System Administration / Maintenance

This file is a combined export of PrismHR help topics in System Administration / Maintenance. 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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Defining General Ledger Accounts

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Corporate/GL_Account_Definition_Corp.htm Path: PD/Maintenance/Corporate/GL_Account_Definition_Corp.htm

Defining General Ledger Accounts

Use the G/L Account Definition (Corporate form to define general ledger accounts. For example:

[Image: screenshot]

To define general ledger accounts:

1. Enter the Account code to distribute.

2. Select the Prefix Values that you want to attach to the beginning of the G/L account code.

3. Select the Suffix Values that you want to append to the end of G/L account code.

4. Enter the Segment Delimiter to use. Valid delimiters are: *, - , ., or ! If you leave the field blank, there will be no mark or spaces between the account number and any prefix or suffix.

5. Enter any Prefix/Suffix Overrides:

6. Enter any Account Value Overrides:

7. Click Save.

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Defining Periods for Your General Ledger

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Corporate/GL_Periods_Corp.htm Path: PD/Maintenance/Corporate/GL_Periods_Corp.htm

Defining Periods for Your General Ledger

Use the G/L Periods form to define the periods for your general ledger.

To define periods for your general ledger:

1. Enter the Period code, ensuring that it conforms to the format used by your general ledger.

2. Enter a Description of this G/L period.

3. Enter the calendar Year.

4. Enter the Month or G/L period within the year.

5. Enter the External G/L Period to be passed to an external general ledger.

6. Click Save.

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Defining Global G/L Accounts

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Corporate/Global_GL_Account_Definition_Corp.htm Path: PD/Maintenance/Corporate/Global_GL_Account_Definition_Corp.htm

Defining Global G/L Accounts

Use the Global G/L Account Definition (Corporate) form to define global G/L accounts.

To define global G/L accounts:

1. Select the Prefix Values that you want to attach to the beginning of G/L account codes that allow prefixes.

2. Select the Suffix Values that you want to append to the end of G/L account codes that allow suffixes.

3. Enter the Segment Delimiter to use. Valid delimiters are: *, - , ., or ! If you leave the field blank, there will be no mark or spaces between the account number and any prefix or suffix.

4. Enter the Code Acct Segment No, which is the segment where the “core” account number is found.

5. Enter any Account Value Overrides:

6. Click Save.

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Defining Codes for Corporate Payroll Accounts

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Corporate/Payroll_Account_Codes_Corp.htm Path: PD/Maintenance/Corporate/Payroll_Account_Codes_Corp.htm

Defining Codes for Corporate Payroll Accounts

Use the Payroll Account Codes form to define codes for your corporate payroll accounts.

To define codes for corporate payroll accounts:

1. Enter the unique payroll Account number.

2. Enter a short Account Name, such as Payroll Tax Expense or FICA Liability.

3. Select Prefix/Suffix Allowed if the G/L account code can take prefixes and suffixes using the variables set up in the account definitions.

4. Click Save.

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1099 Exports

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/1099%20Exports.htm Path: PD/Maintenance/Employer/1099 Exports.htm

1099 Exports

This section explains how to create 1099 export files.

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1099 Printing

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/1099%20Printing.htm Path: PD/Maintenance/Employer/1099 Printing.htm

1099 Printing

This section explains how to perform 1099 printing tasks.

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1099 Processes

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/1099%20Processes.htm Path: PD/Maintenance/Employer/1099 Processes.htm

1099 Processes

This section explains how to perform 1099 processing tasks.

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1099 Reporting

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/1099%20Reporting.htm Path: PD/Maintenance/Employer/1099 Reporting.htm

1099 Reporting

This section explains how to perform 1099 reporting tasks.

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Working with 1099 Forms

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/1099%20Reports.htm Path: PD/Maintenance/Employer/1099 Reports.htm

Working with 1099 Forms

Use this form to open, reprint, or delete 1099 forms that were printed using the Printing Employee 1099 Formsoption. When you print an employee 1099 form using the Printing Employee 1099 Forms option, the output file generates a corresponding entry here. These files will auto-delete after 60 days.

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

To access this form, click Work Centers. In the Work Centers|Tax section, click 1099 Processing, then click 1099 Reports.

To use this form:

1. In the Show Reports Dated On or After field, enter the appropriate date.

2. Select the appropriate Sort By option:

• Report Date

• Report Title

• User ID

The 1099 Tax Reports panel displays information matching the attributes selected above. For example:

[Image: screenshot]

Note: Note: Click Next Page to go to the next page. If you cannot find your entry, click the

[Image: screenshot]

icon to refresh the window.

Note: Note the following:

• Each time a file is generated by selecting Print from the Printing Employee 1099 Formsoption, this section produces a newly generated file.

• Historical reports remain in this section. Every entry in this section reflects the following:

• Date and time the process was run.

• The Report Title reflects the form type, year, employer, and client information and sort option.

• The User ID and User Name who initiated the process, and the report title that reflects the Form Type - Year - ER or Client information.

• The Job Number along with the option to open the file (click [Image: screenshot] ) or click the [Image: screenshot] icon to obtain more output information. Following is a sample of more output information for Job Number 275607 shown above:

[Image: screenshot]

• Click Close to close the window.

• Click Delete to remove all output and control records related to that report.

• Click Reprint to rerun the report with the original Payroll/Parameters provided.

Note: Note: If the report parameters change, the resulting report could be different.

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3rd Party W-2 Export Files

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/3rd%20Party%20W-2%20Export%20Files.htm Path: PD/Maintenance/Employer/3rd Party W-2 Export Files.htm

3rd Party W-2 Export Files

This section explains how to build EFW2 export files.

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Building the 941 Quarterly Report

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/941-Quarterly-Report.htm Path: PD/Maintenance/Employer/941-Quarterly-Report.htm

Building the 941 Quarterly Report

Use the 941 Quarterly report option to build a CSV file (no on screen report) to report income taxes, Social Security tax, or Medicare tax withheld from employee’s paychecks. It also reports Schedule R credit for the disabled or elderly. You can also define the format for Schedule B (income tax due on interest and dividends earned). An icon is available for downloading the file.

Note: Note: The wages and tax withholding for a 1099 contractor will not be included in the Employer 941 Quarterly Report for any employer who is withholding federal or state income taxes from a 1099 contractor as defined under the Work tab of the Employee Details form. Evidently, such wages and tax withholding for a 1099 contractor will also not appear in Employer 941 Register, Employer 941 Schedule R, 941 File Processing download etc.

An expandable History section is available for you to see historical reports.

To build the 941 Quarterly report:

1. In the Work Centers panel, select Quarterly Tax Processing > Quarterly Tax Reports > 941 Quarterly Report.

2. In Build 941 Files By, select one of the following options:

• Employer -Generates a 941 and Schedule B and totals by employer

• All Clients - Generates a 941 and Schedule B for every client that is associated with a specified employer

• Client - Generates an individual 941 and Schedule B for individual clients

• Schedule R

3. If you selected Employer or All Clients, provide the following parameters for the report:

• Employer

• Tax Year

• Tax Quarter

• Schedule B Format (Standard or Post COVID-19)

4. If you selected Client, provide the following parameters for the report:

• Client

• Employer

• Tax Year

• Tax Quarter

• Schedule B Format (Standard or Post COVID-19)

5. If you selected Schedule R, provide the following parameters for the report:

• Employer

• Tax Year

• Tax Quarter

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

7. When the process is complete, click Close to return to the 941 Quarterly Report page. The system sends you an email notification that the process competed successfully.

8. Click the Download 941 link to download the file.

Note: Note: On, the 941 Quarterly Report built either by Employer, All Clients, a specific Client or with Schedule R breakout will not include wages and tax withholdings for any W-8 employee. A W-8 employee in PrismHR is one who according to the Employee Details form, under Tax tab, under the Federal Tax Filing section has the Form W8 Filed field checked. This change will also affect the following:

• Employer 941 Register

• Employer 941 Schedule R

• 941 File Processing

To view historical reports:

1. Expand the 941 File History section.

2. Select the Tax Year, Quarter, and 941 Type for the reports you want to see. The list of reports is shown as in the following example.

3. To download a report, click the link in the Report column.

[Image: screenshot]

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Adding or Updating an Employee 1099 Record

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Add-Update-1099.htm Path: PD/Maintenance/Employer/Add-Update-1099.htm

Adding or Updating an Employee 1099 Record

Use the Add/Update 1099 form to add or update an employee’s 1099 record.

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

To add or update an employee 1099:

1. On the Work Centers panel, select Tax > 1099 Processing > 1099 Processes > Add/Update Employee 1099.

2. In the Add/Update Employee 1099 section, complete these fields as required.

Field — Description

Employer — The Employer ID for whom to generate 1099 data.

SBEA Entity — An optional field that is available only when Build W2s from Client Federal Tax Registers is checked in the Global Configuration form. This is a client federal entity who represents a client of your organization that is included in SBEA reporting.

Employee — The employee whose record is being added or updated. If a 1099 record is found for the specified employer ID and employee ID, the record is displayed so that you can make the necessary changes. If a 1099 record is not found for the specified employer ID and employee ID, the system prompts you to specify whether to add a 1099 record for that employee. Click Yes or No.

Tax Year — The tax year for which to generate 1099 data. Typically this is the year before the current year.

1099 Manually Updated — When the record is manually updated. The system selects this option when you make manual changes to the record.

3. In the Federal Form 1099 Misc section, add or change these fields as necessary.

Field — Description

Recipient’s TIN — The recipient’s tax ID number.

Recipient’s Name — The recipient’s name.

Employee Address — The employee’s street address.

City, State & Zip — The employee’s city, state, and zip code.

Non-employee Compensation — Whether the record was manually updated. The system selects this option when you make manual changes to the record.

Federal Income Tax Withheld — The amount of federal income tax withheld.

Federal Income Taxable — The amount of taxable federal income.

State Tax Withheld — The amount of state tax withheld.

State Income — The amount of state income.

State/Payer’s State No. — The number for the state or payer.

4. Click Save and then Yes when prompted to continue. When the data is saved, the system writes these changes to the status change log and flags the 1099 as manually updated. See Viewing the 1099 Record Change Log

5. Click Delete to delete the record.

Note: Note: From tax year 2024, for an employee who is a 1099 contractor and has federal or state income tax withheld by the employer, the employee 1099 Build process in PrismHR will include the following information apart from Non-Employee Compensation:

• Federal Income Tax Withheld

• Federal Income Taxable

• State Tax Withheld

• State Income Taxable

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Generating the ADP Quarterly Tax Download

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/ADP-Quarterly-Tax-Download.htm Path: PD/Maintenance/Employer/ADP-Quarterly-Tax-Download.htm

Generating the ADP Quarterly Tax Download

This form generates a quarterly fixed width file similar to the MasterTax RTS file, only with slight variations in the format.

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

To generate a quarterly report:

1. On the Work Centers panel, click Tax > Quarterly Tax Processing > 3rd-Party Exports > ADP Quarterly Export.

2. Select a Tax Year.

3. Select a Tax Quarter.

4. Click Build to generate a report for download. A dialog box opens showing steps to process this file. This process may take time so wait for a status update that the build has completed.

5. Click Close, then click Download ADP Quarterly Tax Export file to download a .txt file to your local system.

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Running the Benefit Plan W-2 Reporting Status Report

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Benefit-Plan-W2-Report.htm Path: PD/Maintenance/Employer/Benefit-Plan-W2-Report.htm

Running the Benefit Plan W-2 Reporting Status Report

This report provides information about the W-2 reporting status for your organization’s benefit plans. You specify whether the report includes only plans that are reported, only plans that are not reported, or both benefit plans that are reported and those that are not reported

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

To run the Benefit Plan W-2 Reporting Status report:

1. On the Work Centers panel, click Tax > W-2 Processing > W-2 Reporting > W-2 Setup Reports > Benefit Plan W-2 Reporting Status.

2. In Is Benefit Plan Reported on W2? select one of the following options:

• Yes - The report includes only benefit plans that are reported.

• No - The report includes only benefit plans that are not reported.

• Both - The report includes both benefit plans that are reported and those that are not reported.

3. Click Process to run the report. The system displays the report. You can click the XLS link to download the report.

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Building the Employee W-2 Box 12 Report

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Building%20the%20Employee%20W-2%20Box%2012%20Report.htm Path: PD/Maintenance/Employer/Building the Employee W-2 Box 12 Report.htm

Building the Employee W-2 Box 12 Report

Use this form to build a W-2 Box 12 Report for an employee.

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

To build the Employee W-2 Box 12 report:

1. On the Work Centers panel, click Tax > W-2 Processing > W-2 Reporting > W-2 Box 12 Report.

2. Complete these fields as required:

In this field — Enter this

Tax Year — The year for the download. Required field.

Employer — The specific employer for the download. Click to open the Employer look-up. If left blank, it displays all employers.

Employee — The specific employee for the download. Click to open the Employee look-up. If left blank, it displays all employers.

3. Click Run. When complete, the report is displayed. You can download the report in XLS format by clicking the XLS link.

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Building the Massachusetts (CSV) Download

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Building%20the%20Massachusetts%20(CSV)%20Report.htm Path: PD/Maintenance/Employer/Building the Massachusetts (CSV) Report.htm

Building the Massachusetts (CSV) Download

Use the Massachusetts (CSV) form to generate unemployment insurance reports in CSV (comm-separated value) format. The reports are used to electronically transmit both employer tax data and employee wage data, eliminating the need to print paper reports.

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

To access this form and build a report:

1. On the Work Centers panel, click Tax > Quarterly Tax Processing > Government Exports > Client Reporting > Massachusetts (CSV).

2. Complete these fields as required:

In this field — Enter this

Report Year — The year for the download.

Quarter — The quarter for the download. Defaults to the previous quarter based on the current date.

Client ID — Leave blank to select all clients or click the link to make a selection from the Select Client list. The list shows the Client ID, Client Name, Legal Name, Service Type, Employer, and Status. You can filter the list by Client ID or Client Name, Service Type, Status, or Employer. To close the list, click Done.

3. Click Run. If errors occur, fix them and then rebuild the download.

4. Click Close when the process is complete to return to the Massachusetts (CSV) page.

5. Click the Download link to download the file.

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Building the Massachusetts (ICESA Format) Download

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Building%20the%20Massachusetts%20(ICESA%20Format).htm Path: PD/Maintenance/Employer/Building the Massachusetts (ICESA Format).htm

Building the Massachusetts (ICESA Format) Download

Use the Massachusetts (ICESA Format) form to generate unemployment insurance reports in ICESA (Interstate Conference of Employment Security Agencies) format. The reports are used to electronically transmit both employer tax data and employee wage data, eliminating the need to print paper reports.

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

To access this form and build a report:

1. On the Work Centers panel, select Tax > Quarterly Tax Processing > Government Exports > Client Reporting > Massachusetts (ICESA Format).

2. Complete these fields as required:

In this field — Enter this

Year — The year for the download.

Quarter — The quarter for the download. Defaults to the previous quarter based on the current date.

Client ID — Leave blank to select all clients or click the link to select clients from the Select Client list. The list shows the Client ID, Client Name, Legal Name, Service Type, Employer, and Status. You can filter the list by Client ID or Client Name, Service Type, Status, or Employer. To close the list, click Done.

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

4. Click Close when the process is complete to return to the Massachusetts (ICESA Format) page.

5. Click the Download link to download the file.

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Building the W-2 Count by Client Report

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Building%20the%20W-2%20Count%20by%20Client%20Report.htm Path: PD/Maintenance/Employer/Building the W-2 Count by Client Report.htm

Building the W-2 Count by Client Report

Use this form to build a W-2 Count by Company report.

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

To run the W-2 Count by Client report:

1. On the Work Centers panel, select Tax > W-2 Processing > W-2 Reporting > W-2 Count by Company.

2. Select a Tax Year.

3. Click Run. When complete, the report is displayed. You can download the report in XLS format by clicking the XLS link.

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California Environmental Fee Worksheet Report

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/California%20Environmental%20Fee%20Worksheet%20Report.htm Path: PD/Maintenance/Employer/California Environmental Fee Worksheet Report.htm

California Environmental Fee Worksheet Report

Use this form to generate a report to display a summary of all employers and Client and the employee count for each Client who meet a threshold of hours (including those total hours) to comply with California Environmental Fee Reporting for a calender year.

Note: Note: This form does not use Client Access Group security. Only Service Providers with full client access can use this form.

To access the form, under Work Centers, under Tax, click Quarterly Tax Processing. Under Quarterly Tax Reports, click California Environmental Fee Worksheet Report.

To generate the California Environmental Fee Worksheet Report:

1. Complete the following:

Field Name — Description

Year — Select the year from the drop-down for which you want to run this report. The default is the current year. The drop-down has a 10 year look back starting from the current year.

2. Click Run to generate the report. The report shows up on screen.

This report shows the following columns:

• Employer ID

• Employer Name

• Client ID

• Client Name

• Employee Count

• Total Hours Worked (Per Client)

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Changing Employer IDs

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Change-ER-ID-Company.htm Path: PD/Maintenance/Employer/Change-ER-ID-Company.htm

Changing Employer IDs

Use the Change Employer IDs for a Client form to change employer IDs for pre-existing clients. You must rebuild registers after running this process.

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

To change employer IDs for preexisting clients:

1. Click Back Office.

2. From Employer|Action, select Change Employer IDs for a Client.

3. Complete these fields as required:

4. Click Update.

5. Click Yes when prompted for confirmation. A message notifies you when the change is complete.

6. Rebuild the registers. See Rebuilding Registers for more information.

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Change Reason History- Employer Details

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Change-Reason-History-Employer_Details.htm Path: PD/Maintenance/Employer/Change-Reason-History-Employer_Details.htm

Change Reason History- Employer Details

Use this form to get the change reason history for the Employer Details form.

Note: Note: This form will be able to capture the change reason history only if the field named Require change reason on critical forms on the System Parameters form is either selected as Optional (and the user has entered a reason for record update) or Required. When you make any change to the Employer Details form, you will be presented with the following dialog box. Once you record the reason for the change herein, the same will be presented in the Change Reason History form.

[Image: screenshot]

To access the form, under the Actions menu

[Image: screenshot]

on the Employer Details form, click Change Reason History.

On this form the following two fields are available:

• Change Date on or after – This is the start date of the date range. By default, this will be 60 days prior to today’s date. You can change this date according to your required date range.

• Change Date on or before – This is the end data of the date range. By default, this will be today’s date. You can change this date according to your required date range.

Click Close to close this form and return to the base form.

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Clearing Employee SSN Verification Reporting Dates

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Clear%20Employee%20SSN%20Verification%20Reporting%20Dates.htm Path: PD/Maintenance/Employer/Clear Employee SSN Verification Reporting Dates.htm

Clearing Employee SSN Verification Reporting Dates

Use this process to reset the Employment Verification Service (EVS) reporting dates. These Employee SSN Verification Reporting Dates are used when processing the EVS download file that is generated from the W-2 work center (W-2 Processing > W-2 Processes > Create Employee SSN Verification Download). If a reporting date is entered in the Employment Verification Service (EVS) reporting date, the employee is not shown on the EVS download. This process resets the EVS reporting dates so that the employees will be shown on the EVS download file.

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

To access the form, in the Work Centers panel, under the heading Complianceclick on New Hire and Termination Reporting. Then under the heading Reporting Date Overrides click on Clear Employee SSN Verification Reporting Dates.

To clear employee SSN verification reporting dates:

1. Enter Starting EVS Report Date which is a mandatory date field. Please enter the date from which you want to clear the employee SSN Verification reporting.

2. Enter Ending EVS Report Date which is a mandatory date field. Please enter the date upto which you want to clear the employee SSN Verification reporting.

3. Company ID is an optional free text field. Leave it blank to select all clients.

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

5. Click Close to close the window.

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

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

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Running Client Tax Register Report

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Client%20Tax%20Register%20Report.htm Path: PD/Maintenance/Employer/Client Tax Register Report.htm

Running Client Tax Register Report

Use the Client Tax Register Report form to generate a report that produces a detailed or summary output of client-reported tax amounts. This informational report includes gross pay, taxable hours, gross taxable, and tax withheld amounts.

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

To access this form, clickReports menu. Under Employer|Report, click Client Tax Register Report.

To generate the Client Tax Register Report:

1. Complete the following fields:

• Summary (Default)
• Detail

2. Click Run to generate the report on-screen.

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

4. Click Close to close this form at any time.

Report Outputs

The ClientTax Register Report displays the following columns:

• Client ID
• Auth ID
• Tax Authority Name
• Tax ID
• Tax Description
• Gross Pay
• Taxable Hours
• Gross Taxable
• Tax Withheld
• EE Count
• Totals (per Client ID)
• Grand Totals | Detail Report | Client ID - Auth ID - Tax Authority Name - Tax ID - Tax Description - Employee Name - SSN: You can control whether to display SSN numbers by enabling the SHOWSSNFORTAX custom feature code on the System Parameters form and setting up a Conversion User in the Account Management Roles panel on the Users form. - Gross Pay - Taxable Hours - Gross Taxable - Tax Withheld - Totals (per Tax ID) - Grand Totals |
• Auth ID
• Tax Authority Name
• Tax ID
• Tax Description
• Employee Name
• SSN: You can control whether to display SSN numbers by enabling the SHOWSSNFORTAX custom feature code on the System Parameters form and setting up a Conversion User in the Account Management Roles panel on the Users form.
• Gross Pay
• Taxable Hours
• Gross Taxable
• Tax Withheld
• Totals (per Tax ID)
• Grand Totals Example of Summary Report:

[Image: screenshot]

Example of Detail Report:

[Image: screenshot]

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Searching for Client Tax Information

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Client_Tax_Lookup.htm Path: PD/Maintenance/Employer/Client_Tax_Lookup.htm

Searching for Client Tax Information

Search for tax information with the Client Tax Lookup form.

To search for information:

1. Click Back Office.

2. From Employer|View, select Client Tax Lookup. [Image: screenshot]

3. Use Company Tax Lookup Search Criteria fields to specify search parameters.

4. Click Search. Results display in a table.

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Cloning Employer Details

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Clone%20Employer%20Detail.htm Path: PD/Maintenance/Employer/Clone Employer Detail.htm

Cloning Employer Details

Use this form to copy an existing Employer Detail record to a new Employer Detail Record. This is especially helpful for customers in the entertainment industry where each new show is a separate PEO clientwith a corresponding employer record that is identical to the other employers in the system. Using this form, you can avoid setting up all the state information for a new employer. You can just clone it from an existing employer.

Note: Note: Client Access Group security is not enabled on this form.

To access this form, click the Back Office menu. Under Employer|Action, click Clone Employer Detail.

To clone an existing employer record to a new employer:

1. Complete the following fields:

Field Name — Description

From Employer ID — Enter the existing Employer ID from whom you want to clone the employer record, or click the From Employer ID hyperlink and select it from the Select Employer dialog box. If you enter an employer ID that does not exist, you will receive an error stating Record is not on file EMPLOYER.MASTER.

New Employer ID — Enter the Employer ID of the new employer. If you enter an employer ID that already exists, you will receive an error stating Employer ID already exists.

New Employer Name — Enter the name of the new employer

2. Click Clone to copy the existing employer details to the new employer. All information on the original employer record will clone to the new employer except Init History. This is because you would not want to clone the init history from prior years for another employer as this is a new employer.

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

The following information of the existing employer will be copied to the new employer:

• Address, City, State, Zip

• Telephone

• G/L Setup

• Federal Deposit Method

• Certified PEO

• Tax Contact Information

• State Tax ID Numbers

• Heading

• Masked SSN on Form W-2s. (If Exists)

• Common Pay Agent

• Invoice Information Maintenance

• Local Tax Identifiers

• SBEA W2/1099 Name Control

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Compliance

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Compliance-Work-Center.htm Path: PD/Maintenance/Employer/Compliance-Work-Center.htm

Compliance

The Compliance area on the Work Centers panel provides convenient access to the forms required to perform ACA Processing.

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Creating Employee W-2C Forms

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Create%20Employee%20W-2C%20Forms.htm Path: PD/Maintenance/Employer/Create Employee W-2C Forms.htm

Creating Employee W-2C Forms

Use Create Employee W-2C Forms to create the electronic W-2c form data that needs to be uploaded to federal, state, and local government agencies. If the system detects any errors that will prevent processing, it displays an error message when you select the option. Click OK to dismiss the message and then resolve the errors. Click Pre-Process Error Report to download errors if any before you create the W-2c forms.

