the user does not have Full access to the Reprint Payroll Checks form, the question mark ( [Image: screenshot] ) is disabled for all payroll reports.)
You cannot choose the Payroll Number or Pay Date on the Reprint Payroll Checks form. This is already pre-filled from what you have selected earlier on the form from where you navigated to the Payroll Reports form for example the Payroll Summary form or the Recent Payrolls view on the PrismHR dashboard.
Checks available in this Payroll Batch: Displays all the checks available in the payroll to reprint or rebuild.
ALL Checks available in this Payroll: Displays all the checks, including zero checks that were part of the original payroll or any direct deposit stubs.
Select the Select All option to select all the checks in this payroll to reprint.
Select the Rebuild option to rebuild the print file to rebuild any of those checks listed. However, you will only need to use this option if the original check was corrupted or you have made any change which needs to be updated in the check, for example, if you have made an update to the employee’s PTO which needs to be updated.
You have the option to select all or specific checks for reprinting or rebuilding. Check the appropriate boxes as necessary against the voucher number.
Click Accept to reprint (from the above screenshot) the two checks. A job progress window displays the processing procedure. Click Close to close the job progress window, which returns to the Payroll Reports form. The job will be listed at the top of the list (see example below). Click the down arrow to open the file.
[Image: Payroll reports]