To create employee W-2c form data:

1. Open the Work Centers menu and select Work Centers|Tax > W-2 Processing.

2. Under W-2 Processes, select Create Employee W-2C Forms.

3. Complete the form.

• Do not clear existing forms - This is the default option. This option provides the following two options:
• Only create W-2C forms for employees without an existing W-2C record. This is the default option.
• Overwrite W-2C form if values are different. Any Form W-2c included in an EFW2C export file that is not in a status of regenerate or canceled will be skipped.
• Clear all existing forms - This option will delete all W2-C records. Any Form W-2c included in an EFW2C export file that is not in a status of regenerate or canceled will be skipped. This process does not create W2-C automatically after clearing. You will need to create W2-C records separately. | Tax Year | Select the year for which to generate W-2c data. Typically, this is the year before the current year. | | Employer ID | Select one or more Employer IDs for whom to generate W-2c data. You will need to enter at least one Employer ID to Create Forms. | | Load All Employers | Click this option to process W-2c data for all employers. | | Employee ID | This field is optional. Select one or more employees for whom to generate W-2c data. You can enter them manually in the Employee table or click the Upload Employees button to import them from a list. - If you have full access to the Create Employee W-2C Forms form, you will be able to see this button and use it to upload employees. Use the File Upload dialog box to upload your list of employees for whom you need to generate Form W-2cs. Click the Add Files button to select the import file from your system. Click the File Upload button to upload the employers and employees. - When uploading an employee list containing an invalid Employer ID / Employee ID combination, the Employee ID is not added to the Employee Table but is noted on the upload Transaction Report as “Failing” the upload process. - When uploading a list containing a valid Employer ID/ Employee ID combination where the Employer ID had not yet been added to the Employer Table, the upload process adds both the Employer ID and the Employee ID to their respective tables. - When uploading a list containing a valid Employer ID/ Employee ID combination where the Employer ID has already been added to the Employer Table, the upload process adds only the Employee ID to its respective table. - Your import file should: - be a csv or text-tab-delimited file - have two columns namely: - Employee ID - Employer ID - not contain more than 500 employees - If you have inquiry access to the Create Employee W-2C Forms form, you will be able to see this button but you cannot use it. |
• If you have full access to the Create Employee W-2C Forms form, you will be able to see this button and use it to upload employees. Use the File Upload dialog box to upload your list of employees for whom you need to generate Form W-2cs. Click the Add Files button to select the import file from your system. Click the File Upload button to upload the employers and employees.
• When uploading an employee list containing an invalid Employer ID / Employee ID combination, the Employee ID is not added to the Employee Table but is noted on the upload Transaction Report as “Failing” the upload process.
• When uploading a list containing a valid Employer ID/ Employee ID combination where the Employer ID had not yet been added to the Employer Table, the upload process adds both the Employer ID and the Employee ID to their respective tables.
• When uploading a list containing a valid Employer ID/ Employee ID combination where the Employer ID has already been added to the Employer Table, the upload process adds only the Employee ID to its respective table.
• Your import file should:
• be a csv or text-tab-delimited file
• have two columns namely:
• Employee ID
• Employer ID
• not contain more than 500 employees
• If you have inquiry access to the Create Employee W-2C Forms form, you will be able to see this button but you cannot use it. | List Name | Enter the name of the file that contains employee IDs that were queried directly from UniData. | | Suppress Local If Zero Tax | Select to suppress the reporting of taxable wages for local tax authorities when the tax amount withheld is zero. | | Suppress State If Zero Tax | Select to suppress the reporting of taxable wages for state tax authorities when the tax amount withheld is zero. | | Suppress Third-party Sick Pay | Select to suppress the reporting of all taxable and tax withheld amounts associated with third party sick pay from being added to W-2 forms. This is highly unusual. Most employers are required to report these amounts on W-2 forms. This option is intended to support employers who take advantage of an optional rule for Form W-2 that permits the employer and third party to enter into a legally binding agreement designating the third party to be your agent for preparing W-2 forms reporting sick pay. Be sure that this optional rule applies to you before choosing to suppress third party sick pay. | | Display Employees with No Earnings on Error List | Select to add an employee with no vouchers to the error log. This option is selected by default. | | Zero Out Ohio Resident-Based Taxable Wages | Ohio local taxes are work-based and resident-based. Select this option to zero out the resident-based Ohio taxes. This option is selected by default. | | Include Kentucky School Tx with Local Tax in RTS File | Select to report Kentucky school taxes with local taxes in the MasterTax RTS file. Selecting this option does not change the taxes on the W-2c form itself. | | Use PA Combined Monthly Filer PSD code in Box 20 | Select this option only if you are a service provider in the state of Pennsylvania who is registered as a combined monthly filer and using an agency such as Keystone to collect and remit Earned Income Tax (EIT). Enter the 2 digit PA Monthly Filer Tax Collection District Code. This will appear in Box 20 of Form W-2c for the Earned Income Tax (EIT) for the state of Pennsylvania. [Image: W-2 locality name box, showing workplace PSD and central payrol codesl, separated by a hyphen] |

4. Click Create Forms to create W-2c records. You will receive the following warning:

[Image: screenshot]

• Click Yes to continue to create forms. A job control window opens showing the progress. Upon completion, click Close to close the job control window. You will receive an email notification regarding your action. A sample email notification will state Create W-2 Forms for by initialized at 10:46:32 11/06/2024 was Completed with Errors at 10:46:34 11/06/2024. W2 Forms were created for 134 employees. There were 1 errors or warnings during processing.

• Click No to return to the form.

5. Click Error Report to download errors if any in a .csv format. The following is a sample Error Report.

[Image: screenshot]

6. Click Pre-Process Error Report to download errors if any before you create the W-2c forms. The following is a sample pre-processing error report:

[Image: screenshot]

Updates to Form W-2 build

The State Income Tax Account Number on the employee Form W-2 will now be pulled from the Client Details form or the Employer Details form based on the tax deduction code, unless an override exists on the Employer Details form on the SIT Rpt Entity field for that state under the State Tax section.

The State Income Tax Account Number on the employee Form W-2 will be:

• Client State Tax ID when:

• Tax deduction code set to report at Client Level and ER Details, State is set to -select- or Client

• Tax deduction code NOT set to report at Client Level, but ER Details, State is set to Client

• Employer State Tax ID:

• Tax deduction code NOT set to report at Client Level and ER Details, State is set to -select- or Employer

• Tax deduction code set to report at Client Level, but ER Details, State is set to Employer

Note: If the State Tax ID is not available on the corresponding reporting entity, the Form W-2 will not be built, and an error will appear in the W2 Error Report stating State Employer ID not found for Client # for State XX OR State Employer ID not found for Employer for State XX

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Creating Payroll Tax Summary Export Files

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Create-Payroll-Tax-Summary-Export.htm Path: PD/Maintenance/Employer/Create-Payroll-Tax-Summary-Export.htm

Creating Payroll Tax Summary Export Files

The MasterTax PTS (Payroll Tax Summary) File Build transmits data from the TAX.JOURNAL file to MasterTax. MasterTax is a third party vendor that handles the tax payments for many service providers.

This file is typically generated once per day and uploaded to MasterTax. There are multiple versions of the PTS file. There are also SBEA and Non-SBEA versions of this file, depending on the settings on the MasterTax Interface Parameter form. A process lock on the TAX.JOURNAL file prevents multiple users from running this file concurrently.

In the past, PTS files contained deleted data. PTS files created out of PrismHR archive that data for 45 days, and then it is deleted.

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

To build the PTS file:

1. On the Work Centers panel, click MasterTax Processing. > File Exports > Mastertax PTS File Build.

2. Select Build File by:

• All Clients and Employers – When this option is selected, the Employer and Client options are disabled.

• Employer – Click the Employer link and select an employer from the list that displays.

• Client – Click the Client link and select a client from the list that displays. You can search by Client ID/Name, Service Type, Employer, or Status.

• Re-process Previous File – Select a file from the drop-down. This regenerates data that was contained on that file using updated parameters from the MasterTax Interface Parameters form.

3. Click Build to generate the PTS file. A progress window opens and displays process steps and a date/time stamp. When the build is finished, it automatically downloads to a local drive and appears on the PTS File History list.

If a PTS file is already being generated, a process lock is applied to prevent others from attempting builds. You can clear the lock, but it should be cleared only if the process is frozen.

4. Check the MasterTax version by expanding the Configuration Information panel.

5. Check the PTS File History for a build status. The system displays a time and date stamp, the user who ran the build, and what the file name is.

6. Click a File Name link to download that file. You can also view an audit report by clicking View next to one of the file names.

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Creating the Employee SSN Verification Service Download

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Creating-The-Employee-SSN-Verification-Service-Download.htm Path: PD/Maintenance/Employer/Creating-The-Employee-SSN-Verification-Service-Download.htm

Creating the Employee SSN Verification Service Download

The Employee SSN Verification Service Download builds an electronic file that you can upload to the Social Security Number Verification Service, which verifies names and SSNs before generating Employee W-2s. It also updates employee records with an Eligibility Verification System (EVS) date. Once this process is complete, you are notified with a pop-up window.

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

To access this form and run the report:

1. Open the Work Centers menu and select Work Centers|Tax > W-2 Processing.

2. Under W-2 Processes, select Create Employee SSN Verification Download.

3. Complete these fields as required:

Field — Description

Requester ID — ID of the person requesting the file. This required field is limited to 4 alphanumeric characters (no special characters).

Starting Report Date — Starting date of the date range for creating this file.

Ending Report Date — Ending date of date range for creating this file.

Client ID — Click the link to display a list from which you can select a specific client for the report. If left blank, the file includes all clients.

4. Click Generate File. If errors occur, fix them and then regenerate the download.

5. Click Close to download the file.

If you return to the Create Employee SSN Verification Download screen, a Re-Download Verification File option is available.

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Edit EFW2C File Status

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Edit%20EFW2C%20File%20Status.htm Path: PD/Maintenance/Employer/Edit EFW2C File Status.htm

Edit EFW2C File Status

Use this form to change/update the Status of the EFW2C download file in the Generated EFW2C Files grid on the EFW2C Download and Maintenance form. The Status of the EFW2C download file in the Generated EFW2C Files grid on the EFW2C Download and Maintenance form reflects the current Status of the file. Depending on your external processes, use this form to change/update the Status of the EFW2C download file along the life cycle of the file. For example, once you generated a download file, it will be in the Unsent status. Once you submit it to the SSA you will need to change the Status to In-Process.

Click any Status on the Generated EFW2C Files grid on the EFW2C Download and Maintenance form to open this form for that particular download file. The following fields will be read only on this form:

• Tax Year

• Submitter ID

• File Name

• File Description

• Status - You can change/updated the current Status (shown in parenthesis) using the drop-down to one of the following options:

• In Process - Select this option once you have submitted the file to SSA. You have the option to enter/update the Receipt ID for that file. On the Update Employee W-2C Forms form, you can view the EFW2C data for this employee but you cannot edit it.

• Accepted - Select this option once SSA has accepted your download file submission. On the Update Employee W-2C Forms form, you can view the EFW2C data for this employee but you cannot edit it.

• Rejected - Select this option once SSA has rejected your submission of the download file. You have to enter/update the Resubmission WFID for that file.

• Regenerate - Select this option once you need to regenerate a download file with corrected data. On the Update Employee W-2C Forms form, you can view the EFW2C data for this employee and you can edit it.

• Cancelled - Select this option once you need to cancel a download file and want to redo the data. On the Update Employee W-2C Forms form, you can view the EFW2C data for this employee will be blank and you will need to fill in from the scratch..

• New File Description - You can also change/update the file description using this field.

Click Save to save the changes made on this form so that it reflects correctly on the Generated EFW2C Files grid on the EFW2C Download and Maintenance form. If you do no wish to save the changes, then you can close this form using the Close button on the top right of this form.

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Building EEO-1 and Pay Data

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/EEO/Build_EEO-1_Data.htm Path: PD/Maintenance/Employer/EEO/Build_EEO-1_Data.htm

Building EEO-1 and Pay Data

Before creating the EEO-1 download file, you must build the appropriate pay data into the database. The build process will progress differently depending on the settings you configure here.

Configuring EEO-1 Report Settings

In PrismHR, open the Work Centers menu and select EEO Processing under Work Centers|Compliance. In the EEO-1 Report Processing category, select Build EEO-1 & Pay Data.

Then, fill out each section of the form specified below. When you are ready to start the data build, see Running the Build.

EEO-1 Information

Set up the following fields according to your reporting needs. This data will display in Consolidated record of the EEO-1 reporting file.

Field — Action

Unit number Assigned by the EEOC — Enter the unit number assigned by the EEOC.

Headquarters Company — Enter the company headquarters ID number.

Headquarters Location — Enter the company headquarters location ID number.

Is Federal Contractor or Financial Institution — Select this option if the company counts as a financial institution or does contract work for the federal government.

Dun & Bradstreet Number — If the company has a Dun & Bradstreet number, enter it here.

Unique Entity ID — This field is not mandatory. You may enter the 12 character (no special characters) Unique Entity Identifier (UEI) number issued by the System for Award Management (SAM) to identify businesses and other entities that do business with the federal government.

Client Settings

Use this section to determine the inclusion and exclusion of client data in the data build process.

• All clients
• All clients except for ASOs
• Only specific clients (a grid displays for you to specify the clients)
• All clients except specific clients (a grid displays for you to specify the clients) ### Running the Build

To build EEO data:

1. Complete the following setup fields in the Build Options panel:

• Active during reporting period
• Paid more than $0 during reporting period | Build Only if 100/50 Threshold Met | Select this option to only build data for the following clients: - Clients who are not Federal Contractors and who have 100+ employees - Clients who are Federal Contractors and who have 50+ employees > Note: Note: The values 100 and 50, above, are defined based on the EEO-1 build logic (specifically the Report As Of Date). These values do not refer to employee counts in general. |
• Clients who are not Federal Contractors and who have 100+ employees
• Clients who are Federal Contractors and who have 50+ employees | Use 40/20 Hours Worked Approximation | For FLSA exempt employees: - To display an approximation of hours worked based on full/part‑time status and weeks worked, enable this option. Full-time exempt employees display 40 hours a week. Part-time exempt employees display 20 hours a week. - To display the actual number of hours worked, leave this option unchecked. |
• To display an approximation of hours worked based on full/part‑time status and weeks worked, enable this option. Full-time exempt employees display 40 hours a week. Part-time exempt employees display 20 hours a week.
• To display the actual number of hours worked, leave this option unchecked. | Build Component 2 Data | Whether to include “Component 2” data (as defined by the EEOC) in the build. Component 2 requires a more fine-grained breakdown of employee information. | | Build Labor Contractor Data | - This field is a check box which is unchecked by default. When selected an additional data set will be built to support the California Labor Contractor Pay Data Report. - This field will only appear when the Employee Filter field is set to Paid more than $0 during reporting period. - This will build a separate set of data to support the new requirement related to Labor Contractors for the state of California. In addition to the existing “Payroll Employee Report”, for the reporting year 2022 filed in 2023, the state of California now requires a private employer with 100 or more workers hired through labor contractors in the prior calendar year (with at least one worker based in California) must file a separate “Labor Contractor Employee Report” that covers workers hired through labor contractors in the prior calendar year. - When selected, the standard YTD data will build based on the Report As-of Date supplied. In addition to the standard YTD data, a separate set of data specific to the worksite location in which the employee has a voucher greater than $0 on the report as of data will be built. This is most commonly used by staffing companies. |
• This field is a check box which is unchecked by default. When selected an additional data set will be built to support the California Labor Contractor Pay Data Report.
• This field will only appear when the Employee Filter field is set to Paid more than $0 during reporting period.
• This will build a separate set of data to support the new requirement related to Labor Contractors for the state of California. In addition to the existing “Payroll Employee Report”, for the reporting year 2022 filed in 2023, the state of California now requires a private employer with 100 or more workers hired through labor contractors in the prior calendar year (with at least one worker based in California) must file a separate “Labor Contractor Employee Report” that covers workers hired through labor contractors in the prior calendar year.
• When selected, the standard YTD data will build based on the Report As-of Date supplied. In addition to the standard YTD data, a separate set of data specific to the worksite location in which the employee has a voucher greater than $0 on the report as of data will be built. This is most commonly used by staffing companies.

2. Click Build. The Job Control form displays the progress of the build process.

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Clearing EEO-1 Data

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/EEO/Clear_EEO-1_Data.htm Path: PD/Maintenance/Employer/EEO/Clear_EEO-1_Data.htm

Clearing EEO-1 Data

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

Use the Clear EEO-1 Data form to delete previously built EEO-1 data for a given reporting year.

Note: Note: You cannot reverse this process. Any EEO-1 data you decide to clear will be deleted permanently.

To clear EEO-1 data:

1. In the Work Centers menu, select EEO Processing under Work Centers|Compliance.

2. Under the EEO-1 Report Processing category, select Clear EEO-1 Data.

3. Choose the appropriate reporting Year.

4. Indicate whether you want to clear data for all clients, selected clients, or all clients except specifically listed ones.

5. Click Clear Data.

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Setting Up Client EEO-1 & Pay Data Reporting

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/EEO/Client_EEO-1_Files.htm Path: PD/Maintenance/Employer/EEO/Client_EEO-1_Files.htm

Setting Up Client EEO-1 & Pay Data Reporting

Use the Client EEO-1 & Pay Data Reporting form to configure settings related to EEO-1 report file generation for:

• One or more specific clients

• Entities subject to California Pay Data reporting.

To access this form, in the Work Centers panel, under Compliance click EEO Processing. Under the EEO-1 Processing section, under GENERATE EEO-1 REPORTING FILES heading, select Client EEO-1 & Pay Data Files.

Company Information

This section specifies the client-level information to include in the consolidated record of the EEO-1 reporting file. Client client

Note: Note: Ensure that you have the correct client selected in the top bar. The form then automatically populates the basic address information for that client below.

Field — Action

Company Name — This field is already populated or enter the name of the client as it should report within the file.

Address 1 — This field is already populated or enter the line 1 postal address of the office of the client.

Address 2 — This field is optional. Enter the line 2 postal address of the office of the client.

City — This field is already populated or enter the name of the city of the office of the client.

State — This field is already populated or enter the two character state code of the office of the client.

Zip Code — This field is already populated or enter the 5 digit zip code of the office of the client.

County — This field is optional. Enter the name of the county of the office of the client.

Company FEIN — This field is already populated or enter the Federal Employment ID Number (FEIN) of the client.

NAICS Code — This field is optional. The North American Industry Classification System (NAICS) code of the client will populate here as entered in the Client Details form. However, please note that if an NAICS code is not assigned to your client, or if it is obsolete, then the EEO-1 build will fail.

Major Activity — This field is optional. This field will get auto-populated based on the NAICS code entered above.

Report Parameters

Use the following report parameters to define client level information. This data will display in Consolidated record of the EEO-1 reporting file.

Field — Action

Headquarters Location — Enter the client headquarters location ID number.

Federal EEO-1 filed in prior year — Check this box if an EEO‑1 report was filed for the client last year.

Entire Company Has at Least 100 Employees — Check this box if the client has at least 100 employees.

Is in Enterprise With at Least 100 Employees — Check this box if the client is part of a larger client with 100 or more employees.

Federal Contractor Or Financial Institution — Check this box if the client counts as a financial institution or does contract work for the federal government.

Dun & Bradstreet Number — If the client has a Dun & Bradstreet number, enter it here.

Unique Entity ID — This field is not mandatory. You may enter the 12 character (no special characters) Unique Entity Identifier (UEI) number issued by the System for Award Management (SAM) to identify businesses and other entities that do business with the federal government. > Note: Note: This UEI here will be used for all worksite locations within the EEO-1 download. If all worksite locations being reported should not report as a Federal Contractor, do not assign this setting to this form.

Certifying Official

This section specifies the client-level information to include in the consolidated record of the EEO-1 reporting file.

Field — Action

Name — Enter the name of the certifying official.

Title — Enter the title of the certifying official.

Phone Number — Enter the phone number of the certifying official.

Email Address — Enter the email address of the certifying official.

Address 1 — Enter the line 1 postal address of the office of the certifying official.

Address 2 — Enter the line 2 postal address of the office of the certifying official.

City — Enter the name of the city of the office of the certifying official.

State — Select the state of the office of the certifying official from the drop-down.

Zip Code — Enter the zip code of the office of the certifying official or click the Zip Code link and select it from the Select Zip Code dialog box.

California Pay Data

This section controls report file generation settings specific to California Pay Data reporting.

Field — Action

Company is a California State Contractor — Check this box if the client does contract work for the State of California. Else leave it unchecked.

California Pay Data Filed in Prior Year — Check this box if California Pay Data was filed for this client for the previous reporting year. Else leave it unchecked.

California SEIN — Enter State Employer Identification Number (SEIN) for the state of California for this client.

Parent Company (if applicable)

If this client has a parent company then it must be reported on the EEO-1 file.

Field — Action

Parent Company Name — Enter the name of the parent company.

Address 1 — Enter the postal address of the parent company.

City — Enter the name of the city of the office of the parent company.

State — Select the state of the office of the parent company from the drop-down.

Zip Code — Enter the zip code of the office of the parent company or click the Zip Code link and select it from the Select Zip Code dialog box.

Parent FEIN(s)

If the client has a parent company indicated above, then

Affiliates FEIN(s) (If applicable)

If the client has any affiliate(s), then

Additional Companies to be Included in this Companies EEO-1

Use this grid if you want to combine multiple clients data within a single report.

Field — Action

Company ID — Enter the Company ID number or click the Company ID link and select the client from the Client Master Search dialog box. You can enter more than one client here.

Company Name — This field will auto-populate based on the Company ID selected above.

Note:

Client and Worksite Location level federal contractor settings are now applied to the EEO-1 Download Report.

If in the Client EEO-1 & Pay Data Files form Additional Companies are included, and:

• If the headquarters client is a federal contractor and any listed additional clients are not, then the specific additional clients who are not federal contractors are not reported as a federal contractor on the EEO-1 Download Report.

• However, if those additional clients who are not federal contractors are flagged as federal contractors on their Worksite Locations form, then those specific those worksite locations will be reported as federal contractors.

• If the headquarters client is a federal contractor and one or more of the listed additional clients are also federal contractors, then the additional client or clients will be reported as federal contractors using the client specific Unique Entity Identity (UEI).

Review all the information that you have entered in the form above. Then,

• Click Save Settings to save the information entered in above in this form.

• Click Cancel to delete all information entered in this form at any time.

File Generation Settings

• Federal

• California Employee Payroll Report - If you select this file type, then check the box beside to Indicate if you want to Include Employer Information in the Report. This will produce as additional section 1 of the report providing information you may need to supply for the state of California. Else leave the check box unchecked.

• California Labor Contractor Report

• IL Pay Data Report - Use this option to support Illinois Equal Pay Registration Certificate reporting. This report includes employees who worked at your factory/facility/office in Illinois plus the 100% remote employees who report directly to Illinois management. For ease of reference the Company and Employee ID columns are added to this report. You will need to remove them before submitting to the state of Illinois. Once you select this option, then:

• The EEO Pay Period End Date field will be 12/31 of the year selected.

• The EEO Pay Period Start Date field will be 01/01 of the year selected. Review all the information that you have entered in the form above. Then,

• Click Generate File. A job progress window appears indicating the processing steps. In case of any errors, make necessary corrections and redo. Click Close on the job progress window.

• Click Download to download the EEO-1 file.

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Creating the EEO-1 Download Report

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/EEO/EEO-1_Download_Report.htm Path: PD/Maintenance/Employer/EEO/EEO-1_Download_Report.htm

Creating the EEO-1 Download Report

This form produces a report in .csv format, summarizing EEO-1 and, if applicable, Component 2 data.

To run the report:

1. In the Work Centers menu, navigate to Work Centers|Compliance > EEO-1 Processing.

2. Under the EEO-1 Report Processing category, under Reports, select EEO-1 Download Report.

3. Select the report Year.

4. To generate a report that contains Component 2 reporting data, select Build Component 2 Format.

5. Click Generate Report: the Job Control form displays the progress of the report generation.

6. Review the Job Control details and the click Close.

7. Click Download Report to obtain the report download through your web browser.

The generated .csv file will contain labeled counts for each EEO-1 reporting category.

Note:

Client and Worksite Location level federal contractor settings are now applied to the EEO-1 Download Report.

If in the Client EEO-1 & Pay Data Files form Additional Companies are included, and:

• If the headquarters client is a federal contractor and any listed additional clients are not, then the specific additional clients who are not federal contractors are not reported as a federal contractor on the EEO-1 Download Report.

• However, if those additional clients who are not federal contractors are flagged as federal contractors on their Worksite Locations form, then those specific those worksite locations will be reported as federal contractors.

• If the headquarters client is a federal contractor and one or more of the listed additional clients are also federal contractors, then the additional client or clients will be reported as federal contractors using the client specific Unique Entity Identity (UEI).

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Running the EEO Detail Report

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/EEO/EEO_Detail_Report.htm Path: PD/Maintenance/Employer/EEO/EEO_Detail_Report.htm

Running the EEO Detail Report

Use the EEO Detail Report to view detailed employee information relevant for EEO-1 reporting.

• The Report Filters panel restricts the report output to employees associated with particular entities (such as categories, departments, or cost centers). Leave the grids blank to include all applicable entities (for example, all worksite locations under the specified client).

• The Report Parameters panel filters out employees based on status, status classification, or type.

To run the report:

1. In the Work Centers menu, navigate to Work Centers|Compliance > EEO-1 Processing.

2. Under EEO Reports, select EEO Detail Report.

3. Specify whether to produce a report for All Clients or the Currently Selected Client.

4. Use the Report Filters panel to restrict the report output to specific entities within the client or clients. If you run the report for a single client, there are additional filter options.

• Department Code — Selected Client only

• Worksite Code — Selected Client only

• State Code — Selected Client only

• Category Code — All Clients or Selected Client

• Cost Center (Sub-Cost Centers are not allowed) — All Clients or Selected Client

5. Use the Report Parameters panel to restrict the output to employees of one or more Status Codes, Status Classes, or Employee Type Codes.

6. Enter the As Of Date, which is the start date for the range of data that the report selects and displays (the end date is today’s date).

7. Click Generate Report: the Job Control form displays the progress of the report generation.

8. Review the Job Control details and the click Close.

9. Click Download Report to obtain the report download through your web browser.

Analyzing the Report Output

The report output includes much of the data necessary for generating the EEO-1 output file. Use this output to review employee data and ensure that it is ready for filing.

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EEO Processing

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/EEO/EEO_Processing.htm Path: PD/Maintenance/Employer/EEO/EEO_Processing.htm

EEO Processing

All forms related to EEO-1 processing are now available under EEO Processing in the Work Centers.

To access the EEO-1 processing work center, click EEO Processing under the Compliance category in the Work Centers panel.

To get detailed instructions for using the open form:

• Click [Image: screenshot] (Help) in the header area.

To return to the processing page:

• Click [Image: screenshot] (JUMP TO) in the header area of the form.

The following forms can be accessed from the EEO Processing work-center.

• EEO Class Codes
• EEO Ethnic Codes
• EEO Position Codes
• EEO Detail Report
• EEO Summary Headcount Report
• Build Data Registers
• Build EEO-1 & Pay Data
• Clear EEO-1 Data
• Import & Export Data
• Export EEO-1 Data
• Import EEO-1 Data
• Generate EEO-1 Reporting Files
• Service Provider EEO-1 Files
• Client EEO-1 & Pay Data Files
• EEO-1 Download Report ## About the EEO-1 Report

Employers must annually file the Employer Information Report (EEO-1 Report) with the Joint Reporting Committee of the U.S. Equal Employment Opportunity Commission. The report provides a count of company employees by job class, ethnicity, race, and gender.

This document describes how to create a download file that contains a multi-establishment report for all employers. The data file includes:

• A consolidated record for the PEO or employer

• A headquarters record for a single client or worksite location

• Establishment records for each client that has 100 or more employees. Note that if a company has government contracts for $50,000 or more, the threshold for establishment records is 50 or more employees.

Where applicable, clients can report each location as a separate establishment record, regardless of the number of employees working at the location. These line items will use EEOC status codes as detailed in the table below.

Note: Note: The Unit Number mentioned in the table below refers to the field under Client > Change > Worksite Location > Other Parameters, called EEO Unit Number.

EEOC Status Code — Description

2 — Consolidated report record This only displays in the first record of the download. > Note: Note: If your download is for single-establishment reporting, you must manually change this value to 1 and ensure that any worksite locations are linked (contact Customer Support for details).

3 — Headquarters record This only displays in the second record of the download. > Note: Note: If your download is for single-establishment reporting, you can remove this record.

4 — Establishment has 50+ employees and it is not first time reporting (a Unit Number exists for the establishment).

8 — Establishment has fewer than 50 employees (a Unit Number does not exist).

9 — Establishment has 50+ employees and it is the first time reporting (a Unit Number does not exist).

Other Documentation

For more general information about EEO-1 filing and Component 1 of the report, please consult the following official resources:

• Preparing Data – Single-Establishment Companies

• Preparing Data – Multi-Establishment Companies

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EEO-1 Processing

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/EEO/EEO_Report_Processing_Forms.htm Path: PD/Maintenance/Employer/EEO/EEO_Report_Processing_Forms.htm

EEO-1 Processing

This section explains how to use EEO-1 processing forms. These forms control the processes that build, delete, import, export, and download EEO-1 reporting data.

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EEO Reports

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/EEO/EEO_Reports.htm Path: PD/Maintenance/Employer/EEO/EEO_Reports.htm

EEO Reports

This section provides several useful reports that can help you ensure that your employee configurations, statuses, and head counts are accurate for EEO-1 filing.

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EEO Setup

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/EEO/EEO_Setup_Forms.htm Path: PD/Maintenance/Employer/EEO/EEO_Setup_Forms.htm

EEO Setup

This section explains how to use the EEO-1 setup forms. These forms control system-level entities and codes, such as ethnicity and position classifications, that have a direct impact on the EEO-1 data build process.

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Running the EEO-1 Summary Headcount Report

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/EEO/EEO_Summary_Headcount_Report.htm Path: PD/Maintenance/Employer/EEO/EEO_Summary_Headcount_Report.htm

Running the EEO-1 Summary Headcount Report

Use the EEO Summary Headcount Report to obtain a .csv file featuring summary totals and percentages for various EEO reporting categories.

• The Report Filters panel restricts the report output to employees associated with particular entities (such as categories, departments, or cost centers). Leave the grids blank to include all applicable entities (for example, all worksite locations under the specified client).

• The Report Parameters panel filters out employees based on status, status classification, or type.

To run the report:

1. In the Work Centers menu, navigate to Work Centers|Compliance > EEO-1 Processing.

2. Under EEO Reports, select EEO Summary Headcount Report.

3. Specify whether to produce a report for All Clients or the Selected Client.

4. Use the Report Filters panel to restrict the report output to specific entities within the client or clients. If you run the report for a single client, there are additional filter options.

• Department Code — Selected Client only

• Worksite Code — Selected Client only

• State Code — Selected Client only

• Category Code — All Clients or Selected Client

• Cost Center (Sub-Cost Centers are not allowed) — All Clients or Selected Client

5. Use the Report Parameters panel to restrict the output to employees of one or more Status Codes, Status Classes, or Employee Type Codes.

6. Enter the As Of Date, which is the start date for the range of data that the report selects and displays (the end date is today’s date).

7. Click Generate Report: the Job Control form displays the progress of the report generation.

8. Review the Job Control details and then click Close.

9. Click Download Report to obtain the .csv file through your web browser.

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Exporting EEO-1 Data

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/EEO/Export_EEO-1_Data.htm Path: PD/Maintenance/Employer/EEO/Export_EEO-1_Data.htm

Exporting EEO-1 Data

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

Use the Export EEO-1 Data feature to create .csv export files of employee-level EEO-1 data from the latest build.

• After exporting this data, you can review the export file for data errors.

• This process prints the word Error to indicate incorrect or missing data.

• After correcting the error fields on the export file, re-upload it using the EEO-1 import process to correct the data in the system. For details, see Importing EEO-1 Data.

• If the file contains errors, the relevant records will display at the top of the export file (see the examples below).

Note: Note: The export file is not valid for submission to the EEOC.

To export EEO-1 data from the most recent build:

1. Open the Work Centers menu and select Work Centers|Compliance > EEO Processing.

2. Under the EEO-1 Report Processing category, select Export EEO-1 Data.

3. Select the Year of the data to export.

4. Specify whether to export all employees or only employees with invalid positions, gender, or ethnicity.

If you export all employees, employees with errors will display at the top of the output file.

5. Click Export Data. A new form displays the progress of the export.

6. Review the export progress and click Close when finished.

7. On the Export EEO-1 Data form, click Download EEO-1 Data. Your browser displays the downloaded .csv file.

8. Open the export file and review its contents. Make modifications if necessary.

Output Examples

This is an example of an export file that includes all employees. Note that the employee with a race/ethnicity error displays at the top of the file, in row 2.

[Image: An excel spreadsheet featuring many rows of employee data. The employee in row 2 has the word “Error” in their race/ethnicity column.]

This is an example of an export for the same year, where the output includes only employees with errors.

[Image: An excel spreadsheet similar to the previous example, except it has only one row. This row features the employee who had the error in the original file.]

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Importing EEO-1 Data

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/EEO/Import_EEO-1_Data.htm Path: PD/Maintenance/Employer/EEO/Import_EEO-1_Data.htm

Importing EEO-1 Data

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

Use the Import EEO-1 Data form to correct any errors that were identified by the Export EEO-1 Data feature. The form also provides some import preferences you can customize.

Note: Note: Use either .txt. or .csv files with this feature. The format of the input file must match the format generated by the EEO-1 data export feature. For details, see Exporting EEO-1 Data.

File Requirements

Note: Note: This form accepts input files that follow the format of the EEO-1 export file. The import will ignore any data in columns to the right of the System column, as these are informational only.

You can import employees who do not already have records in the system. There is a setting on this form that determines whether to include them in the report. See the procedure below for more information.

If you want to import data for employees that are not already in the system, you must assign each of these employees a unique ID on the import file. For example, you can use their SSN, a unique number, or some form of their name. This ID will act as their employee ID on the report.

Requirements for the EEO-1 import file:

• It can be a .txt file with tab delimiters OR a .csv file.

• Employee names must not contain any special characters, such as commas, periods, apostrophes, or quotation marks.

• Employee names must be formatted: FirstName MiddleName LastName Suffix.

• Give the import file a unique name.

• If you are importing employees that are not in the system, give them a unique Employee ID. See the note above.

Procedure

To import EEO-1 data into PrismHR:

1. Open the Work Centers menu and select Work Centers|Compliance > EEO Processing.

2. Under the EEO-1 Report Processing category, select Import EEO-1 Data.

3. The EEO-1 Report As Of Date populates automatically from the EEO-1 configuration. Change this value if necessary.

4. Use the Replace Behavior option to specify how the import process works:

• Modify and Replace Existing Data – if data exists in the system for employees listed in the file, PrismHR overwrites that data with the data from the import file.

• Clear All Data and Replace – PrismHR deletes all EEO-1 register data for all employees (even employees not listed in the import file) and creates new EEO-1 registers using only data from the import file.

5. Select whether to Import Employees That Are Not in Prism. Otherwise, PrismHR will ignore data for any employees not already in the EEO-1 registers.

For details, review the Import File Requirements section, above.

6. In the Import File panel, specify the number of Header Lines to Skip. For example, enter 1 if the import file has header data or labels in the first row.

7. Click Choose File. A new form displays where you can upload the import file.

8. Upload the file and click submit.

9. Click Import Data to run the import. The Job Control form displays the imported employees.

10. After the process completes, select Error Report to review any errors.

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Service Provider EEO-1 Files

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/EEO/SP_EEO-1_Files.htm Path: PD/Maintenance/Employer/EEO/SP_EEO-1_Files.htm

Service Provider EEO-1 Files

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

Use this form to set up EEO-1 reporting information on the global/service provider level and build the service provider EEO-1 reporting file.

Note: Note: You can also override some of these options on the client level.

Path

Open the Work Centers menu and select Work Centers|Compliance > EEO Processing.

Under EEO-1 Processing > Generate EEO-1 Reporting Files, select Service Provider EEO-1 Files.

Company Information

This section specifies the client-level information to include in the consolidated record of the EEO-1 reporting file.

Field — Action

Company Name — Enter the company name.

Company Address 1, Address 2, City, State, Zip Code — Enter the company street address information.

FEIN — Enter the federal employment ID number of the company.

Apply to all records — Select this option to apply the client FEIN to all records on the download. Otherwise, the data build will pull each individual client FEIN.

NAICS Code — Enter the company NAICS code.

Certifying Official

Name — Enter the name of the certifying official.

Title — Enter the title of the certifying official.

Phone Number — Enter the phone number of the certifying official.

Email Address — Enter the email address of the certifying official.

EEO-1 Information

Set up the following fields according to your EEO-1 reporting needs. This data will display in Consolidated record of the EEO-1 reporting file.

Note: Note: You can override some of these options at the client level.

• Has its EEO Unit Number set up appropriately
• Has employees who were paid within the EEO Pay Period Start and Report As Of Date | Unit number Assigned by the EEOC | Enter the unit number assigned by the EEOC. | | Headquarters Client | Enter the company headquarters ID number. | | Headquarters Location | Enter the company headquarters location ID number. | | Federal EEO-1 Filed in Prior Year | Select this option if an EEO‑1 report was filed for the company last year. | | Entire Company Has at Least 100 Employees | Select this option if the company has at least 100 employees. | | Is in Enterprise With at Least 100 Employees | Select this option If the company is part of a larger client with 100 or more employees. | | Is Federal Contractor or Financial Institution | Select this option if the company counts as a financial institution or does contract work for the federal government. | | Dun & Bradstreet Number | If the company has a Dun & Bradstreet number, enter it here. | ## Client Settings

Use these settings to filter specific client data out of the download file, if needed.

Field — Action

Exclude ASO Companies — Select this option to exclude ASO organizations from the reporting file.

Download Data For — Specify whether to generate service provider EEO-1 files for all clients under the company, certain clients only, or all clients except a specific list.

Generate EEO-1 Files

The settings in this panel define how service provider EEO-1 reporting files are created.

Field — Action

EEO Pay Period Start Date — Pay period start date to use when calculating EEO-1 reporting data for the year.

Report As-Of Date — The date for the EEO-1 report, based on year and employee-related information (such as active/inactive status and position). > Note: Note: As a best practice, PrismHR recommends using the date for the last scheduled payroll batch of the reporting year.

Component 2 Data — Select this option to include EEO-1 component 2 reporting data on the generated file. > Note: Note: Currently, this is only necessary when generating files for 2017 or 2018.

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Running the 1099 Forms Report

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Employee-1099-Report.htm Path: PD/Maintenance/Employer/Employee-1099-Report.htm

Running the 1099 Forms Report

The 1099 Forms report shows the data that was included on the employee 1099 forms that were generated for a specified tax year, employer, and zip code.

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

To run the 1099 Forms report:

1. On the Work Centers panel, click Tax > 1099 Processing > 1099 Reporting > 1099 Forms Report.

2. Select a tax year and employer ID and enter a zip code. If you leave the zip code blank, the report includes all zip codes for the selected tax year and employer.

3. Click Process.

The report contains columns that display the following information:

• Employee Name

• ID

• Social Security Number

• Employer

• Company

• Zip Code

• Earnings

You can navigate through the report by going to the next or previous page, going to a specific page, or searching for specific information. In the Actions list, you can print the report, convert it to PDF, or print specific PDF pages. You can also convert the report to XLS format by clicking the XLS link.

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Running the W-2 Audit Report

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Employee-W-2-Audit-Report.htm Path: PD/Maintenance/Employer/Employee-W-2-Audit-Report.htm

Running the W-2 Audit Report

Use this report to list all manual entries made to employee W-2s.

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

To Running the W-2 Audit report:

1. On the Work Centers panel, click Tax > W-2 Processing > W-2 Reporting > W-2 Audit Report.

2. Complete these fields as required:

Field — Description

Employer ID — Click the link to select an employer. For each employer, the list shows the Employer Name, and Employer Name. If left blank, the report runs for all employers.

Client ID — Select a client from the Select Client selector. The list shows the Client ID, Client Name, Legal Name, Service Type, Employer, and Status. You can filter the list by Client ID or Client Name, Service Type, Status, or Employer. If left blank, the report runs for all clients.

Tax Year — Select a tax year from the list.

3. Click Run. When complete, the report is displayed. You can download the report in XLS format by clicking the XLS link.

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Running the External Benefits W-2 Report

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Employee-W-2-Benefits-Report.htm Path: PD/Maintenance/Employer/Employee-W-2-Benefits-Report.htm

Running the External Benefits W-2 Report

This report includes information about payments for external benefit that are included on the W-2 form.

The report contains columns that provide the following information:

• Company

• Employee ID

• W-2 Class (such as Health or Gym)

• Employer ID

• Employer Amount

• Total Amount

• Year

• Month

• Entity ID

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

To generate the External Benefits W-2 report:

1. On the Work Centers panel, click Tax > W-2 Processing > W-2 Reporting > External Benefits W-2 Report.

2. To limit the report to a single client, click Client ID and select a client. To include all companies in the report leave the Client ID blank.

3. Select the Year for the report.

4. Click Process. When complete, the report is displayed. You can download the report in XLS format by clicking the XLS link.

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Running the W-2 Box Report

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Employee-W-2-Box-Report.htm Path: PD/Maintenance/Employer/Employee-W-2-Box-Report.htm

Running the W-2 Box Report

Use the W-2 Box Report form to display the values reported in each box of the employee’s Form W-2. You can run this report at the employer or client level.

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

To run the W-2 Box report:

1. On the Work Centers panel, select Tax > W-2 Processing > W-2 Reporting > W-2 Box Report.

2. Complete these fields as required:

Field — Description

Employer ID — Limits the report to a specific employer.

Client ID — Limits the report to a specific client.

Last Name — The employee’s last name.

Tax Year — Year in which the report is being run.

Zip Code Above or Equal To — Five digit zip code for an employee that is above or equal to a specific value.

Zip Code Below or Equal To — Five digit zip code for an employee that is below or equal to a specific value.

Box 12 Code — The code for the amount to be reported in Box 12 of the Federal W-2 form. (Note: You can select a one-character or two-character alphabetic code.)

3. Click Process. When complete, the report displays.

Note: Note: When you withhold federal and/or state income tax for W-8 employees, this data for the W-8 employees will be omitted from the W2 and W2C builds. Consequently, this report in PrismHR will not include data for W-8 employees.

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Running the W-2 Forms Needed Report

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Employee-W-2-Forms-Needed-Report.htm Path: PD/Maintenance/Employer/Employee-W-2-Forms-Needed-Report.htm

Running the W-2 Forms Needed Report

The Employee W-2 Forms Needed Report provides a list of the number of W-2 forms that need to be completed for a specified year and employer. Employees that receive an electronic Form W‑2 are not included in the report, since your organization does not need forms for those employees.

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

To Running the W-2 Forms Needed report:

1. On the Work Centers panel, select Tax > W-2 Processing > W-2 Reporting > Employee W-2 Forms Needed.

2. Enter a tax Year.

3. Select an Employer ID.

4. Click Run. When complete, the report is displayedSee Viewing the Job Control Status Report You can download the report in XLS format by clicking the XLS link.

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Running the W-2 Local Detail Report

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Employee-W-2-Local-Detail-Report.htm Path: PD/Maintenance/Employer/Employee-W-2-Local-Detail-Report.htm

Running the W-2 Local Detail Report

The W-2 Local Detail Report provides information about state and local taxes paid by a specified client, state, and year.

The report displays information in the following columns:

• Employee Name, Address, City, State, Zip Code

• Social Security Number

• Gross Earnings

• Federal Taxable/Withheld

• OASDI Taxable/Withheld

• Medicare Taxable/Withheld

• State

• State Taxable

• State Withheld

• Locality

• Local Taxable

• Local Withheld

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

To run the W-2 Local Detail report:

1. On the Work Centers panel, click Tax > W-2 Processing > W-2 Reporting > W-2 Local Detail Report.

2. Complete these fields as required:

Field — Description

Employer ID — When you select the client’s employer, the system displays the Employer ID and Name.

Client ID — When you select the client ID, the system displays the name of the client for whom the report will be generated.

Tax Year — Year for which the report is run. The default is the current year.

State Code — The state of which the client is a resident.

Local Tax Authority ID — The local tax authority for the area where the client resides (if any).

Zip Code Above or Equal To — Five digit client zip code that is above or equal to a specific value.

Zip Code Below or Equal To — Five digit client zip code that is below or equal to a specific value.

Box 12 Code — Code for the amount to be reported in Box 12 of the federal W-2 form. This code is two alpha characters only.

3. Click Run. When complete, the report is displayed. You can download the report in XLS format by clicking the XLS link.

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Running the W-2 Verification Report

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Employee-W-2-Verification-Report.htm Path: PD/Maintenance/Employer/Employee-W-2-Verification-Report.htm

Running the W-2 Verification Report

The verification code is a 16-digit code found on Form W-2. Taxpayers and tax professionals enter the code when prompted by the electronic tax return. The Verification Code helps to verify the accuracy of the wage and income information and verify the taxpayer and employer.

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

To run the W-2 Verification report:

1. On the Work Centers panel, click Tax > W-2 Processing > W-2 Reporting > W-2 Verification Report.

2. Complete these fields as required:

3. Click Process. If errors occur, fix them and process the report again.

4. Click Close. The system displays the report. You can click the XLS link to download the report.

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Viewing the Employee Tax Summary

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Employee_Tax_Summary.htm Path: PD/Maintenance/Employer/Employee_Tax_Summary.htm

Viewing the Employee Tax Summary

View an employee’s annual tax information with the Employee Tax Summary form.

Note: Note: Only Service Provider users have access to the Employee Tax Summary.

To view a tax summary:

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

2. From Employer|View, select Employee Tax Summary. [Image: screenshot]

3. Specify an Employee ID by entering the ID or by clicking the link and selecting the ID from a pop-up list of matching employee records.

4. Select the tax year from For the Year to display tax totals.

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Reviewing Quarterly Employer Tax Liability

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Employer%20941%20Register.htm Path: PD/Maintenance/Employer/Employer 941 Register.htm

Reviewing Quarterly Employer Tax Liability

Use the Employer 941 Register form to review the tax liability of an employer for a quarter.

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

To access this form, click Back Office. Under Employer|View, click Employer 941 Register.

To view the Employer 941 Register:

1. Complete the following fields:

Field Name — Description

Employer ID — Enter the applicable employer ID or click the Employer ID link and select it from the Select Employer dialog box.

Year — Select the calendar year from the drop-down.

Quarter — Select the tax quarter from the drop-down.

The Employer 941 Register displays on the screen. Following is a sample:

[Image: Employer 941 Register]

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Importing Employer Details

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Employer%20Details%20Template.htm Path: PD/Maintenance/Employer/Employer Details Template.htm

Importing Employer Details

You can bulk import or update the account numbers and other information on the State Tax panel on the Employer Details form.

To upload and import W/C classification rates, do the following:

1. Select the Back Office menu. Under Operations|Import Processing, select Data Import Tool. Select the Employer Details import template option.

–OR–

2. Select the Back Office menu. Under Employer|Change select Employer Details. Click Import [Image: screenshot] to launch the Data Import Tool form. The Employer Details import template option automatically displays.

When you select the import template that you want, the required file layout displays in the form. Before you can upload and import data, your file must be saved in either comma-separated values (.csv) tabular format or text tab delimited (.txt) format with no spaces or special characters in the file name. (Note: You can click Download Sample Header File to download a sample Excel data file in .csv format, which can be saved in either .csv or .txt format before importing it.)

The layout requirements are:

• Employer (Required) – Must be a valid Employer that is currently in the system. If you try to import an employer who is not in the system, you will receive and error stating Record is not on file.

• State Code (Required) – Must be a valid state code. If you try to import a state code that is not in the system, you will receive and error stating Record is not on file on STATE.CODES.

• Licensed – Any one of the following options only:

• Yes

• No

• Blank

• Taxpayer ID / UI Account – Only Alpha-Numeric characters are allowed for this field.

• State Tax Nbr – Only Alpha-Numeric characters are allowed for this field.

• Mag Authority ID – Only Alpha-Numeric characters are allowed for this field.

• Misc ID 1 – Only Alpha-Numeric characters are allowed for this field.

• Misc ID 2 – Only Alpha-Numeric characters are allowed for this field.

• SUTA Rpt – Any one of the following options only:

• C – Company

• P – PEO

• Blank

• Rpt Entity Eff Date – Must be a valid date.

• Rpt Entity End Date – Must be a valid date after the Rpt Entity Eff. Date.

• SIT Rpt Entity – Any one of the following options only:

• C – Client

• E – Employer

• Blank

• SIT Eff Date – Must be a valid date.

• SIT End Date – Must be a valid date after the SIT Eff. Date.

• GL Segment EEHL – Only Alpha-Numeric characters are allowed for this field. | Required? | - Yes – Indicates a required field. - No – Indicates an optional field. |

• Yes – Indicates a required field.

• No – Indicates an optional field. > Note: Note the following when using the Employer Details import template:

• Users whose User Role is set to DENY for the Employer Details form cannot find the [Image: screenshot] Import icon on the Employer Details form, and will not be able to see the Employer Details template on the Data Import Tool form.

• Users whose User Role is set to FULL or INQUIRY for the Employer Details form, but set to DENY for the Data Import Tool form will not be able to see the Employer Details template on the Data Import Tool form.

• Users whose User Role is set to INQUIRY for the Employer Details form can view the Employer Details import template, but cannot import data.

• Users whose user role is set to INQUIRY for the Data Import Tool form can view the form and import template options, but cannot import data.

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Maintaining Employer Details

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Employer_Details.htm Path: PD/Maintenance/Employer/Employer_Details.htm

Maintaining Employer Details

You can maintain employer information using the Employer Details form. Use this form to update federal and state tax processing settings, local tax information, and other important employer data.

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Setting Employer Details

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Employer_Details_and_General.htm Path: PD/Maintenance/Employer/Employer_Details_and_General.htm

Setting Employer Details

Use the Employer Details panel to create new employer IDs and add basic employer information, or to edit information for an existing Employer ID.

Setup Procedure

To configure employer details:

1. Click Back Office.

2. From Employer|Change, select Employer Details.

3. Change these fields as required.

• The PTM Identifier Number field must be set at the system level on the Miscellaneous Global Parameters form, so that the PTM Identifier Number field is available on the Employer Details form here.
• If no PTM Identifier Number is set at the system level on the Miscellaneous Global Parameters form, then no PTM Identifier Number will display on the files.
• If an employer PTM Identifier Number on the Employer Details form exists for an employer and the same or a different PTM Identifier Number is set at the system level on the Miscellaneous Global Parameters form, then the employer PTM Identifier Number will override the system level PTM Identifier Number. Then:
• The employer PTM Identifier Number on the Employer Details form will appear on all PTM reports including the Daily Tax Export (including PTM Agency export), the Monthly Tax Export and the Quarterly Tax Export reports.
• If an employer PTM Identifier Number does not exist on the Employer Details form, but a system level PTM Identifier Number exists on the Miscellaneous Global Parameters form, then the system level PTM Identifier Number on the Miscellaneous Global Parameters form will appear on all PTM reports like the Daily Tax Export (including PTM Agency export), the Monthly Tax Export and the Quarterly Tax Export reports. | Tax Contact Name | Contact for quarterly reporting. | | Tax Contact Title | Company contact title | | Tax Contact Phone | Phone number, and extension if applicable. | | Tax Contact Email | Contact email address. | | Suppress W2 Printing | Prevents Form W-2 printing for an employer. Select if the employer processes W-2s on a different system. | | Exclude from BLS 3020 | Excludes this employer from the BLS 3020 Multiple Worksite Report. |

4. Click Save.

Note about deleting employers

Note: If you try to delete an employer who has active employees or employees on leave, the following confirmation message displays:

[Image: screenshot]

Do the following if this message displays:

• Click Yes to permanently delete the employer record. The Employer Details form clears.

• Click No to close the message and return to the form. The employer data remains on the form.

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

Setting Online Access for Form W-2

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Employer_Form_W-2_Audit.htm Path: PD/Maintenance/Employer/Employer_Form_W-2_Audit.htm

Setting Online Access for Form W-2

Set up employer online access to Form W-2, Form W-2c, and Form 1099 using the Form W-2/1099 Initialization Audit & Control panel under Employer Details.

To configure online tax form access:

1. Click Back Office.

2. From Employer|Change, select Employer Details and expand the Form W-2/1099 Initialization Audit & Control panel.

3. Fill out these fields as required:

• has a year selected then:
• from that selected year onwards the Social Security Number for an employee will be masked and only the last 4 digits will display on both Form W-2 and Form W-2c PDFs. This functionality has been extended to the Employee Portal PDF.
• for any prior year the Social Security Number for an employee will not be masked on both Form W-2 and Form W-2c PDFs.
• does not have a year selected then:
• for any year the Social Security Number for an employee will not be masked either on Form W-2 or Form W-2c PDFs.

4. Click Save.

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

Maintaining Invoice Information

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Employer_Invoice_Information.htm Path: PD/Maintenance/Employer/Employer_Invoice_Information.htm

Maintaining Invoice Information

Use the Invoice Information Maintenance panel to customize the information that displays on invoices. Standard invoices are not impacted by these updates.

Note: Note: See Setting Up Invoice Header Information for information on customizing invoice headers.

To customize invoice information:

1. Click Back Office.

2. From Employer|Change, select Employer Details to view the Invoice Information Maintenance panel.

3. Fill in these fields as required.

Field — Description

Contact Name — Contact person at an employer

Return Address, Return City, Return State, Return Zip Code, Return Zip Extension — General employer contact information. If a return address is not supplied, the system uses the address from the General panel.

Invoice Contact Phone — Employer phone number

Invoice Contact Fax Number — Employer fax number

Invoice Email Address — Employer email address

Invoice Website — URL for the employer website

Invoice Logo File Path — Complete path to an mvQuery printer location. For example, C:\Images\logo.gif. See see Setting Up Invoice Header Information for more information.

4. Click Save.

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

Identifying Local Tax Authorities

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Employer_Local_Tax_IDs.htm Path: PD/Maintenance/Employer/Employer_Local_Tax_IDs.htm

Identifying Local Tax Authorities

Use the Local Tax Identifiers panel to track local authorities that this employer must pay taxes to.

The system uses this information when interfacing with MasterTax. It sends the tax IDs defined for local tax authorities on the 210 record in the MasterTax PTS file, when reporting transactions.

To define a local tax authority:

1. Click Back Office.

2. From Employer|Change, select Employer Details and expand the Local Tax Identifiers panel.

3. Enter an ID for each Local Authority that this employer must pay taxes to. The Authority Name displays.

4. Enter the Tax ID associated with the Local Authority

5. Click Save.

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

Processing Form W-2 with a Common Pay Agent

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Employer_Pay_Agent_Form_W-2.htm Path: PD/Maintenance/Employer/Employer_Pay_Agent_Form_W-2.htm

Processing Form W-2 with a Common Pay Agent

Common Pay Agents provide FICA consolidation and also handle income tax withholding, reporting and remittance under their Federal Employer Identification Number (FEIN). Common Pay Agent Name Control is not applied to Form W-2’s built by Client Federal Entity Registers for SBEA W2 Reporting. Common Pay Agent PDF only applies to 2023 and forward.

If an employer has registered with the IRS as using a common pay agent for remittance of federal withholding taxes, use the Employer Details > Common Pay Agent for Form W-2 Processing panel to identify the common pay agent contracted to process W-2s.

To set Common Pay Agent details:

1. Click Back Office.

2. From Employer|Change, select Employer Details and expand the Common Pay Agent for Form W-2 Processing panel.

3. Complete the following fields:

• Agent|Employer - Select this option to report the Common Pay Agent and Agent for {Employer}.
• Agent only - Select this option to report only the Common Pay Agent.

4. Click Save.

PrismHR now supports Common Pay Agent reporting within the Form W-2 and Form W-2c. Previously, this information was used in third party downloads for W-2 printing. With the 2023 November QR, you will now see this information applied to the PDF generated within PrismHR and Employee Portal.

• This will only apply to the NON SBEA W-2 build.

• SBEA W-2 will reflect the client federal entity information as it does within the EFW2 currently.

• This will not apply to W-2 that are printed in-house.

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

Setting State Tax Information

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Employer_State_Tax.htm Path: PD/Maintenance/Employer/Employer_State_Tax.htm

Setting State Tax Information

Maintain state tax information in Employer Details with the State Tax panel.

To set up tax information:

1. Click Back Office.

2. From Employer|Change, select Employer Details and expand the State Tax panel.

3. In the State Tax ID Numbers table, set tax information for each state where an employer does business:

Note: Note: SUTA Rpt Entity and SIT Rpt Entity must have equivalent values. You cannot set one to report at the client level and the other to report on the employer level.

• California: Enter the Wage Plan Code.
• Iowa: Enter the 3 digit suffix location number. If an employer has multiple locations that requires the 3-digit suffix for the location they are filing from, they should enter the 3-digit suffix location number here to capture the employer 9 digit FEIN along with the 3 digit suffix when generating the Iowa New Hire Report. Iowa New Hire reporting file will be rejected if the FEIN is not 12 digits long.
• New Jersey: Enter the Disability Insurance Private Plan Number. | Misc ID2 | - New Jersey: Enter the FLIPP Number. - Iowa: Enter the 8-digit Business E-File Number provided by the state. |
• New Jersey: Enter the FLIPP Number.
• Iowa: Enter the 8-digit Business E-File Number provided by the state. | GL Segment EEHL | Enter substitute data for the Employee Home Location ID. | | SUTA Rpt Entity | Select whether the PEO or Company (client) is the designated SUTA reporting entity in the state. This overrides the setting on the State Rules form. | | Rpt Entity Eff. Date | Effective date for the SUTA reporting entity. | | SIT Rpt Entity | Select whether the Employer or Client is the designated income tax reporting entity for the state. If you do not select an entity, or if the reporting date is in the future, state income tax accrues and reports according to any Tax Deduction settings. If no Tax Deduction settings exist, state income tax accrues and reports under the employer, by default. | | SIT Eff Date | Effective date for the SIT reporting entity. | | FUTA Override View | Click to display state FUTA information. See the rest of the procedure for details. | | FUTA Override Edit | Click to open a form that allows edits to FUTA override rates. FUTA override rate information displays in its own grid at the bottom of the panel. See the rest of the procedure for details. |

4. Set up invoice and fax headings using the Heading table:

Field — Description

Heading Information — Information that prints on the invoice or fax.

Used On — Select whether the heading is used on invoices, faxes, or both.

X Coor / Y Coor — Printer Command Language/PCL coordinates for invoice headings that do not appear on a fax form.

5. Edit and review any Federal Unemployment Tax Act (FUTA) overrides. You can override FUTA rates using the FUTA Override form: click the FUTA Override Edit field in the State Tax ID Numbers grid to edit override information.

Field — Description

Year — Tax year for the override.

Override FUTA Rate — Override tax rate.

Suppress Self-Adjust — Suppresses year-to-date self-adjustments. Select Yes to suppress for both Accrual and Billing, or select Accrual Only or Billing Only. Leave blank for neither self-adjustment type.

6. Click Save.

Updates to Form W-2 build

The State Income Tax Account Number on the employee Form W-2 will now be pulled from the Client Details form or the Employer Details form based on the tax deduction code, unless an override exists on the Employer Details form on the SIT Rpt Entity field for that state under the State Tax section.

The State Income Tax Account Number on the employee Form W-2 will be:

• Client State Tax ID when:

• Tax deduction code set to report at Client Level and ER Details, State is set to -select- or Client

• Tax deduction code NOT set to report at Client Level, but ER Details, State is set to Client

• Employer State Tax ID:

• Tax deduction code NOT set to report at Client Level and ER Details, State is set to -select- or Employer

• Tax deduction code set to report at Client Level, but ER Details, State is set to Employer

Note: If the State Tax ID is not available on the corresponding reporting entity, the Form W-2 will not be built, and an error will appear in the W2 Error Report stating State Employer ID not found for Client # for State XX OR State Employer ID not found for Employer for State XX

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

Establishing Employer Tax Rates (SUTA)

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Employer_Tax_Rates_SUTA.htm Path: PD/Maintenance/Employer/Employer_Tax_Rates_SUTA.htm

Establishing Employer Tax Rates (SUTA)

Use the Employer Tax Rates (SUTA) form to set up State Unemployment Tax Act (SUTA) and State Disability Insurance (SDI) rates for an employer and the states where they do business. (In PrismHR, SUTA is based on employee home location.)

Note: Click the Data Import Tool icon (

[Image: screenshot]

) to upload a database file and import data. (This icon displays for all user roles, except “Inquiry Only.”)

Note: Note: For more information about the Data Import Tool form, see the Payroll Administration Guide.

To set rates:

1. Click Back Office.

2. From Employer|Change, select Employer Details to view the Employer Tax Rates (SUTA) panel.

3. Fill in these fields as required.

• Enter the Employer ID.
• Enter or select the State in which the employer does business.
• Select an existing Effective Date, or click New Date and enter the date on which the rates go into effect. | SUTA Rate | Enter the client’s SUTA Rate for this state. | | Officer SUTA Rate | Enter the Officer SUTA Rate if it differs from the regular SUTA rate. | | SDI Rate | Enter an employer’s SDI Rate if the employer pays disability insurance in this state. | | Miscellaneous override rates | Enter the miscellaneous override rates for employer-paid taxes. If these fields are left blank, the system uses the default rate. - Enter the State Misc1 Rate (Tax ID 26). - Enter the State Misc2 Rate only to set employer tax rates for Vermont Childcare Employee Tax Rate (Tax Code 48-28). If no tax rate is entered for the employer, but a tax rate is entered for the employee using the State Misc 2 Employee Rate field below, you will see the full amount for the employer calculated at 0.44%. The employee tax rate below does not offset the employer tax rate here. So, you must enter the tax rates for both the employer and the employee in this form if using overrides. - Enter the State Misc3 Rate field to set employer tax rates for tax codes 22-41 (Massachusetts), 48-41 (Washington) and 51-41 (Wyoming). For example, you can increase the tax rate paid by the employer. - Enter the State Misc4 Rate here, for example for tax code 24-54 (Minnesota). |
• Enter the State Misc1 Rate (Tax ID 26).
• Enter the State Misc2 Rate only to set employer tax rates for Vermont Childcare Employee Tax Rate (Tax Code 48-28). If no tax rate is entered for the employer, but a tax rate is entered for the employee using the State Misc 2 Employee Rate field below, you will see the full amount for the employer calculated at 0.44%. The employee tax rate below does not offset the employer tax rate here. So, you must enter the tax rates for both the employer and the employee in this form if using overrides.
• Enter the State Misc3 Rate field to set employer tax rates for tax codes 22-41 (Massachusetts), 48-41 (Washington) and 51-41 (Wyoming). For example, you can increase the tax rate paid by the employer.
• Enter the State Misc4 Rate here, for example for tax code 24-54 (Minnesota). | State Misc 2 Employee Rate | Enter the State Misc 2 Employee Rate only to set employee tax rates for Vermont Childcare Employee Tax Rate (Tax Code 48-27). The employer tax rate above does not offset the employer tax rate here. So, you must enter the tax rates for both the employer and the employee in this form if using overrides. | | State Misc 3 Employee Rate | Enter the State Misc 3 Employee Rate to set employee tax rates for codes 22-40 (Massachusetts) or 48-40 (Washington) paid family medical leave. For example, you can decrease the tax rate paid by employees. | | Note: If you adjust State Misc2 Rate or State Misc 2 Employee Rate and State Misc3 Rate or State Misc 3 Employee Rate, you must use both the corresponding fields. Do not assume one field will adjust automatically when a change is made to the other field. | |

4. Click Save.

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

Viewing an Employer Tax Register

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Employer_Tax_Register.htm Path: PD/Maintenance/Employer/Employer_Tax_Register.htm

Viewing an Employer Tax Register

The Employer Tax Register displays an employee’s SUTA or SDI tax deductions for a specific tax year or quarter, by employer.

Note: Note: Only Service Provider users have access to the Employer Tax Register.

To view an employer tax register:

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

2. From Employer|View, select Employer Tax Register. [Image: screenshot]

3. Fill out these fields as required.

Field — Description

Employer ID / Employee ID / Tax Dedn Code — Click the link and select an item from the pop-up list, or enter a value in the field to have the system search for the item.

For the Year — Select a tax year from the drop-down.

Quarter — Select a quarter in which taxes were paid. Options include Year-to-Date and Quarter 1 - Quarter 4.

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

Setting Employer W/C Accrual Modifiers

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Employer_WC_Accrual_Modifiers.htm Path: PD/Maintenance/Employer/Employer_WC_Accrual_Modifiers.htm

Setting Employer W/C Accrual Modifiers

Set Workers’ Compensation rates for a selected employer and state with the Employer W/C Accrual Modifiers form.

Importing an Employer W/C Accrual Modifiers File

Clicking the Import button

[Image: screenshot]

displays the Data Import Tool form, which allows you to import an Employer W/C Accrual Modifiers template file that contains the following fields (this file must be in .txt format):

• Employer (required): Must be a valid employer that is currently in the system.

• State Code (required): Enter a two-digit state name (do not enter the whole state name). For example, enter TX for the state of Texas.

• Effective Date (required): Must be a valid date.

• Discount/Debit (required): Must be a valid number.

• Modifier (required): Must be a valid number.

• W/C Policy: Must be a valid W/C policy in the system.

• W/C Policy Discount/Debit: Must be a valid number.

• W/C Policy Modifier: Must be a valid number.

The Import button displays on the Employer W/C Accrual Modifiers form for all service provider user roles except the “Deny” and “Inquiry-only” roles. Imports can be performed for multiple clients at the operations level.

Note: Note: For more information about the Data Import Tool form, refer to the PrismHR Payroll Administration Guide.

To set rates:

1. Click Back Office.

2. From Employer|Change, select Employer W/C Accrual Modifiers.

3. Complete the following fields:

• Enter the W/C Policy.
• Enter the Discount/Debit rate for the policy.
• Enter the Modifier for the policy.

4. Click Save.

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

Creating the ESAC Client Export

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/ESAC%20Client%20Export.htm Path: PD/Maintenance/Employer/ESAC Client Export.htm

Creating the ESAC Client Export

The Employer Services Assurance Corporation (ESAC) is an independent non-profit corporation; it is the official accreditation and financial assurance organization for the PEO industry. The ESAC Client Export process creates a file that contains a list of clients for a specified PEO, which can be sent to ESAC for accreditation verification.

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

To access this form, click the Back Office menu. Under Operations|Action, select ESAC Client Export.

To download the ESAC Client export:

1. Complete the following fields:

• Yes (Default) - Only PEO clients are included in the export.
• No - All clients | Exclude Clients Terminated | Enter the number of months in numbers. You can enter any number of months. This will exclude clients who were terminated the specified number of months before the Start Date. |

2. Click Build. The ESAC Client Export processing starts. If errors occur, fix them and then rebuild the export file.

3. When the process is complete, click Close to return to the ESAC Client Export page

4. Click the Download link to download the export file.

5. Click Clear to clear the screen at any time.

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

BLS Multiple Worksite Electronic File

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Exporting%20BLS%20Multiple%20Worksite%20Data.htm Path: PD/Maintenance/Employer/Exporting BLS Multiple Worksite Data.htm

BLS Multiple Worksite Electronic File

Use this form to generate the BLS-3020 electronic file to be submitted to the federal or state Bureau of Labor Statistics.

BLS Reports provide analytical information related to the labor force, consumer spending, earnings, and work injuries and illnesses. Typically, reports contain a few pages of written analysis followed by statistical tables, which allow you to gather detailed information on economic conditions. Most reports have an annual cycle.

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

To access this form, in the Work Centers panel, under Tax, click Quarterly Tax Processing. Under Government Exports, click BLS Multiple Worksite Electronic File.

To generate the BLS Multiple Worksite Electronic file:

1. Fill in the following fields:

• PEO (Default)
• ASO | Report Year | Enter the year to report on. Valid values are between 2020-2055. | | Quarter | Enter the quarter to run the report on. Select it from the drop-down. | | Employer ID | This field is optional. If you want to run this report for a particular employer, enter the Employer ID or click the Employer ID link and select one from the Select Employer dialog box. | | State | Default is All States. If you want to run this report for a specific state, select it from the drop-down. |

2. Click Build.

3. Click Yes in the dialog box when asked Are you sure you wish to build the BLS Multiple Worksite Report at this time?

4. A job progress window opens showing the building the BLS Multiple Worksite Downloads Report. The errors are listed. You can go back and fix those errors and redo the process.

5. Click Close to close the job progress window

6. The report is downloaded on your system in a .txt format.

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

Exporting Daily Tax Data

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Exporting%20Daily%20Tax%20Data.htm Path: PD/Maintenance/Employer/Exporting Daily Tax Data.htm

Exporting Daily Tax Data

You use PrismHR to export daily tax information to a CSV or TXT file. This file generates all relevant daily tax data from the tax registers and compiles it into a report, which you can export into Excel.

To build the monthly tax report:

1. Click Back Office.

2. From Employer|Action, select Daily Tax Export.

3. Fill in the form as shown in the following table.

• If you want to limit this export to a particular employer, enter the Employer ID here or click the Employer ID link and select it from the Select Employer dialog box. Make sure that the Filter Option is set to Limit To.
• If you want run this export for all employers except a particular employer, then enter the Employer ID here or click the Employer ID link and select it from the Select Employer dialog box. Make sure that the Filter Option is set to Exclude From. | Company ID | This field is optional. Leave this field blank to generate the daily tax data export for all clients. - If you want to limit this export to a particular client, enter the Client ID here or click the Client ID link and select it from the Select Client dialog box. Make sure that the Filter Option is set to Limit To. - If you want run this export for all clients except a particular client, then enter the Client ID here or click the Client ID link and select it from the Select Client dialog box. Make sure that the Filter Option is set to Exclude From. |
• If you want to limit this export to a particular client, enter the Client ID here or click the Client ID link and select it from the Select Client dialog box. Make sure that the Filter Option is set to Limit To.
• If you want run this export for all clients except a particular client, then enter the Client ID here or click the Client ID link and select it from the Select Client dialog box. Make sure that the Filter Option is set to Exclude From. | Tax Start Date | Enter the starting date of the tax export period. | | Tax End Date | Enter the ending date of the tax export period. | | File Type | Select the export file type from one of the following options: - Text - CSV |
• Text
• CSV | Run in Test Mode | Check this box if you want to test the report before exporting it. | | Include PTM Tax Agency Export | This is will be used for a company tax setup file and not a period tax file. - If this field is checked, once you click Build, then the Download PTM Tax Agency Export link appears on the form. This produces a CSV download. - If this field is un-checked, once you click Build, then the Download PTM Tax Agency Export link will NOT appear on the form. > Note: Note: This field will only appear if a PTM Identifier Number is available on the Miscellaneous Global Parameters form. |
• If this field is checked, once you click Build, then the Download PTM Tax Agency Export link appears on the form. This produces a CSV download.
• If this field is un-checked, once you click Build, then the Download PTM Tax Agency Export link will NOT appear on the form.

4. Click Build. When the progress box shows that the process is complete, you have the following options:

If you click Close, you return to the Daily Tax Export page where the following links are available:

• Download Daily Tax Export file

• View Audit Report

• View Audit Report (CSV)

If you click Report, the Job Control Status Report opens. See Viewing the Job Control Status Report.

5. Click Cancel to refresh the form.

The PTM Tax Agency Export has the following columns:

• PTM ID - This is the PTM Identifier Number is available on the Miscellaneous Global Parameters form.

• Reporting Entity - “E” = Employer, “C” = Client

• Employer ID - This is the PrismHR Employer ID.

• Client ID - This is the PrismHRClient ID.

• Tax Code - This is the PrismHR Tax Code.

• Agency ID - The associated State Account ID

• Rate - Tax Rate

• Payroll Frequency - Specifies the payroll frequency set up on the client level. Options are Weekly, Biweekly Monthly and Semi- Monthly.

• PIN - This is EFTPS PIN, password, or verification code assigned by the taxing authority located on employer details. This is found on the Employer Details form.

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

Exporting IL Employer Monthly Data

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Exporting%20IL%20Employer%20Monthly%20Data.htm Path: PD/Maintenance/Employer/Exporting IL Employer Monthly Data.htm

Exporting IL Employer Monthly Data

Employers in Illinois who have more than 25 IL employees must submit an electronic file to the state each month, for SUI wage reporting. They have the option of using either a CSV or Fixed Width Text file.

To export Illinois employer monthly data:

1. Click Back Office.

2. From Employer|Action, select IL Employer Monthly Reporting. The IL Employer Monthly Reporting page opens.

3. Fill in the form as shown in the following table.

Use this option — To define this

Employer ID — Enter the Employer ID or click the link to display a list from which you can select an employer. The system displays the employer name.

Month Begin Date — Enter the start month for the report.

Month End Date — Enter the end month for the report.

Company ID — Enter the company ID or click the link to display a list from which you can select a company ID. The system displays the company ID and name. To create a new row where you can enter another company. click + or >

Override for Company Level Reporting — Select this check box if you want to override settings and use the company tax registers.

Report File Type — Select Text or CSV.

4. Click Build.

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

Exporting Monthly Tax Data

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Exporting%20monthly%20tax%20data.htm Path: PD/Maintenance/Employer/Exporting monthly tax data.htm

Exporting Monthly Tax Data

You can use PrismHR to export monthly tax information to a CSV or TXT file. This file generates all relevant monthly tax data from the tax registers and compiles it into a report, which you can export into Excel.

To build the monthly tax report:

1. Click Back Office.

2. From Employer|Action, select Monthly Tax Export. The Monthly Tax Export Entry page opens.

3. Fill in the form as shown in the following table. When searching for information, you have the following options for displaying search results:

• Display the previous or next page.

• Go to a particular page.

• Narrow your search by entering information in any of the available text boxes and then click Refine.

• Return to the default display by clicking Reset.

Use this option — To define this

Tax Year — Enter a tax year from 2000 to 2050.

Tax Month — Select the tax month.

State — Select the state.

Reporting Type — Select Employer or Client.

Limit to Employer ID — Click the link and then select an employer from the list. The system displays the employer name.

Link to Company ID — Click the link and then select a company. The system displays the company name.

Export File to CSV/TXT — Select TXT or CSV.

4. Click Build. When the progress box shows that the process is complete, you have the following options:

If you click Close, you return to the Monthly Tax Export page where the following links are available:

• Download Monthly Tax Export file

• View Audit Summary Report

• View Audit Summary Report (CSV)

• View Audit Detail Report

If you click Report, the Job Control Status Report opens. See Viewing the Job Control Status Report

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

Exporting Quarterly Tax Data

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Exporting%20Quarterly%20Tax%20Data.htm Path: PD/Maintenance/Employer/Exporting Quarterly Tax Data.htm

Exporting Quarterly Tax Data

You can use PrismHR to export quarterly tax information as a CSV or TXT file. This file generates all relevant quarterly tax data from the tax registers and compiles it into a report, which you can export into Excel.

To build the quarterly tax report:

1. On the Work Centers panel, click Tax > Quarterly Tax Processing > 3rd-Party Exports > Quarterly Tax Export.

2. Fill in the form as shown in the following table. When searching for information, you have the following options for displaying search results:

• Display the previous or next page.

• Go to a particular page.

• Narrow your search by entering information in any of the available text boxes and then click Refine.

• Return to the default display by clicking Reset.

Use this option — To define this

Tax Year — Enter a tax year from 2000 to 2050.

Tax Quarter — Select the tax quarter.

Limit to Employer ID — Click the link and then select an employer from the list. The system displays the employer name.

Limit to Client ID — Click the link and then select a client. The system displays the client name.

Export File to CSV/TXT — Select TXT or CSV.

3. Click Build. A progress box displays the status.

4. When the progress box shows that the process is complete, you have the following options:

If you click Close, you return to the Quarterly Tax Export page where the following links are available:

• Download Quarterly Tax Export file

• View Audit Report

• View Audit Report (CSV)

If you click Report, the Job Control Status Report opens. See Viewing the Job Control Status Report

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Federal 940 Credit Reduction Report

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Federal%20940%20Credit%20Reduction%20Report.htm Path: PD/Maintenance/Employer/Federal 940 Credit Reduction Report.htm

Federal 940 Credit Reduction Report

Use this form to generate a report to display the FUTA taxable amount by state for a calendar year. You can run this report by Clients, Client Federal Entity or Employer.

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

To access the form, click Reports. Under Employer|Report, click Federal 940 Credit Reduction Report.

To generate the Federal 940 Credit Reduction Report:

1. Complete the following:

• Client – This is the default option.
• Client Federal Entity
• Employer | Report Output | Select the report output from the following options: - Summary – This is the default option. Select Summary to provide Report Type Totals by State. - Detail – Select Detail to provide Report Type Totals by State and Employee. |
• Summary – This is the default option. Select Summary to provide Report Type Totals by State.
• Detail – Select Detail to provide Report Type Totals by State and Employee. | Include Adjustments | By default this option is disabled. Enable this option to report adjusted FUTA wages. - When disabled – The report only outputs the total of all vouchers that have combined SUTA and FUTA taxable wages for the year. Any data entered in the grid in the FUTA Credit Adjustment Entry form will NOT reflect in the totals. - When enabled – The report outputs the total of all vouchers with combined SUTA and FUTA taxable wages for the year AND includes any adjustments entered directly into the grid in the FUTA Credit Adjustment Entry form. > Note: Note: The accrued and billed are not modified by the grid in the FUTA Credit Adjustment Entry form. Only the wages are moved to a new state. The accrued and billed amounts are still reflected in the original state. This will be modified in a subsequent enhancement. |
• When disabled – The report only outputs the total of all vouchers that have combined SUTA and FUTA taxable wages for the year. Any data entered in the grid in the FUTA Credit Adjustment Entry form will NOT reflect in the totals.
• When enabled – The report outputs the total of all vouchers with combined SUTA and FUTA taxable wages for the year AND includes any adjustments entered directly into the grid in the FUTA Credit Adjustment Entry form.

2. Click Run to generate the report. The report shows up on screen.

If you run this report by Client, then this report shows the following columns:

• Client ID

• Client Name

• State

• Employee Count

• FUTA Taxable

• FUTA Accrued

• FUTA Credit Amount – This column will display a calculated amount of the FUTA taxable wages X 0.6%.

• FUTA Credit Reduction Amount – This will display a calculated amount of the FUTA Taxable wages X the FUTA override amount for the reporting year found in the Back Office>System|Change>State Rules form.

• FUTA Credit Billed Amount – This will display a calculated amount from payroll vouchers with both FUTA and SUTA taxable amounts. The value is the total amount of FUTA tax billed to the client on those payroll vouchers

If you run this report by Client Federal Entity, then this report shows the following columns:

• Client ID

• Client Federal Entity

• Client Name

• State

• Employee Count

• FUTA Taxable

• FUTA Accrued

• FUTA Credit Amount – This column will display a calculated amount of the FUTA taxable wages X 0.6%.

• FUTA Credit Reduction Amount – This will display a calculated amount of the FUTA Taxable wages X the FUTA override amount for the reporting year found in the Back Office>System|Change>State Rules form.

• MasterTax F Code

• FUTA Credit Billed Amount – This will display a calculated amount from payroll vouchers with both FUTA and SUTA taxable amounts. The value is the total amount of FUTA tax billed to the client on those payroll vouchers

If you run this report by Employer, then this report shows the following columns:

• Employer ID

• Employer Name

• State

• Employee Count

• FUTA Taxable

• FUTA Accrued

• FUTA Credit Amount – This column will display a calculated amount of the FUTA taxable wages X 0.6%.

• FUTA Credit Reduction Amount – This will display a calculated amount of the FUTA Taxable wages X the FUTA override amount for the reporting year found in the Back Office>System|Change>State Rules form.

• FUTA Credit Billed Amount – This will display a calculated amount from payroll vouchers with both FUTA and SUTA taxable amounts. The value is the total amount of FUTA tax billed to the client on those payroll vouchers

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FICA Tax Imbalance Report - By Employee

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/FICA%20Tax%20Imbalance%20Report%20-%20By%20Employee.htm Path: PD/Maintenance/Employer/FICA Tax Imbalance Report - By Employee.htm

FICA Tax Imbalance Report - By Employee

Use this form to generate a report to display a breakdown of employee and employer paid OASDI (Social Security) and Medicare taxes that are out of balance on a voucher by voucher basis sorted by Client ID.

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

To access the form, click Reports. Under Employer|Report, click FICA Tax Imbalance Report - By Employee.

To generate the FICA Tax Imbalance Report - By Employee:

1. Complete the following:

Field Name — Description

Start Pay Date — Enter the starting pay date for which you want to run this report.

End Pay Date — Enter the ending pay date for which you want to run this report.

Employer ID — This field is optional. Leave this field blank to run this report for all employers. If you want to restrict this report to selected employers, enter the employer IDs here or click the Employer ID link and select them from the Select Employer dialog box.

2. Click Run to generate the report. The report displays on screen.

This report shows the following columns:

• Client ID

• Voucher Number

• Employee Name

• OASDI EE Subject Wages - Taxable Wages subject to Employee paid OASDI Tax.

• OASDI ER Subject Wages - Taxable Wages subject to Employer paid OASDI Tax.

• OASDI EE Tax Amount - Employee paid OASDI Tax Amount.

• OASDI ER Tax Amount - Employer paid OASDI Tax Amount.

• Medicare EE Taxable - Taxable Wages subject to Employee paid Medicare Tax.

• Medicare ER Taxable - Taxable Wages subject to Employer paid Medicare Tax.

• Medicare EE Tax Amount - Employee paid Medicare Tax Amount.

• Medicare ER Tax Amount - Employer paid Medicare Tax Amount.

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Employer-Level Setup

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Front_Matter/ER_UG_Chapter_ER_Admin.htm Path: PD/Maintenance/Employer/Front_Matter/ER_UG_Chapter_ER_Admin.htm

Employer-Level Setup

In PrismHR, employers can include your organization, divisions of your organization, and client companies that manage themselves to some extent. You must set up employers as part of your basic system configuration.

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Inquiries

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Front_Matter/ER_UG_Chapter_Inquiries.htm Path: PD/Maintenance/Employer/Front_Matter/ER_UG_Chapter_Inquiries.htm

Inquiries

You can look up employer-related information with inquiries.

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Selecting Contractor New Hires

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Front_Matter/ER_UG_Contractor_New_Hires.htm Path: PD/Maintenance/Employer/Front_Matter/ER_UG_Contractor_New_Hires.htm

Selecting Contractor New Hires

Select the type of hire when hiring new employees with the New Hire form.

To access the New Hire form:

1. Click HR.

2. From the HR|Action menu, select New Hire.

3. Complete the required information, including the Hire Type. For example: [Image: screenshot]

4. Click Save.

See the Human Resources Guide for detailed instructions on setting up new hires.

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Setting Up Contractors

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Front_Matter/ER_UG_Contractor_Setup.htm Path: PD/Maintenance/Employer/Front_Matter/ER_UG_Contractor_Setup.htm

Setting Up Contractors

Your organization needs to set a couple of options to enable your clients to hire contractors.

There are several options you need to set up that enable clients to hire contractors.

To enable independent contractors:

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

2. From System|Change, select System Parameters. [Image: screenshot]

3. Select Independent Contractors Allowed.

4. Click Save.

To allow 1099 contractors:

1. Click Client.

2. From Client|Change, select Client Details. The Client Details form displays.

3. Select the Other tab.

4. Select Contractors (1099) Allowed. For example:

[Image: screenshot]

5. Click Save.

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Tax Administration

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Front_Matter/ER_UG_Section_Admin.htm Path: PD/Maintenance/Employer/Front_Matter/ER_UG_Section_Admin.htm

Tax Administration

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Building FUTA Credit Reduction Registers

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/FUTA-Credit-Registers.htm Path: PD/Maintenance/Employer/FUTA-Credit-Registers.htm

Building FUTA Credit Reduction Registers

You can build Federal Unemployment Tax Act credit registers with the FUTA Credit Reduction Register Build form. This process also creates the - 17 record.

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

To rebuild FUTA credit registers:

1. On the Work Centers panel, click MasterTax Processing. > Setup Forms > FUTA Credit Reduction Register Build.

2. Complete these fields as required.

Field — Description

Tax Year — Tax year for this register build.

SUI State — State that this report is being generated for.

Employers — Select an employer ID to limit the report to a specific employer. Leave the field blank to include all employers in the report.

3. Click Build. The system asks if you want to proceed.

4. Click Yes to confirm the register build. The system displays a status for the rebuild operation.

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Building the EES Authentication File

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Generating%20the%20EES%20Authentication%20report.htm Path: PD/Maintenance/Employer/Generating the EES Authentication report.htm

Building the EES Authentication File

Use the EES Authentication File form to download an authentication file for EES Plus. This enables employees to create accounts on the EES Plus website.

To download the EES Authentication file:

1. Click the Back Office menu.

2. From Employer|Action, select EES Authentication File. The EES Authentication File page opens.

3. Complete the appropriate information:

Field — Description

Use SSN or EEID in Field1 — Select whether to include social security number or employee ID in Field 1.

Use SSN or EEID in Field2 — Select whether to include social security number or employee ID in Field 2.

Use DOB or PIN in Field3 — Select whether to include date of birth or PIN in Field 3.

Year — Select the year for the report. This will default to the current year, but the drop down will provide the option to select the following year as well to not prevent you from working ahead. The download does not report employees that were terminated in previous years.

4. Click Build. The following warning displays:

[Image: EES Authentication File Warning]

5. Click Yes. A job progress window opens and the system creates the download file.

6. Click Close to close the job progress window. The CSV file named EES.AUTH is downloaded to your system.

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Maintaining the Quarterly Download

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Maintain-Quarterly-Download.htm Path: PD/Maintenance/Employer/Maintain-Quarterly-Download.htm

Maintaining the Quarterly Download

Use this form to update two SUTA downloads for missed payments in previous quarters and to update the quarterly register without having to re-run the previous quarter.

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

To update the SUTA downloads for missed payments:

1. On the Work Centers panel, click Tax > Quarterly Tax Processing > Government Exports > Maintain Quarterly Download.

2. Complete these fields as required:

Field — Description

Reporting Entity — Select Employer or Client.

State — Select the state.

Employer ID/Company ID — Select the employer or company ID. This changes to Company ID if Client is selected as the Reporting Entity.

Year — Select the tax year.

Quarter — Select the quarter.

Tax Rate — Enter the tax rate.

Previous Quarter(s) Underpayment — Enter underpayments for the previous quarters, including previously due penalty and interest).

Interest Due — Enter the amount of interest due.

Penalty Due — Enter the amount of the penalty due.

Credit/Overpayment — Enter the previous credit or overpayment to apply to the balance due.

Employer Assessment Amount — If applicable, enter the employer assessment amount, as levied by the state.

Amount Remitted — Enter the amount remitted to the state.

3. Select one of the following options:

• Click Save to save the information you entered.

• Click Clear to clear the information you entered.

• Click Delete to delete the record.

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Maintaining Employee Lock-in Information

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Maintaining-Employee-LockIn.htm Path: PD/Maintenance/Employer/Maintaining-Employee-LockIn.htm

Maintaining Employee Lock-in Information

Employers and employees might receive a lock-in letter from the IRS if they are in debt to that organization. This letter states how much withholding allowance the employee can claim — typically zero. Employees who have a lock-in letter cannot change their allowances in Employee Portal. A lock-in can also be set for a particular state.

When an IRS employee lock-in is set, any users who are not Service Providers will see the following message when they try to change their withholding amount:

Note: Federal taxes for this employee are locked and may not be changed.

To maintain employee lock-in information:

1. Click Back Office.

2. From Employer|Change, select IRS Employee Lock In Letter. The IRS Employee Lock In Letter form opens.

3. Fill in the form as shown in the following table. When searching for information, you have the following options for displaying search results:

• Display the previous or next page.

• Go to a particular page.

• Narrow your search by entering information in any of the available text boxes and then click Refine.

• Return to the default display by clicking Reset.

• Click + in the header or > in any row to display an additional row where you can select another service provider.
• Click x to delete a service provider from the list.

4. Click Save.

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Mass Update W-2 Access

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Mass_Update_W2_Access.htm Path: PD/Maintenance/Employer/Mass_Update_W2_Access.htm

Providing Employee Access to W-2 Forms

Set employee access to electronic W-2 forms for multiple employers using the Bulk Update W-2 Access form. You must initialize the W-2s before you can provide access.

Note: Note: In Employer Details, users must provide the employer with online access to W‑2s. See Setting Online Access for Form W-2

To set employee W-2 access:

1. On the Work Centers panel, click Tax > W-2 Processing > W-2 Printing > Bulk Update W-2 Access. [Image: screenshot]

2. Complete the fields as required.

Field — Description

Tax Year — Tax year for a W-2.

Search for Employer Name — Displays a list of employers after an employer name is entered.

Action — Sets access for W-2s. Options include: - Set all to Show W-2: All employees can access their W-2s for the tax year. - Set all to Hide W-2: No employees can access their W-2s for the tax year. - Set all to Early Access: Only employees who elected early online W-2 access can view their forms. This is set in the Electronic Form W-2 option in the Employee DetailsTax tab. To see which employees have elected electronic Form W‑2 access, use the Client Master report or the Employee General Information report in Report Center. You can also click the links in the W2 Web Access column to change the settings for individual employers.

If most employers are set to one access level and some are not, use the Action drop-down for the most common setting and then click the links for the exceptions. For example, you could use the drop-down to apply Set all to Early Access to the entire list and then use the links to change the access for the employers who are not ready for early access.

3. Click Save.

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Setting MasterTax Interface Parameters

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/MasterTax-Interface-Parameters.htm Path: PD/Maintenance/Employer/MasterTax-Interface-Parameters.htm

Setting MasterTax Interface Parameters

This form controls the version number, SBEA vs Non-SBEA reporting breakouts, File IDs and Customer codes for MasterTax. It also features options that control how data is generated on MasterTax reporting files.

To set MasterTax interface parameters:

1. On the Work Centers panel, click MasterTax Processing > Setup Forms > Mastertax Interface Parameters.

2. Complete these fields as required:

• For both SBEA and non-SBEA clients, the MasterTax v29 PTS will include Work Out of State Flag which is either Y or N in position 15 for the 210 and 500 records for PA resident tax codes not including Philadelphia. This does not apply to Philadelphia residents and this position will remain blank for Philadelphia and all other locality taxes. For example:
• If an employee has a resident address and the Courtesy EIT is withheld for Lancaster, PA - position 15 for the tax code 39711930-31 will report Y for all records.
• If an employee has a resident and work address in Lancaster, PA - position 15 for the tax code 39711930-31 will report N for all records. | Include Dashes on all Eins and Feins | Enable this option to include dashes in both federal and client federal entity Employer Identification Numbers (EINs) on the PTS file. > Note: Note: You cannot enable this field if Include Dashes on Non Federal Eins Only is already enabled. | | Include Dashes on Non Federal Eins Only | Enable this option to include dashes only in the EINs of client federal entities (F codes) on the PTS file. The file will not print dashes in any FEINs. > Note: Note: You cannot enable this field if Include Dashes on all Eins and Feins is already enabled. | | Provide SBEA Payroll Breakout | Enable this option to create F codes on the PTS file for clients that are under a certified employer. This includes creating tax liabilities, by client, for federal taxes. | | SBEA Breakout Start Date | Date when the SBEA payroll breakout occurs. | | Include Certified Relationship Setups | Enable this item to create 210 records for the F codes. The 210 record is required to set up company and pay agent linking in MasterTax. | | Mastertax RTS Import File Version | Select the MasterTax RTS file version used by your system. PrismHR recommends setting this to the highest possible value, which corresponds to the most recent supported version. Presently, MasterTax RTS is updated to V48 in PrismHR. - If the MasterTax RTS Import File Version field is set to Version 47 or earlier, you will receive the following error message when you are running the RTS: You are running an older version of the mastertax RTS file download []. You must be on version 48 in order to generate the RTS file out of Prism. Your current version can be edited on the Mastertax Interface Parameters. The header on the MasterTax RTS file now also reflects 48 in Line 1 in 000 record in positions 57-58, with or without the Schedule R Breakout field selected. - For both SBEA and non-SBEA clients, the MasterTax v47 RTS will include Work Out of State Flag which is either Y or N in position 15 for the 500, 501, 601, and 616 records for PA resident tax codes not including Philadelphia. This does not apply to Philadelphia residents and this position will remain blank for Philadelphia and all other locality taxes. For example: - If an employee has a resident address and the Courtesy EIT is withheld for Lancaster, PA - position 15 for the tax code 39711930-31 will report Y for all records. - If an employee has a resident and work address in Lancaster, PA - position 15 for the tax code 39711930-31 will report N for all records. |
• If the MasterTax RTS Import File Version field is set to Version 47 or earlier, you will receive the following error message when you are running the RTS:
• For both SBEA and non-SBEA clients, the MasterTax v47 RTS will include Work Out of State Flag which is either Y or N in position 15 for the 500, 501, 601, and 616 records for PA resident tax codes not including Philadelphia. This does not apply to Philadelphia residents and this position will remain blank for Philadelphia and all other locality taxes. For example:
• If an employee has a resident address and the Courtesy EIT is withheld for Lancaster, PA - position 15 for the tax code 39711930-31 will report Y for all records.
• If an employee has a resident and work address in Lancaster, PA - position 15 for the tax code 39711930-31 will report N for all records. | Schedule R Breakout | Enable this item to display F code information for the RTS file. | | Suppress Audit Summary & Detail Rpts | Enable this item to suppress audit reports when you run the MasterTax RTS file build. | | Mastertax MTS Import File Version | Select the MasterTax MTS file version used by your system. PrismHR recommends setting this to the highest possible value, which corresponds to the most recent supported version. | | Mastertax File ID | Enter the unique three-digit file identifier provided by MasterTax. | | Mastertax Customer ID | Optional: Enter the Access ID provided by MasterTax. | | Mastertax Group Code | Use this code to differentiate PTS files when you save them in multiple accounts. The structure of the code is: MTAXPTS-XXXX-YYYYMMDD where XXXX is the account or directory where you saved the PTS file. | | Mastertax Account ID | Optional: Enter a prefix that appears in company and employer IDs in the MasterTax download files. This prefix differentiates between clients and employers that have matching IDs across different databases. | | Send Company Tax Record In PTS File | Enable this item to include a company 210 record in the PTS file. | | Send Company Accounting Record in PTS file | If you are a PEO managing multiple client accounts, you can now populate the Company General Ledger record 105 within the PTS file for both SBEA and non-SBEA clients. - This field is unchecked by default. - Check this field to report the 105 record within the PTS. Once checked the following two fields display: - MasterTax Chart of Account Code - Enter the 2 digit alphanumeric code used to identify the company’s G/L chart of accounts. - MasterTax G/L Payroll Code - the only drop-down option available at this time is Sub Cost Center. |
• This field is unchecked by default.
• Check this field to report the 105 record within the PTS. Once checked the following two fields display:
• MasterTax Chart of Account Code - Enter the 2 digit alphanumeric code used to identify the company’s G/L chart of accounts.
• MasterTax G/L Payroll Code - the only drop-down option available at this time is Sub Cost Center. | Mastertax Wage Reporting Utilized | Optional: Enable this item to use the MasterTax Wage Reporting module. If this item is not enabled, the system does not send employee detail records with the RTS file. | | Build FUTA Taxable Register by State | Enable this item to build FUTA taxable wage records by state (tax code XX-17). This was used for the FUTA credit for the federal government after the recession. If left unchecked, register records are built at the end of the year. | | Override Payment Method | Select the appropriate method: - No Override Payment Method - Check - EFT Credit - EFT Debit (sent in positions 123-124 on the PTS 210 record) |
• No Override Payment Method
• Check
• EFT Credit
• EFT Debit (sent in positions 123-124 on the PTS 210 record) | Additional Medicare Calc Method | This option is only intended for organizations that have encountered issues reconciling Additional Medicare taxes for employees who worked under multiple employers, but a single Client Federal Entity. If this describes your use case, enable this setting to implement alternative Additional Medicare tax calculation logic, specifically designed to avoid this issue. | | Include Pennsylvania Work State Flag (Y/N) | This field is optional. This field is a checkbox. It is selected by default. - Checked: - The MasterTax (v47 and above) RTS will include the Work Out of State Flag as a Y or N in position 15 for the 500 (Reconciliation Amounts), 501 (Employee Statistics), 601 (Employee Wage), and 616 (Employee State and Local W-2) records for Pennsylvania resident tax codes not including Philadelphia. - The MasterTax (v29 and above) PTS will include the Work Out of State Flag as a Y or N in position 15 for the 210 (Company Tax), 500 (Payroll Tax Detail) records for Pennsylvania resident tax codes not including Philadelphia. This does not apply to Philadelphia residents, and the position will remain blank for Philadelphia and all other locality taxes. - Unchecked: - The MasterTax (v47 and above) RTS will NOT include the Work Out of State Flag in the download. - The MasterTax (v29 and above) PTS will NOT include the Work Out of State Flag in the download. > Note: Note: This will apply for both SBEA and non-SBEA clients. |
• Checked:
• The MasterTax (v47 and above) RTS will include the Work Out of State Flag as a Y or N in position 15 for the 500 (Reconciliation Amounts), 501 (Employee Statistics), 601 (Employee Wage), and 616 (Employee State and Local W-2) records for Pennsylvania resident tax codes not including Philadelphia.
• The MasterTax (v29 and above) PTS will include the Work Out of State Flag as a Y or N in position 15 for the 210 (Company Tax), 500 (Payroll Tax Detail) records for Pennsylvania resident tax codes not including Philadelphia. This does not apply to Philadelphia residents, and the position will remain blank for Philadelphia and all other locality taxes.
• Unchecked:
• The MasterTax (v47 and above) RTS will NOT include the Work Out of State Flag in the download.
• The MasterTax (v29 and above) PTS will NOT include the Work Out of State Flag in the download. | Write PTS/RTS Files To Mastertax Directory | > Note: Note: This parameter does not apply to cloud customers. Enable to write generated files to the MasterTax directory on the PrismHR database server. | | Employer Options | Select an Employer ID; the Employer Name displays. Fill in the Employer Options field with alphanumeric values up to 20 characters. | | FUTA Credit Reduction Maintenance | Displays the year in which a FUTA credit reduction was taken and the state where it was taken. FUTA credit reductions occur when a state borrows money from the Federal Unemployment Trust Fund to pay unemployment insurance benefits for its residents. If a state has outstanding loan balances, this lowers the credit rate by 0.3% for each year in arrears until these loans are repaid. | | SBEA Tax Code Reporting Override | If you use Schedule R reporting (the client-by-client report breakdown), you can use this setting to override client-level tax reporting. In this table, specify any tax codes that you want to report on the employer level of the MasterTax RTS and PTS files. |

3. Click Save.

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MasterTax Processing

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/MasterTax-Landing-Page.htm Path: PD/Maintenance/Employer/MasterTax-Landing-Page.htm

MasterTax Processing

The options available in the MasterTax Processing work center are organized under the following headings:

• Setup Forms

• File Exports

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Building the MasterTax Monthly Tax Export

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/MasterTax-Monthly-Tax-Export.htm Path: PD/Maintenance/Employer/MasterTax-Monthly-Tax-Export.htm

Building the MasterTax Monthly Tax Export

Use this form to build a monthly tax summary, which provides a breakdown of an employee’s monthly tax information.

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

To build the monthly tax summary:

1. On the Work Centers panel, click MasterTax Processing > File Exports > MasterTax MTS File Build.

2. Complete these fields as required:

• All tax codes that start with 39 are added to the Monthly Tax Summary file.
• If the MasterTax version is set to a value lower than 25, the system displays this warning: You must be on version 25 to generate the file for Pennsylvania. This version can be edited on the MasterTax Interface Parameters.
• The MTS file is only generated for LTS taxes. This includes any tax code that starts with 39, but it has 7 digits for the first part of the tax code and -31 for the second part of the tax code. For example, 390950320-31.
• Excludes any taxes with an authority ID of 391013000 in the tax code because these are not monthly reported taxes for Philadelphia. | Limit to Employer | Click the link to select an Employer ID that this tax summary is limited to. | | Limit to Company | Click the link to select the Company ID that this tax summary is limited to. | | Reporting | Select Employer to process Employer tax registers and report by Employer. Select Client to process Client tax registers and report by Client. > Note: Note: If an Employer or Company is specified with Limit to Employer / Limit to Company, this field is set to either Employer or Client and is read-only. |

3. Click Build. A progress window opens.

4. Click Close when the export is finished. You are presented with these export options:

• Download MTS File

• View Summary Report (.txt or .csv)

• View Detail Report (.txt or .csv)

MTS File History

MTS File History provides a way to save historical files and download them more than once. MTS File History is closed by default, but can be expanded by clicking +. Filters let you narrow down search options by State, Tax Year, or Tax Month.

The history displays the date and time the process was started, the person who started the process, the file name, and both detailed and summary reports.

You can download reports as .txt or .csv by clicking the hyperlinks. In this example, if you click the first link under Detailed Report, the report is displayed and you can print it, save as PDF, or download in .XLS format.

[Image: screenshot]

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MasterTax PTS Clear Lock

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/MasterTax-PTS-Clear-Lock.htm Path: PD/Maintenance/Employer/MasterTax-PTS-Clear-Lock.htm

MasterTax PTS Clear Lock

A process lock is applied to the Mastertax PTS (Payroll Tax Summary) file during its build process to prevent other users from attempting builds. However, it is possible that the process that generates the file can hang, preventing generation of a new file. This function removes the lock on the PTS generation process so the file can be recreated.

To remove the lock on a PTS file being built:

1. From the Work Centers panel, click MasterTax Processing.

2. From File Exports, click Mastertax PTS File Build.

3. Click Build. If a PTS build is already in progress, this message displays: [Image: screenshot]

4. Click Yes to remove the lock.

5. Click Build again to start the build process.

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Medicare Tier 2 Report

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Medicare%20Tier%202%20Report.htm Path: PD/Maintenance/Employer/Medicare Tier 2 Report.htm

Medicare Tier 2 Report

This report shows the employees who have more than 200K in Medicare subject wages for an employer for a particular quarter in a year.

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

To access the form, in the Work Centers panel, under Tax section, click Quarterly Tax Processing. Under Quarterly Tax Reports click Medicare Tier 2 Report.

To generate the Medicare Tier 2 Report:

1. Complete the following:

• Schedule R - This report type provides a breakout of the Employer ID, Client ID, Client Federal Entity and Employee ID.
• Non Schedule R - This report type provides a breakout of Employer ID and Employee ID. | Report Sort | You may choose from any of the following sort options for this report: - Employer ID - This is the default sort option. - Client ID - Employee ID |
• Employer ID - This is the default sort option.
• Client ID
• Employee ID

2. Click Run to generate the report. The report shows up on the screen.

3. Click XLS to download the report.

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

New York Quarterly Combined Wage Report

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/New%20York%20Quarterly%20Combined%20Wage%20Report.htm Path: PD/Maintenance/Employer/New York Quarterly Combined Wage Report.htm

New York Quarterly Combined Wage Report

Use this form to generate a report to display the original and amended NY Quarterly Combined Wages Report, as well as an employee detail download of those employees with NY SUTA / Income Tax and an exception report (when an employee has negative wages in the reporting quarter) for an employer for a quarter.

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

The state of New York has updated their combined reporting file specifications as of 01/01/2025. Click thislinkto visit the official website of New York State for the changes to withholding tax and wage reporting.

As this report can be created in Report Center in CSV format as per the updated specifications, you will need to use the Report Center only to generate this report for Q1 2025 and beyond. However, you can still generate this report in PrismHR for Q4 2024 and prior for past filings and verification of data.

To access the form, under Work Centers, under Tax, click Quarterly Tax Processing. Under Quarterly Tax Reports, under NEW YORK QUARTERLY REPORTS, click New York Quarterly Combined Wage Report.

To generate the New York Quarterly Combined Wage Report for Q1 2025 and beyond:

Use Report Center only to generate this report for any period starting Q1 2025 and beyond. For information on how to generate this report in Report Center, consult the Report Center help documentation located on the Report Center sidebar. If this report is not available for your User ID in Report Center, contact your Report Center Administrator for assistance.

To generate the New York Quarterly Combined Wage Report for Q4 2024 or prior:

1. Complete the following:

• Original - This is the default option. Line 2 Position 127 displays an O in the download file.
• Amended - Line 2 Position 127 displays an A in the download file. | Reporting Entity | Select the reporting entity here from the following options: Employer - This is the default option. | | Employer ID | Enter the employer ID here for whom you want to run this report or click the Employer ID link and select it from the Select Employer dialog box. | | Year | Select the year from the drop-down for which you want to run this report. The default is the current year. The drop-down has a 10 year look back starting from the current year. > Note: Note: If you try to generate a report for any quarter for tax year 2025 and beyond by clicking the Generate Report button, you will receive the following notification. No report will be generated. [Image: System message when running report for Q1 2025 and later.] | | Quarter | Select the quarter from the drop-down for which you want to run this report. |

2. Click Generate Report to generate the report. A job progress window open up. Click Close to close the job progress window. In case of any errors, redo the process. The following three links become visible on the form.

• Download New York Tax Export File - Click the link to download the report in a .TXT format to your system.

• View Detail Report - Click the link to view the report on screen.

• View Exception Report - This exception report generates only when an employee has negative wages in the reporting quarter. Click the link to view the report on screen. If no employee has a negative wage, then this report is not generated.

The Detail report in PrismHR shows the following columns:

• Employer ID

• Employee ID

• Last Name

• First Name

• Suta Wages

• State Taxable

• Tax Withheld

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

Pennsylvania Local EIT Quarterly Report

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Pennsylvania%20Local%20EIT%20Quarterly%20Report.htm Path: PD/Maintenance/Employer/Pennsylvania Local EIT Quarterly Report.htm

Pennsylvania Local EIT Quarterly Report

Use this form to generate a quarterly report to show the details for one or more Employers of Pennsylvania Local EIT Taxes. This is a single page report for each Municipal Taxing Authority and those employees who have Pennsylvania Local EIT taxes under that authority with a subtotal for the authority. It includes the Gross Pay, Taxable Wages, EIT Withheld, and the Resident PSD code per employee.

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

To access the form, under Work Centers, under Tax, click Quarterly Tax Processing. Under Quarterly Tax Reports, click Pennsylvania Local EIT Quarterly Report.

To generate the Pennsylvania Local EIT Quarterly Report:

1. Complete the Report Period using the following:

• Employer ID - this is the default option
• Client ID | Employer ID | This field is optional. Leave this field blank to run the report for all employers or click the Employer ID link and select the employers from the Select Employer dialog box. |

2. Click Run to generate the report. The report shows up on screen.

This report shows the following columns:

• Employee Name/addresses

• Gross Wages

• Taxable Wages

• PA EIT Tax Withheld

• Resident PSD Code

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

Exporting Pennsylvania Local Taxes

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Pennsylvania-Local-Tax-Exports.htm Path: PD/Maintenance/Employer/Pennsylvania-Local-Tax-Exports.htm

Exporting Pennsylvania Local Taxes

Use this form to create the following local tax downloads for Pennsylvania:

• EIT (Earned Income Tax) - For Berkheimer and Keystone

• LST (Local State Tax) - For Berkheimer

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

To build the EIT (Earned Income Tax) download for Keystone:

1. On the Work Centers panel, click Tax > Quarterly Tax Processing > Government Export > Pennsylvania Local Tax Exports.

2. In the Vendor/Template list, select Keystone.

3. Complete these fields as required:

In this field — Enter this

Tax Type — Select EIT.

Employer ID — Click the link and select the employer for the download

Year — Select the year for the download. Defaults to the current year.

Reporting Period — Select Quarter or Month

Quarter/Month — If Quarter is selected as the reporting period, select the quarter. If Month is selected, select the month.

4. Click Generate File. If errors occur, fix them and then rebuild the download.

5. When the process is complete, click Close to return to the Pennsylvania Local Tax Exports page. You can see a preview of the file by expanding the Preview panel.

6. Click the Download File to download the file.

To build the EIT (Earned Income Tax) download for Berkheimer:

1. On the Work Centers panel, click Tax > Quarterly Tax Processing > Government Export > Pennsylvania Local Tax Exports.

2. In the Vendor/Template list, select Berkheimer.

3. Complete these fields as required:

In this field — Enter this

Tax Type — Select EIT.

Employers — If blank, the download includes all employers. If you want to restrict the download to specific employers, click the Employer ID link and select the employers. Click Done when finished.

Year — Select the year for the download. Defaults to the current year.

Reporting Period — Select Quarter or Month

Quarter/Month — If Quarter is selected as the reporting period, select the quarter. If Month is selected, select the month.

Report by Company — Specify whether to organize the download by company.

Suppress District Limiter — Select this option if you want to send all tax records regardless of the district. Expand the PA Local Districts panel if you want to specify the local districts and then click Save.

4. Click Generate File. If errors occur, fix them and then rebuild the download.

5. When the process is complete, click Close to return to the Pennsylvania Local Tax Exports page. You can see a preview of the file by expanding the Preview panel.

6. Click the Download File to download the file.

To build the Berkheimer LST (Local State Tax) download:

1. In the Vendor/Template list, select Berkheimer.

2. Complete these fields as required:

In this field — Enter this

Tax Type — Select LST.

Employers — If blank, the download includes all employers. If you want to restrict the download to specific employers, click the Employer ID link and select the employers. Click Done when finished.

Year — Select the year for the download. Defaults to the current year.

Quarter — Select the quarter for the download.

Report by Company — If selected, the report is organized by company rather than employer.

Suppress District Limiter — Select this option if you want to send all tax records regardless of the district. Expand the PA Local Districts panel if you want to specify the local districts and then click Save.

3. Click Generate File. If errors occur, fix them and then rebuild the download.

4. When the process is complete, click Close to return to the Pennsylvania Local Tax Exports page. You can see a preview of the file by expanding the Preview panel.

5. Click the Download File to download the file.

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Periodic Tax JSON Export

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Periodic%20Tax%20JSON%20Export.htm Path: PD/Maintenance/Employer/Periodic Tax JSON Export.htm

Periodic Tax JSON Export

Use the Periodic Tax JSON Export form to generate PrismHR Tax Periodic JSON export file or to regenerate a processed PTS file in the PrismHR Tax JSON Format.

Note: Note: Client Access Group security is not enabled on this form. PrismHR

To access this form, on the Work Centers under Tax, click PrismHR Tax Processing. Under File Exports, click Periodic Tax JSON Export.

To build the periodic tax JSON export file:

1. Complete the following fields:

• All Clients and Employers - This is the default option. Select this option to build the Periodic Payroll Tax Export file for all clients and employers.
• Employer ID - Select this option if you want to build the Periodic Payroll Tax Export file for all employers, all employers except some or some employers. Enter the specific Employer IDs in the box on the right or click the Employer ID hyperlink to select them from the Select Employer dialog box. Set the Filter Option field to:
• Limit To from the drop-down to build the Periodic Payroll Tax Export file for the specified employers.
• Exclude From from the drop-down, to build the Periodic Payroll Tax Export file for all employers except the specified employers.
• Client ID - Select this option if you want to build the Periodic Payroll Tax Export file for all client or for all clients except some clients or for some clients. Enter the specific Client IDs in the box on the right or click the Client ID hyperlink to select them from the Client Master Search dialog box. Set the Filter Option field to:
• Limit To from the drop-down to build the Periodic Payroll Tax Export file for the specified clients.
• Exclude From from the drop-down to build the Periodic Payroll Tax Export file for all clients except the specified clients.
• Regenerate Processed PTS File - Select this option to regenerate a processed PTS file in JSON format. Select the appropriate Processed PTS File from the drop-down to regenerate. | Report Period | - Include All - Select this option to run the periodic tax export for all new TAX.JOURNAL records. - Pay Date Range - Select this option if you want to build the PrismHR Tax Export file for a specific pay date range. Complete the following fields: - Tax Date Start - Select the start date of the pay date range for the PrismHR Tax Export file that you want to generate. - Tax Date End - Select the end date of the pay date range for the PrismHR Tax Export file that you want to generate. Note: Once a file is generated, unless the Run in Test Mode option is selected, the records included will be cleared from the TAX.JOURNAL file to prevent duplicated data. |
• Include All - Select this option to run the periodic tax export for all new TAX.JOURNAL records.
• Pay Date Range - Select this option if you want to build the PrismHR Tax Export file for a specific pay date range. Complete the following fields:
• Tax Date Start - Select the start date of the pay date range for the PrismHR Tax Export file that you want to generate.
• Tax Date End - Select the end date of the pay date range for the PrismHR Tax Export file that you want to generate. | Run in Test Mode | Select one of the following from the drop-down: - No - This is the default option. If you select this option, the records included will be cleared from the TAX.JOURNAL file to prevent duplicated data. - Yes - If you select this option, the tax journal will not be cleared. These records will be picked up in a future file. > Note: Note: This field should not be set to Yes if the file is being uploaded for processing. |
• No - This is the default option. If you select this option, the records included will be cleared from the TAX.JOURNAL file to prevent duplicated data.
• Yes - If you select this option, the tax journal will not be cleared. These records will be picked up in a future file. | Include Audit Report | By default, this checkbox is unchecked. Select this checkbox if you want to include the audit tax report in the JSON tax export. | | Include PrismHR Tax Agency Export | By default, this checkbox is unchecked. Select this checkbox if you want to include the PrismHR Tax Agency Export in the JSON tax export. Selecting this option will create a secondary JSON file for setting up new employers and clients in PrismHR Tax. | | Periodic JSON Export History | This feature helps customers and Support teams quickly locate and re-download previously generated Periodic Tax JSON/PTS export files, reducing the likelihood that processed files are lost. Previously, you had to navigate to Transfer Downloads to PC to retrieve periodic JSON exports. The export history is now available directly on the Periodic Tax JSON Export form. If no historical exports exist, the Periodic JSON Export History subsection displays an empty state message stating No export history found. This subsection renders a table with the following columns (left to right) : - Date/Time - The date and time the file was generated. - Created By - The username of the user who initiated the build. - File Name - The JSON file name is displayed as a hyperlink. Please note that the PTS files are deleted after 60 days. - Audit Report - Click the View hyperlink to access the audit report associated with the export history entry. |
• Date/Time - The date and time the file was generated.
• Created By - The username of the user who initiated the build.
• File Name - The JSON file name is displayed as a hyperlink. Please note that the PTS files are deleted after 60 days.
• Audit Report - Click the View hyperlink to access the audit report associated with the export history entry.

2. Click Build to generate the export file. The following hyperlinks appear on the form depending on the selections made:

• Download PrismHR Tax Export File

• View Audit Report

• View Audit Report (CSV)

• Download PrismHR Tax Agency Export File (If an Account No. and a Routing No. is available on the PrismHR Tax Parameters form, then this report will include the override fields.)Click the appropriate hyperlink to download.

Note: If you are running this build for All Clients and Employers and set the Report Period as Include All, then the build process might take a while.

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

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Printing Employee 1099 Forms

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Print%20Employee%201099%20Forms.htm Path: PD/Maintenance/Employer/Print Employee 1099 Forms.htm

Printing Employee 1099 Forms

Use this form to print 1099 forms for employees.

Note: Client Access Group security is not enabled on this form.

To access this form, click Work Centers. In the Work Centers|Tax section, click 1099 Processing, then click Print Employee 1099 Forms.

To print 1099 forms for employees:

1. Complete the following fields:

• Employer: Select this option if you want to print Forms 1099 for employees for certain employers. Enter the employer IDs here or click the Employer ID link and select the employers from the Select Employer dialog box.
• Client: Select this option if you want to print Forms 1099 for employees for certain clients. Enter the client IDs here or click the Client ID link and select the clients from the Select Clients list.
• All (default) | Employees | This field is optional. If you want to restrict generating 1099 forms for certain employees, enter them here or click the Employee ID link and select them from the Select Employee list. Leave this field blank to generate 1099 forms for all as per selection above. | | Form Type | Select the form type that you want to print from the following options: - T: 2-up Smplx (default) - TA: 2-up Recip Addr - NEC3: 3-up Recip - NEC3IRS: 3-up IRS - NECP: 2-up Press - NEC3R3: 3-up |
• T: 2-up Smplx (default)
• TA: 2-up Recip Addr
• NEC3: 3-up Recip
• NEC3IRS: 3-up IRS
• NECP: 2-up Press
• NEC3R3: 3-up | Sort Field | Select the sort option or a combination of sort options: - SSN - Employer - Name - Client - Zip Code |
• SSN
• Employer
• Name
• Client
• Zip Code | Control Prefix | Enter a three-character code that will prefix each of this batch’s control numbers. | | Selection & Print Filters | | | Threshold Amount | This field is optional. If you would like to skip printing 1099 forms for employees having a compensation less than a specific amount, enter it here. By default, the value is 600.00. | | Zip Code Range | This field is optional, but will allow multiple print routines to run at the same time. This is usually used with the Zip Code sort field option, if selected above. - From: Enter the beginning zip code to process. - To: Enter the ending zip code to process. The ending zip code should be greater than or equal to the beginning zip code. |
• From: Enter the beginning zip code to process.
• To: Enter the ending zip code to process. The ending zip code should be greater than or equal to the beginning zip code. | Form Adjustments | | | Number of Lines | Select the number of lines to print. The default is 3. You can select any number between 1-5. | | Reprint Settings | | | Mark as Reprint | By default, this box is not enabled. Select this field if you want to mark as reprint, so it will state ‘Reissued Statement’. | | Control Number | This field is optional. - From: Enter the first control number to print. - To: Enter the last control number to print. |
• From: Enter the first control number to print.
• To: Enter the last control number to print. | Employees | This field is optional. If you want to restrict reprinting employee 1099 forms for certain employees, enter them here or click the Employee ID link and select them from the Select Employee list. Leave this field blank to generate 1099 forms for all as per selection above. |

2. Click Print to print the 1099 forms for employees based on the selections made above.

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

Printing Employee W-2 Forms

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Print%20W-2%20Forms.htm Path: PD/Maintenance/Employer/Print W-2 Forms.htm

Printing Employee W-2 Forms

You can print all Forms W‑2 together or specify ones printed to a particular group by setting certain criteria.

Note: Client Access Group security is not enabled on this form.

To access this form, click Work Centers. In the Work Centers|Tax section, click W-2 Processing, then click Print W-2 Forms.

To print W-2 forms for employees:

1. Complete the following fields:

• Employer: Select this option if you want to print Form W-2 for employees for certain employers. Enter the employer IDs here or click the Employer ID link and select the employers from the Select Employer dialog box.
• Client: Select this option if you want to print Form W-2 for employees for certain clients. Enter the client IDs here or click the Client ID link and select the clients from the Select Client dialog box.
• All (default) | Employees | This field is optional. If you want to restrict generating Form W-2 for certain employees, enter them here or click the Employee ID link and select them from the Select Employee dialog box. Leave this field blank to generate Form W-2 for all employees as per selection above. | | Form Type | Select the form type that you want to print from the following options: - S – Simplex, Four (4 panes per employee per page) - D – Duplex, Four - L – Legal Size, Simplex, Four - LB – Legal Size, Simplex, Four - E – Simplex, Four (1 pane per employee per page) - T – Simplex, Two - TS – Simplex, Two (TS) - TA – Simplex, Two (copy A) - GHF – LB Custom Legal Size, Simplex, Four - SPDF - Simplex, Four-Up, Not Self-Mailer PDF - LBPDF - Legal Size, Simplex, Four-Up, Self-Mailer with address panel on bottom > Note: Note: When SPDF or LBPDF is selected, W-2 forms are generated as fillable PDFs and made available for download from W-2 Processing > W-2 Reporting > W-2 Reports. Existing electronic W-2 suppression logic continues to apply. The W2 batch download process has been enhanced to support larger data sets. Starting in 2025 you have the ability to suppress the instruction page when generating the W2 batch. Customers who print and mail Form W-2s in-house will have an enhanced process for 2026 tax year reporting. To reduce challenges reported by alignment and printer settings, PrismHR will now print the complete 4 quadrant Form W-2 which should be used on Blank W2 stock to replace the prior 4-Quad W2 stock. This blank W2 stock produces the IRS instructions and has 4 blank perforated sections that will print directly fromPrismHR. Customers who will be printing Form W-2 in house in 2026 are encouraged to review the enhanced 2025 Form W-2 formats for alignment, data formatting, and functionality prior to printing 2026 Form W-2s at year end. This new functionality currently has the following known issues which will be resolved in an upcoming release prior to Q4. - Printing Form W-2 should ignore electronic Form W-2 employees unless using the reprint - include electronic option – this currently does not work. - Box 14 does not adjust the font size when words fit outside the box and instead cuts off at the box line - this will be fixed. - Control number prints but does not start at 1 and instead starts at 2, this also affects the sort which does not work. - Reprint - Reissued statement does not appear. - When sorting by any option other than name, the generated zip file references the alpha range for names. The 2025 PDF forms have been added to support the current development towards the new 2026 Form W-2 format. Please note the following process change if testing the 2025 W2 PDF forms: - Do not rebuild Form W-2 data as this will reset already processed Form W-2 data - Print W-2 Forms: - Print W2 Form Type S or LB (previously supported format) before printing new PDF form type - Print W2 Form Type SPDF or LBPDF When printing the new PDF form type, if previously supported format is not printed first an error will appear “No W2 Forms selected”. This will be resolved for 2026 Form W-2 year-end printing. |
• S – Simplex, Four (4 panes per employee per page)
• D – Duplex, Four
• L – Legal Size, Simplex, Four
• LB – Legal Size, Simplex, Four
• E – Simplex, Four (1 pane per employee per page)
• T – Simplex, Two
• TS – Simplex, Two (TS)
• TA – Simplex, Two (copy A)
• GHF – LB Custom Legal Size, Simplex, Four
• SPDF - Simplex, Four-Up, Not Self-Mailer PDF
• LBPDF - Legal Size, Simplex, Four-Up, Self-Mailer with address panel on bottom
• Printing Form W-2 should ignore electronic Form W-2 employees unless using the reprint - include electronic option – this currently does not work.
• Box 14 does not adjust the font size when words fit outside the box and instead cuts off at the box line - this will be fixed.
• Control number prints but does not start at 1 and instead starts at 2, this also affects the sort which does not work.
• Reprint - Reissued statement does not appear.
• When sorting by any option other than name, the generated zip file references the alpha range for names.
• Do not rebuild Form W-2 data as this will reset already processed Form W-2 data
• Print W-2 Forms:
• Print W2 Form Type S or LB (previously supported format) before printing new PDF form type
• Print W2 Form Type SPDF or LBPDF | Sort Field | Select one of the sort fields from the following options: - SSN (Default) - Employer - Name - Client - Zip Code |
• SSN (Default)
• Employer
• Name
• Client
• Zip Code | Control Prefix | Enter a three-character code that will prefix each of this batch’s control numbers. | | Mask SSNs | By default, this box is unchecked. Check this box if you want to mask the social security number of the employees on Form W-2. | | Use Employer Print Name? | By default, this box is unchecked. Check this box if you would like to use the Employer Print Name as it appears on the Employer Master Record. | | Selection & Print Filters | | | Status Classification | This field is optional. Leave this field blank to print Form W-2s for all status class of employees. If you want to print Form W-2s for a specific status class of employees, select the status class following options: - Active - Leave - Terminated |
• Active
• Leave
• Terminated | Client Category | This field is optional. Leave this field blank to print Form W-2s for all client categories. If you want to print Form W-2s for a specific client category, enter it here or click the Client Category link and select it from the Select Categories dialog box. | | Zip Code Range | This field is optional, but will allow multiple print routines to run at the same time. This is usually used with the Zip Code sort field option, if selected above. - From: Enter the beginning zip code to process. - To: Enter the ending zip code to process. The ending zip code should be greater than or equal to the beginning zip code. |
• From: Enter the beginning zip code to process.
• To: Enter the ending zip code to process. The ending zip code should be greater than or equal to the beginning zip code. | Limit By State | This field is optional. Leave this field blank to print Form W-2s for employees from all applicable states. If you want to limit printing Form W-2s for employees for certain states, enter them here or click the State Code link and select the states from the Select States dialog box. The State Name will auto populate based on the selection made. | | Limit By Local Tax Authority | Important: To use this setting, you must specify both the Tax Authority ID and the Tax ID. Specifying only the authority ID may not produce the desired effects. This field is optional. Leave this field blank to print Form W-2s for employees from all applicable local tax authorities. If you want to limit printing Form W-2s for employees for certain local tax authorities, enter them here or click the Tax Authority ID link and select the local tax authorities from the Select Tax Authority ID dialog box. The State Code and the Authority Description will auto-populate based on the selection made. | | Limit By Tax Identifier | Important: To use this setting, you must specify both the Tax Authority ID and the Tax ID. Specifying only the authority ID may not produce the desired effects. This field is optional. Leave this field blank to print Form W-2s for employees from all applicable tax identifiers. If you want to limit printing Form W-2s for employees for certain tax identifiers, enter them here or click the Tax Identifier ID link and select the tax identifiers from the Select Tax Identifier ID dialog box. The Tax Identifier Description will auto-populate based on the selection made. | | Print Only Select Tax Codes | | | States | This field is optional. Leave this field blank to print Form W-2s for all applicable states. If an employee has multiple states on their Form W-2s and if you want to you want to refine the selection to print Form W-2s for only certain states, enter them here or click the State Code link and select the states from the Select States dialog box. The State Name will auto populate based on the selection made. | | Local Tax Authorities | This field is optional. Leave this field blank to print Form W-2s for all applicable local tax authorities. If an employee has multiple local tax authorities on their Form W-2s and if you want to you want to refine the selection to print Form W-2s for only certain local tax authorities, enter them here or click the Tax Authority ID link and select the local tax authorities from the Select Tax Authority ID dialog box. The State Code and the Authority Description will auto-populate based on the selection made. | | School District | This field is optional. Leave this field blank to print Form W-2s for employees from all applicable school districts. If you want to limit printing Form W-2s for employees for a particular school district, select the appropriate state from the following options and enter the school district number: - Ohio - Kentucky - Pennsylvania |
• Ohio
• Kentucky
• Pennsylvania | PSD Code | This field is optional. If you want to limit printing the Form W-2s for employees from a particular political subdivision for the state of Pennsylvania, enter the six-digit numeric PSD Code for the PA PSD Locality here. | | Reprint Settings | | | Mark as Reprint | By default, this box is unchecked. Check this box if you want to mark as reprint wherein it will state ‘Reissued Statement’. | | Print Electronic W-2s | By default, this box is unchecked. Check this box if you want to print electronic For W-2s. | | Control Number | This field is optional. - From: Enter the first control number to print. - To: Enter the last control number to print. |
• From: Enter the first control number to print.
• To: Enter the last control number to print. | Employees | This field is optional. If you want to restrict reprinting Form W-2s for certain employees, enter them here or click the Employee ID link and select them from the Select Employee dialog box. Leave this field blank to generate Form W-2s for all employees as per selection above. |

2. Click Print to print the Form W-2s for the employees based on the selections made above.

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

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

Building PrismHR Client Setup JSON Export File

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/PrismHR%20Tax%20Client%20Setup%20Export.htm Path: PD/Maintenance/Employer/PrismHR Tax Client Setup Export.htm

Building PrismHR Client Setup JSON Export File

Use the PrismHR Tax Client Setup Export form to build the PrismHR Client Setup JSON export file. This will create an initial JSON export for setting up an initial group of client data in PrismHR Tax.

Note: Note: Client Access Group security is not enabled on this form.

To access this form, on the Work Centers under Tax, click PrismHR Tax Processing. Under Setup, click PrismHR Tax Client Setup Export.

To set up an initial group of client data in PrismHR Tax:

1. Complete the following fields:

• Tax Date Start - Enter the starting tax date of the group of clients to be included in the client setup files.
• Tax Date End - Enter the ending tax date of the group of clients to be included in the client setup files. | Limit To Client ID | Select this option only if you want to limit the setup to certain clients. Complete the following fields which will only display if you select this option: - Client ID - Enter the Client IDs here or click the Client ID link and select them from the Select Clients list. - Client Name - This field auto-populates based on the input above. |
• Client ID - Enter the Client IDs here or click the Client ID link and select them from the Select Clients list.
• Client Name - This field auto-populates based on the input above. | Limit To Employer ID | Select this option only if you want to limit the setup to certain employers. Complete the following fields which will only display if you select this option: - Employer ID - Enter the Employer IDs here or click the Employer ID link and select them from the Select Employer list. - Employer Name - This field auto-populates based on the input above. |
• Employer ID - Enter the Employer IDs here or click the Employer ID link and select them from the Select Employer list.
• Employer Name - This field auto-populates based on the input above.

2. Click Build. If successful, the Download PrismHR Tax Agency Export File hyper link will appear. (If an Account No. and a Routing No. is available on the PrismHR Tax Parameters form, then this report will include the override fields.) When generating the PrismHR Tax Client Setup JSON file, any client reported taxes will include a 00-10 and 00-17 (FIT and FUTA tax code) required for set up.

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

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Setting Up Tax Parameters

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/PrismHR%20Tax%20Parameters.htm Path: PD/Maintenance/Employer/PrismHR Tax Parameters.htm

Setting Up Tax Parameters

Use the PrismHR Tax Parameters form to set up parameters to be used for various needs in the PrismHR Tax files. This form is currently informational only with future development planned for future quarters.

Note: Note: Client Access Group security is not enabled on this form.

To access this form, on the Work Centers under Tax, click PrismHR Tax Processing. Under Setup, click PrismHR Tax Parameters.

To set up PrismHR Tax Parameters:

1. Complete the following fields:

• Version 01 - This is the only options available at this time. | PrismHR Quarterly File Version | Select one of the following options: - Version 01 - This is the only options available at this time. |
• Version 01 - This is the only options available at this time. | Include Schedule R Reporting | This field is currently inactive. Functionality will be released later in 2025. | | Regenerate processed PTS file record count | By default, the regenerate processed PTS will present the last ten pts files. Entering a number here allows you to expand that number to a larger look-back. > Note: Note: Do not enter more than 20 here. | | PrismHRTax Override Parameters For PrismHR Tax customers, the PrismHR Tax Parameters include this option to override the default banking information in the Client Setup files. The banking information entered here will be used for future debits and payments. | | | Include PrismHR Tax ID in Override Client ID | This field is optional. This field is unchecked by default. - Unchecked - When unchecked the OverrideClientId field in the JSON output will NOT include the Prism Tax ID whether assigned to the System or Employer. This means the system will also not pick up the Override Employer Suffix Code. Example - Checked - When checked the OverrideClientId field in the JSON output will include the Prism Tax ID whether assigned to the System or Employer. This means the system will also pick up the Override Employer Suffix Code. |
• Unchecked - When unchecked the OverrideClientId field in the JSON output will NOT include the Prism Tax ID whether assigned to the System or Employer. This means the system will also not pick up the Override Employer Suffix Code. Example
• Checked - When checked the OverrideClientId field in the JSON output will include the Prism Tax ID whether assigned to the System or Employer. This means the system will also pick up the Override Employer Suffix Code. | Override Employer Suffix Code | This code will append to any employer record with an identifier override. All other records will not include a suffix code. - If there is a PTM Identifier Number (for example ABC) entered on the Employer Details form (Emp ID 6485), and an Override Employer Suffix Code (for example XYZ) is entered on this form, then this suffix code will append to the client code (for example E6485XYX) for any employer record with an override identifier. - If no PTM Identifier Number is entered on the Employer Details form, then the client code will not add the Override Employer Suffix Code and will remain as is (from the above example E6485). Any employer that does not have the employer override will continue to use the System PTM code as the Processor ID. - This will also apply to the Daily Tax Export JSON output and to both the stand alone file and the Include PTM Tax Agency Export file output using the Daily Tax Export form. |
• If there is a PTM Identifier Number (for example ABC) entered on the Employer Details form (Emp ID 6485), and an Override Employer Suffix Code (for example XYZ) is entered on this form, then this suffix code will append to the client code (for example E6485XYX) for any employer record with an override identifier.
• If no PTM Identifier Number is entered on the Employer Details form, then the client code will not add the Override Employer Suffix Code and will remain as is (from the above example E6485). Any employer that does not have the employer override will continue to use the System PTM code as the Processor ID.
• This will also apply to the Daily Tax Export JSON output and to both the stand alone file and the Include PTM Tax Agency Export file output using the Daily Tax Export form. | Bank Name | This field is optional. Enter the name of the bank of the client. | | Bank Address | This field is optional. Enter the address of the bank. | | City | This field is optional. Enter the city of the bank. | | State | This field is optional. Enter the two digit state code of the bank. | | Zip Code | This field is optional. Enter the two digit state code of the bank. | | Bank Contact | This field is optional. Enter the name of the contact person of the bank. | | Bank Phone No | This field is optional. Enter the phone number of the bank. | | Account No. | This field is optional. Enter the account number of the client in this bank. This field cannot be blank if a Routing No. is provided. You will get an error stating Account Number is required. When this field has a value, the PrismHRTax Agency Report generated using either the PrismHR Tax Client Setup Export form or the Periodic Tax JSON Export form will include the override fields. | | Routing No. | This field is optional. Enter the ABA routing number of this bank. This field cannot be blank if an Account No. is provided. You will get an error stating Transit Number is required. When this field has a value, the PrismHRTax Agency Report generated using either the PrismHR Tax Client Setup Export form or the Periodic Tax JSON Export form will include the override fields. | | Fractional No. | This field is optional. Enter the fractional number of the ABA routing number of this bank. |

2. Click Save to save the parameters set on this form.

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Working with PrismHR Tax Processing

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/PrismHR%20Tax%20Processing.htm Path: PD/Maintenance/Employer/PrismHR Tax Processing.htm

Working with PrismHR Tax Processing

Under the Work Centers menu, under the Tax section, a new group named PrismHR Tax Processing is added. This is a central location to access the PrismHR tax setup and reporting forms.

[Image: screenshot]

The following two sections are available under PrismHR Tax Processing work center:

• Setup - this section contains the following two forms:

• PrismHR Tax Client Setup Export - Use this form to build the PrismHR Client Setup JSON export file. This will create an initial JSON export for setting up an initial group of client data in PrismHR Tax.

• PrismHR Tax Parameters - Use this form to set up parameters to be used for various needs in the PrismHR Tax files. This form is currently informational only with future development planned for future quarters.

• File Exports

• Periodic Tax JSON Export - Use the Periodic Tax JSON Export form to generate PTS periodic tax JSON export file or to regenerate processed PTS periodic tax JSON export file.

• Quarterly Tax JSON Export - The quarterly tax JSON export will be supported in a future release. More information will be available in a future release.

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Exporting the QEX Plus 941 File

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/QEX-941-Export.htm Path: PD/Maintenance/Employer/QEX-941-Export.htm

Exporting the QEX Plus 941 File

QEX Plus is a third-party software application that imports information and processes IRS tax payments for certified PEOs. The QEX Plus 941 Export form builds three .csv files that are uploaded to QEX Plus for processing.

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

To export and process the QEX Plus 941 file:

1. On the Work Centers panel, click Tax > Quarterly Tax Processing > 3rd-Party Exports > 941 File Processing.

2. Complete these fields as required:

Field — Description

Employer ID — Click the link and select the ID of the employer whose information is being uploaded and processed.

Year — Year for the tax information.

Quarter — Quarter of the year for this tax information. For example, 1 indicates first quarter, and so forth.

Include Schedule R? — Generates a third, optional file that breaks out federal taxes by client. Enabling this field displays the Schedule R Report field.

Deposit Schedule — Specifies the frequency at which the employer makes deposits. Options are Monthly and Semi-Monthly.

941 Worksheet — Builds the Form 941 worksheet.

941 Schedule B — Builds Form 941 Schedule B.

Schedule R Report — Builds the Schedule R report.

3. Click Build.

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Reporting Qualified Overtime and Tips

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Qualified%20Tips.htm Path: PD/Maintenance/Employer/Qualified Tips.htm

Reporting Qualified Overtime and Tips

Use the Qualified Tips and Overtime form to update the annual data for qualified overtime and qualified tips to report them in the employee Form W-2 for the tax year This option is provided to support federal reporting and compliance requirements supporting the One Big Beautiful Bill Act (OBBBA). For more information, please visit the article named OBBBA No Tax Setup Guide on the Customer Resource Center. If an employee works for multiple clients in a tax year, this form will report information for the activeclient only. If an employee works for multiple clients in the same employer, then Box 14 will have combined amounts when built on the employer. W2 data will be aggregated by employer if applicable. If an employee works between multiple positions, you should determine a single TTO Code for reporting purposes.

Box 14 of the employee Form W-2 reports the qualified tips and overtime dollar amounts against the following applicable designations for SBEA and employer builds:

• Approx Qualified OT

• TTOC <TTO Code1>; Cash Tips

Note: Note: You cannot access this form using the search bar.

To access this form for an employee, select the employee in the Employee Details form. From the Actions menu, select the Qualified Tips and Overtime form for the employee for the client.

Note: This information can also be added via the Data Import Tool.

To report qualified overtime and tips for an employee for an active client:

1. Complete the following fields:

Field Name — Description

Employee ID — This field is auto-populated with the Employee ID from the Employee Details form.

Client ID — This field is auto-populated with the active Client ID.

Employer ID — If the employee has more than one employer for the active client in the tax year, select the Employer ID for the list of employer IDs available in the drop-down. This list will populate the main employer for the client and any alternate employer assigned to the client.

Entity ID — If the active client is set up to have a Client Federal Entity, it will display here. Note: If the client was cloned from another client prior to the option to clone the Client Federal Entity on the utility, you may see a federal entity when there should not be. If this occurs you should remove the entity on the client by following the steps listed here.

Year — Select the tax year.

TTO Code — Enter the TTO Code (Tipped Taxable Occupation Code) manually, or you can click the TTO Code hyperlink and select it from the TTO Codes dialog.

TTOC Tip Amount — Enter the TTOC Tip Amount for the corresponding TTO Code.

Premium OT Amount — Enter an approximate premium portion of overtime, if applicable.

2. Click Save to save the record.

3. Click Cancel to clear the form. Changes made to this form will be removed, but the auto-populated fields will display as is.

4. Click Delete to delete the record.

5. Click Close to close this form at any time.

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Exporting Quarterly Tax JSON File

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Quarterly%20Tax%20JSON%20Export.htm Path: PD/Maintenance/Employer/Quarterly Tax JSON Export.htm

Exporting Quarterly Tax JSON File

Use the Quarterly Tax JSON Export form to review the various tax registers and generate a file in a JSON format for PrismHR Tax processing. Run this process quarterly and use it to reconcile the wage and tax amounts that were reported through the Periodic JSON Tax report for the previous quarter. This format currently only supports the non-SBEA required output. The SBEA format will be released in 2025. More information will be available in a future release.

State specific information has been added to the JSON quarterly download. If data point is missing that state specific field is not populated for example, if LASUI is missing, then that position will not be populated.

PSD codes have been applied to the quarterly tax JSON export to ensure the data matches the daily tax JSON export.

Note: Note: Client Access Group security is not enabled on this form.

To access this form, on the Work Centers under Tax, click PrismHR Tax Processing. Under File Exports, click Quarterly Tax JSON Export.

To build the quarterly tax JSON export file:

1. Complete the following fields:

• 1 (default)
• 2
• 3
• 4 | #### Reporting Filters | | | All Clients and Employers | This is the default option. | | Limit to Client ID | If you want to limit this export to a particular client, enter the Client ID here. Leave this field blank to build the export file for all clients. | | Limit to Employer ID | If you want to limit this export to certain employers, then select this option and enter their Employer IDs here. Leave this field blank to build the export file for all employers. > Note: Note: When you select this option, a new field named Includeclientreportable taxes for PEOclients displays. This field is a checkbox. By default this field is unchecked. |

2. Click Build to build the quarterly tax JSON export file for the selected tax year and the tax quarter.

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

On the File History section, you can select the following fields:

• Tax Year - Select the tax year for which you want to view the file history.

• Tax Quarter - Select the tax quarter for the corresponding tax year selected above to display the corresponding quarterly tax JSON export files.

Note: Note: Development is already in progress after which this File History section on the Quarterly Tax JSON Export form will have more reports added to it in future releases.

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Building the Alaska Download

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Quarterly-SUTA-Exports/Alaska.htm Path: PD/Maintenance/Employer/Quarterly-SUTA-Exports/Alaska.htm

Building the Alaska Download

Use this form to create an export file, to upload to the state of Alaska for SUTA reporting. When the processing is complete, a link is available to download the file.

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

To access the form, on the Work Centers panel, under Tax click Quarterly Tax Processing. Under Quarterly SUTA Tax Processing (Client Reported), select Alaska.

To build the Alaska download:

1. Complete the following fields:

2. Click Build. The system displays the processing status as the download is built. Fix any errors that are found and then rebuild the download.

3. When the process is complete, click Close to close the status window.

4. Click the Download link to download the file.

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Building the Arkansas Download

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Quarterly-SUTA-Exports/Arkansas.htm Path: PD/Maintenance/Employer/Quarterly-SUTA-Exports/Arkansas.htm

Building the Arkansas Download

Use this form to build the quarterly SUTA download for Arkansas.

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

To build the Arkansas download:

1. On the Work Centers panel, select Tax > Quarterly Tax Processing > Quarterly SUTA Tax Processing (Client Reported) > Arkansas.

2. Complete these fields as required:

In this field — Enter this

Year — The year for the download. Defaults to the current year.

Quarter — The quarter for the download. Defaults to the previous quarter based on the current date.

Client ID — Leave blank to select all clients or click the link to make a selection from the Select Client list. The list shows the Client ID, Client Name, Legal Name, Service Type, Employer, and Status. You can filter the list by Client ID or Client Name, Service Type, Status, or Employer. Close the list when done

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

4. When the process is complete, click Close to return to the Arkansas page.

5. Click the Download link to download the file.

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Building the California SUTA Download

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Quarterly-SUTA-Exports/California.htm Path: PD/Maintenance/Employer/Quarterly-SUTA-Exports/California.htm

Building the California SUTA Download

Use the California form to build the quarterly SUTA download for California.

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

To build the California download:

1. On the Work Centers panel, click Tax > Quarterly Tax Processing > Quarterly SUTA Tax Processing (Client Reported) > California.

• Enter a client ID. If the client already exists, the system fills in the Client Name.
• Click the Client ID link to open the Select Client selector:
• Select a client from the list
• Search for a client ID or name
• Select a service type, employer, or status
• Click Done.

2. Click Build. The system displays the processing status as the download is built. If errors occur, fix them and then rebuild the download.

3. When the process is complete, click Close to return to the California page.

4. Click the Download link to download the file.

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Building the Connecticut Download

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Quarterly-SUTA-Exports/Connecticut.htm Path: PD/Maintenance/Employer/Quarterly-SUTA-Exports/Connecticut.htm

Building the Connecticut Download

Use this form to create the electronic SUTA file for uploading data to the state of Connecticut.

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

To access the form, in the Work Centers panel, under Tax, click Quarterly Tax Processing. Under Quarterly SUTA Tax Processing (Client Reported), select Connecticut.

To build the Connecticut download:

1. Complete the following fields:

In this field — Enter this

Year — The year for the download. Defaults to the current year.

Quarter — The quarter for the download. Defaults to the previous quarter based on the current date.

Client ID — The specific clients for the download. Click the link and select one or more clients from the Select Clients look-up. If blank, all clients are selected. Each selected client is disabled in the search list and added to the Selected Clients list. Click Done when you finish selecting clients.

2. Click Build. The system displays the processing status as the download is built. Fix any errors that are found and then rebuild the download.

3. When the process is complete, click Close to close the status window.

4. Click the Download link to download the file.

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Building the Employer Quarterly SUTA Tax Export

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Quarterly-SUTA-Exports/Employer-Quarterly-SUTA-Tax-Export.htm Path: PD/Maintenance/Employer/Quarterly-SUTA-Exports/Employer-Quarterly-SUTA-Tax-Export.htm

Building the Employer Quarterly SUTA Tax Export

Use this form to create electronic files that contain state unemployment data that will be sent to the various states. Each state has a different format.

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

To build the quarterly SUTA tax processing file for download:

1. On the Work Centers panel, click Tax > Quarterly Tax Processing > Government Exports > Employer Quarterly SUTA Tax Export.

2. Complete these fields as required:

• Taxable Gross Wages (Gross Wages minus non taxable earnings and section 125 sheltered earnings)
• Report Gross Wages | File Format | Select a file format relevant to the selected state. The state selected limits the available file formats. | | Employers | You can select from All Employers, All ASOs, All PEOs, or Selected Employers (default). If you select multiple employers, you can generate individual files for each employer or consolidate all employers into a single file. | | Employer / Employer Name | ID and name of the employer to be processed on this download. You can search by Employer ID or Employer Name. | | Tax Year | Year the quarterly download is based on. | | Tax Quarter | Quarter the quarterly download is based on. | | Output Filename | Name of the file to be downloaded. This is determined during the build. |

3. Click Build. A progress window opens.

4. Click Close when the report building is finished. You are presented with these options:

• Download File

• Download Report

• Download Report CSV

5. Click one of these export links and the file is downloaded.

File History

File History provides a way to save historical files and download them more than once. File History is closed by default, but can be expanded by clicking +. Filters let you narrow down search options by State, Employer ID, Tax Year, or Tax Quarter. In this example, Massachusetts was chosen as the State filter.

[Image: screenshot]

You can download historical files as .txt or .csv file by clicking the hyperlinks. In this example, if you click the first link under Report, the report is displayed and you can print it, save as PDF, or download in .XLS format.

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Building the Florida Download

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Quarterly-SUTA-Exports/Florida.htm Path: PD/Maintenance/Employer/Quarterly-SUTA-Exports/Florida.htm

Building the Florida Download

Use the Florida form to build the quarterly SUTA download for Florida.

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

To build the Florida download:

1. On the Work Centers panel, click Tax > Quarterly Tax Processing > Quarterly SUTA Tax Processing (Client Reported) > Florida.

In this field — Enter this

Year — The year for the download.

Quarter — The quarter for the download. Defaults to the previous quarter based on the current date.

Client No — The specific client for the download. The system displays the Client Number and Name. If blank, all clients are downloaded.

Use the PEO FEIN for this client — Whether to use the PEO FEIN for the selected client. This option is enabled only if a specific client is selected.

2. Click Build. The system displays the processing status as the download is built. If errors occur, fix them and then rebuild the download.

3. When the process is complete, click Close to return to the Florida page.

4. Click the Download link to download the file.

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Building the Georgia (CSV) Download

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Quarterly-SUTA-Exports/Georgia-CSV.htm Path: PD/Maintenance/Employer/Quarterly-SUTA-Exports/Georgia-CSV.htm

Building the Georgia (CSV) Download

Use the Georgia (CSV) form to build the quarterly SUTA download for Georgia.

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

To build the Georgia (CSV) download:

1. On the Work Centers panel, click Tax > Quarterly Tax Processing > Quarterly SUTA Tax Processing (Client Reported) > Georgia (CSV).

In this field — Enter this

Year — The year for the download.

Quarter — The quarter for the download. Defaults to the previous quarter based on the current date.

Client No — The specific client for the download. The system displays the Client Number and Name. If blank, all clients are downloaded.

2. Click Build. The system displays the processing status as the download is built. If errors occur, fix them and then rebuild the download.

3. When the process is complete, click Close to return to the Georgia (CSV) page.

4. Click the Download link to download the file.

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Building the Georgia (txt) Download

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Quarterly-SUTA-Exports/Georgia.htm Path: PD/Maintenance/Employer/Quarterly-SUTA-Exports/Georgia.htm

Building the Georgia (txt) Download

Use this form to build the quarterly SUTA download for Georgia.

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

To build the Georgia (txt) download:

1. On the Work Centers panel, click Tax > Quarterly Tax Processing > Quarterly SUTA Tax Processing (Client Reported) > Georgia (txt).

2. Complete these fields as required:

In this field — Enter this

Year — The year for the download.

Quarter — The quarter for the download. Defaults to the previous quarter based on the current date.

Client ID — Leave blank to select all clients or click the link to open the Select Client list. The list shows the Client ID, Client Name, Legal Name, Service Type, Employer, and Status. You can filter the list by Client ID or Client Name, Service Type, Status, or Employer. Close the list when done.

3. Click Run. If errors occur, fix them and then rebuild the download.

4. When the process is complete, click Close to return to the Georgia (txt) page.

5. Click the Download link to download the file.

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Building the Illinois Download

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Quarterly-SUTA-Exports/Illinois.htm Path: PD/Maintenance/Employer/Quarterly-SUTA-Exports/Illinois.htm

Building the Illinois Download

Use this form to create the electronic SUTA file for uploading data to the state of Illinois.

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

To access the form, in the Work Centers panel, under Tax click Quarterly Tax Processing. Under Quarterly SUTA Tax Processing (Client Reported), select Illinois.

To build the Kentucky download:

1. Complete these fields:

In this field — Enter this

Employer ID — The employer ID or click the Employer ID link and select one from the Select Employer look-up.

The following section is not visible when you open the form. It only appears after you enter a valid Employer ID.

Tax Contact Name — The name of the tax contact for the selected employer.

Employer Name — The employer name of the selected employer ID.

Tax Contact Phone — The phone number of the tax contact.

Address — The street address of the tax contact.

City — The city of the tax contact.

State — The state of the tax contact.

Zip Code — The zip code of the tax contact.

Tax Contact Email Address — The email address of the tax contact.

Federal EIN — The federal Employer Identification Number of the tax contact (must contain 9 characters)

Year — The year for the download. Defaults to the current year.

Quarter — The quarter for the download. Defaults to the previous quarter based on the current date.

Client ID — The specific client IDs for the download. Click the Client ID link and select one or more clients from the Select Clients look-up. Each selected client is disabled in the search list and added to the Selected Clients list. Click Done to complete client selection. Leave this field blank to download for all clients.

2. Click Build. The system displays the processing status as the download is built. Fix any errors that are found and then rebuild the download.

3. When the process is complete, click Close to close the status window.

4. Click the Download link to download the file.

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Building the Iowa Download

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Quarterly-SUTA-Exports/Iowa.htm Path: PD/Maintenance/Employer/Quarterly-SUTA-Exports/Iowa.htm

Building the Iowa Download

Use this form to create the electronic SUTA file for uploading data to the state of Iowa.

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

To access the form, in the Work Centers panel, under Tax click on Quarterly Tax Processing. Under Quarterly SUTA Tax Processing (Client Reported), select Iowa.

To build the Iowa download:

1. Complete these fields:

In this field — Enter this

Year — The year for the download. Defaults to the current year.

Quarter — The quarter for the download. Defaults to the previous quarter based on the current date.

Client ID — The specific client IDs for the download. Click the Client ID link and select one or more clients from the Select Clients look-up. Each selected client is disabled in the search list and added to the Selected Clients list. Click Done to complete client selection. Leave this field blank to download for all clients.

2. Click Build. The system displays the processing status as the download is built. Fix any errors that are found and then rebuild the download.

3. When the process is complete, click Close to close the status window.

4. Click the Download link to download the file.

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

Building the Kansas Download

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Quarterly-SUTA-Exports/Kansas.htm Path: PD/Maintenance/Employer/Quarterly-SUTA-Exports/Kansas.htm

Building the Kansas Download

Use this form to build the quarterly SUTA download for Kansas.

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

To build the Kansas download:

1. On the Work Centers panel, click Tax > Quarterly Tax Processing > Quarterly SUTA Tax Processing (Client Reported) > Kansas.

2. Complete these fields as required:

In this field — Enter this

Employer ID — Select a single employer ID from the Select Employer look-up.

Tax Contact This section opens after you select an employer ID. It is closed by default when you first access this form.

Tax Contact Name — The name of the tax contact for the employer.

Employer Name — The name of the selected employer ID.

Tax Contact Phone — The phone number of the tax contact.

Address — The street address of the tax contact.

City — The city of the tax contact.

State — The state of the tax contact.

Zip Code — The zip code of the tax contact.

Tax Contact Email Address — The email address of the tax contact.

Federal EIN — The federal Employer Identification Number of the tax contact (must contain 9 characters)

Parameter

Year — The year for the download. Defaults to the current year.

Quarter — The quarter for the download. Defaults to the previous quarter based on the current date.

Client ID — The specific client for the download. Click the link and select one or more clients from the Select Clients look-up. The system displays the Client ID, Client Name, Legal Name, Srvice Type, Employer, and Status. If blank, all clients are downloaded. Each selected client is disabled in the search list and added to the Selected Clients list. Click Done when you finish selecting clients.

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

4. When the process is complete, click Close to return to the Kansas page.

5. Click the Download link to download the file.

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

Building the Kentucky Download

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Quarterly-SUTA-Exports/Kentucky.htm Path: PD/Maintenance/Employer/Quarterly-SUTA-Exports/Kentucky.htm

Building the Kentucky Download

Use this form to create the electronic SUTA file for uploading data to the state of Kentucky.

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

To access the form, in the Work Centers panel, under Tax click Quarterly Tax Processing. Under Quarterly SUTA Tax Processing (Client Reported), select Kentucky.

To build the Kentucky download:

1. Complete the following fields:

Field — Description

Employer ID — The employer ID or click the Employer ID link and select one from the Select Employer look-up.

The following section is not visible when you open the form. It only appears after you enter a valid Employer ID.

Tax Contact Name — The name of the tax contact for the selected employer.

Employer Name — The employer name of the selected employer ID.

Tax Contact Phone — The phone number of the tax contact.

Address — The street address of the tax contact.

City — The city of the tax contact.

State — The state of the tax contact.

Zip Code — The zip code of the tax contact.

Tax Contact Email Address — The email address of the tax contact.

Federal EIN — The federal Employer Identification Number of the tax contact (must contain 9 characters)

Year — The year for the download. Defaults to the current year.

Quarter — The quarter for the download. Defaults to the previous quarter based on the current date.

Client ID — The specific client IDs for the download. Click the Client ID link and select one or more clients from the Select Clients look-up. Each selected client is disabled in the search list and added to the Selected Clients list. Click Done to complete client selection. Leave this field blank to download for all clients.

2. Click Build. The system displays the processing status as the download is built. Fix any errors that are found and then rebuild the download.

3. When the process is complete, click Close to close the status window.

4. Click the Download link to download the file.

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

Building the Louisiana Download

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Quarterly-SUTA-Exports/Louisiana.htm Path: PD/Maintenance/Employer/Quarterly-SUTA-Exports/Louisiana.htm

Building the Louisiana Download

Use this form to create the electronic SUTA file for uploading data to the state of Louisiana.

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

To build the Louisiana download:

1. On the Work Centers panel, select Tax > Quarterly Tax Processing > Quarterly SUTA Tax Processing (Client Reported) > Louisiana.

2. Click the link and select an Employer ID and then enter the following information. The tax contact information is not shown until you enter the Employer ID.

In this field — Enter this

Employer ID — Select a single employer ID from the Select Employer look-up.

Tax Contact This section opens after you select an employer ID. It is closed by default when you first access this form.

Tax Contact Name — The name of the tax contact for the employer.

Employer Name — The name of the selected employer ID.

Tax Contact Phone — The phone number of the tax contact.

Address — The street address of the tax contact.

City — The city of the tax contact.

State — The state of the tax contact.

Zip Code — The zip code of the tax contact.

Tax Contact Email Address — The email address of the tax contact.

Federal EIN — The federal Employer Identification Number of the tax contact (must contain 9 characters)

Parameter

Year — The year for the download. Defaults to the current year.

Quarter — The quarter for the download. Defaults to the previous quarter based on the current date.

Client — The specific client for the download. Click the link and select a client from the Select Client look-up. The system displays the Client Number and Name. If blank, all clients are downloaded.

Use Client or Employer EIN — Whether to place either the client’s or the employer’s FEIN number in the file that is generated on the RE record.

Multi State Indicator — Whether the state is a multi-state employer.

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

4. When the process is complete, click Close to return to the Louisiana page.

5. Click the Download link to download the file.

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

Building the Michigan-72 Byte Download

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Quarterly-SUTA-Exports/Michigan-72-Byte.htm Path: PD/Maintenance/Employer/Quarterly-SUTA-Exports/Michigan-72-Byte.htm

Building the Michigan-72 Byte Download

The Michigan (72 Byte) quarterly download provides payroll information for a specified year, quarter, and company ID, where Michigan is a client reported state.

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

To build this file:

1. On the Work Centers panel, click Tax > Quarterly Tax Processing > Quarterly SUTA Tax Processing (Client Reported) > Michigan (72 byte).

2. Complete these fields as required.

• select a client from the list
• search for a client ID or name
• select a service type, employer, or status

3. Click Build. The system displays the processing status as the download is built. If errors occur, fix them and then rebuild the download.

4. When the process is complete, click Close to return to the Michigan (72 byte) page.

5. Click the Download link to download the file.

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

Building the Michigan Standard Download

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Quarterly-SUTA-Exports/Michigan-Standard.htm Path: PD/Maintenance/Employer/Quarterly-SUTA-Exports/Michigan-Standard.htm

Building the Michigan Standard Download

Use the Michigan standard form to build the quarterly SUTA download for Michigan.

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

To build the Michigan standard download:

1. On the Work Centers panel, click Tax > Quarterly Tax Processing > Quarterly SUTA Tax Processing (Client Reported) > Michigan.

• All Clients or Employers - Includes all clients or employers.
• Company - Limit the report to a specific company.
• Employer - Limit the report to a specific employer. | Year | Four digit year for the report download. | | Quarter | The quarter for the download. Defaults to the previous quarter based on the date entered. | | Final Report | Enter 1 for Yes or 0 for No. This appears in the Tax portion of the 1028. | | Apportionment | Enter 1 for Yes or 0 for No. This appears in the Tax portion of the 1028. | | Amended | Enter 1 for Yes or 0 for No. |

2. Click Build. The system displays the processing status as the download is built. If errors occur, fix them and then rebuild the download.

3. When the process is complete, click Close to return to the Michigan page.

4. Click the Download link to download the file.

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

Building the Minnesota Download

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Quarterly-SUTA-Exports/Minnesota.htm Path: PD/Maintenance/Employer/Quarterly-SUTA-Exports/Minnesota.htm

Building the Minnesota Download

Use this form to create the electronic SUTA file for uploading data to the state of Minnesota.

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

To access the form, in the Work Centers panel, under Tax click on Quarterly Tax Processing. Under Quarterly SUTA Tax Processing (Client Reported), select Minnesota.

To build the Minnesota download:

1. Complete these fields:

In this field — Enter this

Year — The year for the download. Defaults to the current year.

Quarter — The quarter for the download. Defaults to the previous quarter based on the current date.

Client ID — The specific client IDs for the download. Click the Client ID link and select one or more clients from the Select Clients look-up. Each selected client is disabled in the search list and added to the Selected Clients list. Click Done to complete client selection. Leave this field blank to download for all clients.

2. Click Build. The system displays the processing status as the download is built. Fix any errors that are found and then rebuild the download.

3. When the process is complete, click Close to close the status window.

4. Click the Download link to download the file.

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

Building the Mississippi Download

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Quarterly-SUTA-Exports/Mississippi.htm Path: PD/Maintenance/Employer/Quarterly-SUTA-Exports/Mississippi.htm

Building the Mississippi Download

Use this form to create the electronic SUTA file for uploading data to the state of Mississipi.

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

To access the form, in the Work Centers panel, under Tax click on Quarterly Tax Processing. Under Quarterly SUTA Tax Processing (Client Reported), select Mississippi.

To build the Mississippi download:

1. Complete these fields:

In this field — Enter this

Year — The year for the download. Defaults to the current year.

Quarter — The quarter for the download. Defaults to the previous quarter based on the current date.

Client ID — The specific client IDs for the download. Click the Client ID link and select one or more clients from the Select Clients look-up. Each selected client is disabled in the search list and added to the Selected Clients list. Click Done to complete client selection. Leave this field blank to download for all clients.

2. Click Build. The system displays the processing status as the download is built. Fix any errors that are found and then rebuild the download.

3. When the process is complete, click Close to close the status window.

4. Click the Download link to download the file.

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

Building the Missouri Download

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Quarterly-SUTA-Exports/Missouri.htm Path: PD/Maintenance/Employer/Quarterly-SUTA-Exports/Missouri.htm

Building the Missouri Download

Use this form to create the electronic SUTA file for uploading data to the state of Missouri.

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

To access the form, in the Work Centers panel, under Tax click on Quarterly Tax Processing. Under Quarterly SUTA Tax Processing (Client Reported), select Missouri.

To build the Missouri download:

1. Complete these fields:

In this field — Enter this

Year — The year for the download. Defaults to the current year.

Quarter — The quarter for the download. Defaults to the previous quarter based on the current date.

Client ID — The specific client IDs for the download. Click the Client ID link and select one or more clients from the Select Clients look-up. Each selected client is disabled in the search list and added to the Selected Clients list. Click Done to complete client selection. Leave this field blank to download for all clients.

2. Click Build. The system displays the processing status as the download is built. Fix any errors that are found and then rebuild the download.

3. When the process is complete, click Close to close the status window.

4. Click the Download link to download the file.

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

Building the Nebraska Download

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Quarterly-SUTA-Exports/Nebraska.htm Path: PD/Maintenance/Employer/Quarterly-SUTA-Exports/Nebraska.htm

Building the Nebraska Download

Use this form to create the electronic SUTA file for uploading data to the state of Nebraska.

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

To access the form, in the Work Centers panel under Tax, click Quarterly Tax Processing. Under Quarterly SUTA Tax Processing (Client Reported), select Nebraska.

To build the Nebraska download:

1. Complete the following fields:

In this field — Enter this

Year — The year for the download. Defaults to the current year.

Quarter — The quarter for the download. Defaults to the previous quarter based on the current date.

Client ID — The specific clients for the download. Click the link and select one or more clients from the Select Clients look-up. If blank, all clients are selected. Each selected client is disabled in the search list and added to the Selected Clients list. Click Done when you finish selecting clients.

2. Click Build. The system displays the processing status as the download is built. Fix any errors that are found and then rebuild the download.

3. When the process is complete, click Close to close the status window.

4. Click the Download link to download the file.

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

Building the Nevada Download

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Quarterly-SUTA-Exports/Nevada.htm Path: PD/Maintenance/Employer/Quarterly-SUTA-Exports/Nevada.htm

Building the Nevada Download

Use this form to create the electronic SUTA file for uploading data to the state of Nevada.

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

To access the form, in the Work Centers panel, under Tax click on Quarterly Tax Processing. Under Quarterly SUTA Tax Processing (Client Reported), select Nevada.

To build the Nevada download:

1. Complete these fields:

In this field — Enter this

Submitter — Enter the EFW2 Submitter ID. This is set to DEFAULT. For specific submitters, manually enter the Submitter ID or select it from the Select EFW2 Submitter window. This pulls information from the EFW2 Submitter record.

Year — The year for the download. Defaults to the current year.

Quarter — The quarter for the download. Defaults to the previous quarter based on the current date.

Client ID — The specific client IDs for the download. Click the Client ID link and select one or more clients from the Select Clients look-up. Each selected client is disabled in the search list and added to the Selected Clients list. Click Done to complete client selection. Leave this field blank to download for all clients.

2. Click Build. The system displays the processing status as the download is built. Fix any errors that are found and then rebuild the download.

3. When the process is complete, click Close to close the status window.

4. Click the Download link to download the file.

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

Building the North Carolina Download

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Quarterly-SUTA-Exports/North%20Carolina.htm Path: PD/Maintenance/Employer/Quarterly-SUTA-Exports/North Carolina.htm

Building the North Carolina Download

Use the following North Carolina form to create the electronic SUTA file for uploading data to the state of North Carolina.

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

To access the form, in the Work Centers panel, under Tax, click Quarterly Tax Processing. Under Quarterly SUTA Tax Processing (Client Reported), select North Carolina.

To build the North Carolina download:

1. Complete these fields:

In this field — Enter this

Year — The year for the download. Defaults to the current year.

Quarter — The quarter for the download. Defaults to the previous quarter based on the current date.

Client ID — The specific client IDs for the download. Click the Client ID link and select one or more clients from the Select Clients look-up. Each selected client is disabled in the search list and added to the Selected Clients list. Click Done to complete client selection. Leave this field blank to download for all clients.

2. Click Build. The system displays the processing status as the download is built. Fix any errors that are found and then rebuild the download.

3. When the process is complete, click Close to close the status window.

4. Click the Download link to download the file.

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

Building the Ohio Download

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Quarterly-SUTA-Exports/Ohio.htm Path: PD/Maintenance/Employer/Quarterly-SUTA-Exports/Ohio.htm

Building the Ohio Download

Use this form to create the electronic SUTA file for uploading data to the state of Ohio.

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

To build the Ohio download:

1. On the Work Centers panel, select Tax > Quarterly Tax Processing > Quarterly SUTA Tax Processing (Client Reported) > Ohio.

2. Click the link and select an Employer ID and then enter the following information. The tax contact information is not shown until you enter the Employer ID.

In this field — Enter this

Employer ID — Select a single employer ID from the Select Employer look-up.

Tax Contact This section opens after you select an employer ID. It is closed by default when you first access this form.

Tax Contact Name — The name of the tax contact for the employer.

Employer Name — The name of the selected employer ID.

Tax Contact Phone — The phone number of the tax contact.

Address — The street address of the tax contact.

City — The city of the tax contact.

State — The state of the tax contact.

Zip Code — The zip code of the tax contact.

Tax Contact Email Address — The email address of the tax contact.

Federal EIN — The Federal Employer Identification Number of the tax contact (must contain 9 characters)

Parameter

Year — The year for the download. Defaults to the current year.

Quarter — The quarter for the download. Defaults to the previous quarter based on the current date.

Client ID — The specific client for the download. Click the link and select a client from the Select Client look-up. The system displays the Client Number and Name. If blank, all clients are downloaded.

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

4. When the process is complete, click Close to return to the Ohio page.

5. Click the Download link to download the file.

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

Building the Oklahoma Download

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Quarterly-SUTA-Exports/Oklahoma.htm Path: PD/Maintenance/Employer/Quarterly-SUTA-Exports/Oklahoma.htm

Building the Oklahoma Download

Use the Oklahoma form to build the quarterly SUTA download for Oklahoma.

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

To build the Oklahoma download:

1. On the Work Centers panel, click Tax > Quarterly Tax Processing > Quarterly SUTA Tax Processing (Client Reported) > Oklahoma.

In this field — Enter this

Year — The year for the download.

Quarter — The quarter for the download. Defaults to the previous quarter based on the current date.

Client No — The specific client for the download. The system displays the Client Number and Name. If blank, all clients are downloaded.

FEIN — Whether to use the PEO FEIN for the selected company or employer. This option is enabled only if a specific company or employer is selected.

2. Click Build. The system displays the processing status as the download is built. If errors occur, fix them and then rebuild the download.

3. When the process is complete, click Close to return to the Oklahoma page.

4. Click the Download link to download the file.

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

Building the Oregon Download

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Quarterly-SUTA-Exports/Oregon.htm Path: PD/Maintenance/Employer/Quarterly-SUTA-Exports/Oregon.htm

Building the Oregon Download

Use this form to create an export file, to upload to the state of Oregon for SUTA reporting. When the processing is complete, a link is available to download the file.

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

To access the form, on the Work Centers panel, under Tax click Quarterly Tax Processing. Under Quarterly SUTA Tax Processing (Client Reported), select Oregon.

To build the Oregon download:

1. Complete these fields:

In this field — Enter this

Year — The year for the download. Defaults to the current year.

Quarter — The quarter for the download. Defaults to the previous quarter based on the current date.

Client — The specific client ID for the download. Click the Client link and select the client from the Select Client look-up. Leave this field blank to select all clients.

2. Click Build. The system displays the processing status as the download is built. Fix any errors that are found and then rebuild the download.

3. When the process is complete, click Close to close the status window.

4. Click the Download link to download the file.

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

Building the Pennsylvania (Bulk by Client Under Employer) Download

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Quarterly-SUTA-Exports/Pennsylvania%20(Bulk%20by%20Client%20Under%20Employer).htm Path: PD/Maintenance/Employer/Quarterly-SUTA-Exports/Pennsylvania (Bulk by Client Under Employer).htm

Building the Pennsylvania (Bulk by Client Under Employer) Download

Use this form to build the (bulk by client under employer) quarterly SUTA download for Pennsylvania in CSV format.

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

To build the Pennsylvania (Bulk by Client Under Employer) download:

1. On the Work Centers panel, click Tax > Quarterly Tax Processing > Quarterly SUTA Tax Processing (Client Reported) > Pennsylvania (Bulk by Client Under Employer).

2. Complete these fields as required:

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

4. When the process is complete, click Close to return to the Pennsylvania (Bulk by Client Under Employer) page.

5. Click the Download link to download the file.

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

Building the Pennsylvania (TXT) Download

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Quarterly-SUTA-Exports/Pennsylvania%20(TXT).htm Path: PD/Maintenance/Employer/Quarterly-SUTA-Exports/Pennsylvania (TXT).htm

Building the Pennsylvania (TXT) Download

Use this form to build the quarterly SUTA download for Pennsylvania in TXT format.

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

To build the Pennsylvania (TXT) download:

1. On the Work Centers panel, click Tax > Quarterly Tax Processing > Government Export > Client Reporting > Pennsylvania (TXT).

2. Complete these fields as required:

In this field — Enter this

Employer ID — Select a single employer ID from the Select Employer look-up.

Tax Contact This section opens after you select an employer ID. It is closed by default when you first access this form.

Tax Contact Name — The name of the tax contact for the employer.

Employer Name — The name of the selected employer ID.

Tax Contact Phone — The phone number of the tax contact.

Address — The street address of the tax contact.

City — The city of the tax contact.

State — The state of the tax contact.

Zip Code — The zip code of the tax contact.

Tax Contact Email Address — The email address of the tax contact.

Federal EIN — The Federal Employer Identification Number of the tax contact (must contain 9 characters)

Parameter

Year — The year for the download. Defaults to the current year.

Quarter — The quarter for the download. Defaults to the previous quarter based on the current date.

Client ID — The specific client for the download. Click the link and select a client from the Select Client look-up. The system displays the Client Number and Name. If blank, all clients are downloaded.

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

4. When the process is complete, click Close to return to the Pennsylvania (TXT) page.

5. Click the Download link to download the file.

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

Building the Pennsylvania (Individual Client) Download

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Quarterly-SUTA-Exports/Pennsylvania%20Individual%20Client.htm Path: PD/Maintenance/Employer/Quarterly-SUTA-Exports/Pennsylvania Individual Client.htm

Building the Pennsylvania (Individual Client) Download

Use this form to build the quarterly SUTA download for Pennsylvania for a specific client in CSV format.

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

To build the Pennsylvania (Individual Client) download:

1. On the Work Centers panel, click Tax > Quarterly Tax Processing > Quarterly SUTA Tax Processing (Client Reported) > Pennsylvania (Individual Client).

2. Complete these fields as required:

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

4. When the process is complete, click Close to return to the Pennsylvania (Individual Client) page.

5. Click the Download link to download the file.

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

Building the Rhode Island Download

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Quarterly-SUTA-Exports/Rhode%20Island.htm Path: PD/Maintenance/Employer/Quarterly-SUTA-Exports/Rhode Island.htm

Building the Rhode Island Download

Use this form to create the electronic SUTA file for uploading data to the state of Rhode Island.

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

To access the form, in the Work Centers panel, under Tax, click Quarterly Tax Processing. Under Quarterly SUTA Tax Processing (Client Reported), select Rhode Island.

To build the Rhode Island download:

1. Complete these fields as required

In this field — Enter this

Year — The year for the download. Defaults to the current year.

Quarter — The quarter for the download. Defaults to the previous quarter based on the current date.

Client ID — The specific clients for the download. Click the link and select one or more clients from the Select Clients look-up. If blank, all clients are selected. Each selected client is disabled in the search list and added to the Selected Clients list. Click Done when you finish selecting clients.

2. Click Build. The system displays the processing status as the download is built. Fix any errors that are found and then rebuild the download.

3. When the process is complete, click Close to close the status window.

4. Click the Download link to download the file.

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

Building the South Carolina Download

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Quarterly-SUTA-Exports/South%20Carolina.htm Path: PD/Maintenance/Employer/Quarterly-SUTA-Exports/South Carolina.htm

Building the South Carolina Download

Use this form to create the electronic SUTA file for uploading data to the state of South Carolina.

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

To access the form, in the Work Centers panel, under Tax click on Quarterly Tax Processing. Under Quarterly SUTA Tax Processing (Client Reported), select South Carolina.

To build the South Carolina download:

1. Complete these fields:

• Taxable Wages
• Gross Wages | Year | The year for the download. Defaults to the current year. | | Quarter | The quarter for the download. Defaults to the previous quarter based on the current date. | | Client ID | The specific client IDs for the download. Click the Client ID link and select one or more clients from the Select Clients look-up. Each selected client is disabled in the search list and added to the Selected Clients list. Click Done to complete client selection. Leave this field blank to download for all clients. |

2. Click Build. The system displays the processing status as the download is built. Fix any errors that are found and then rebuild the download.

3. When the process is complete, click Close to close the status window.

4. Click the Download link to download the file.

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

Building the Tennessee Download

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Quarterly-SUTA-Exports/Tennessee.htm Path: PD/Maintenance/Employer/Quarterly-SUTA-Exports/Tennessee.htm

Building the Tennessee Download

Use this form to create the electronic SUTA file for uploading data to the state of Tennessee.

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

To build the Tennessee download:

1. On the Work Centers panel, select Tax > Quarterly Tax Processing > Quarterly SUTA Tax Processing (Client Reported) > Tennessee.

2. Complete these fields as required:

In this field — Enter this

Report Year — The year for the download.

Quarter — The quarter for the download. Defaults to the previous quarter based on the current date.

Client ID — Leave blank to select all clients or click the link to make a selection from the Select Client list. The list shows the Client ID, Client Name, Legal Name, Service Type, Employer, and Status. You can filter the list by Client ID or Client Name, Service Type, Status, or Employer. Close the window when finished.

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

4. Click Close when the process is complete to return to the Tennessee page.

5. Click the Download link to download the file.

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

Building the Vermont Download

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Quarterly-SUTA-Exports/Vermont.htm Path: PD/Maintenance/Employer/Quarterly-SUTA-Exports/Vermont.htm

Building the Vermont Download

Use this form to create an export file, to upload to the state of Vermont for SUTA reporting. When the processing is complete, a link is available to download the file.

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

To access the form, on the Work Centers panel, under Tax click Quarterly Tax Processing. Under Quarterly SUTA Tax Processing (Client Reported), select Vermont.

To build the Vermont download:

1. Complete the following fields:

Field — Description

Year — The year for the download. Defaults to the current year.

Quarter — The quarter for the download. Defaults to the previous quarter based on the current date.

Client ID — The specific client IDs for the download. Click the Client ID link and select the clients from the Select Client look-up. Leave this field blank to select all clients having client reported Vermont SUTAs.

2. Click Build. The system displays the processing status as the download is built. Fix any errors that are found and then rebuild the download.

3. When the process is complete, click Close to close the status window.

4. Click the Download link to download the file.

5. Click Clear to clear the screen.

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

Building the Virginia Download

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Quarterly-SUTA-Exports/Virginia.htm Path: PD/Maintenance/Employer/Quarterly-SUTA-Exports/Virginia.htm

Building the Virginia Download

Use this form to create the electronic SUTA file for uploading data to the state of Virginia.

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

To access the form, in the Work Centers panel, under Tax click on Quarterly Tax Processing. Under Quarterly SUTA Tax Processing (Client Reported), select Virginia.

To build the Virginia download:

1. Complete these fields:

In this field — Enter this

Year — The year for the download. Defaults to the current year.

Quarter — The quarter for the download. Defaults to the previous quarter based on the current date.

Client ID — The specific client IDs for the download. Click the Client ID link and select one or more clients from the Select Clients look-up. Each selected client is disabled in the search list and added to the Selected Clients list. Click Done to complete client selection. Leave this field blank to download for all clients.

2. Click Build. The system displays the processing status as the download is built. Fix any errors that are found and then rebuild the download.

3. When the process is complete, click Close to close the status window.

4. Click the Download link to download the file.

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

Building the Washington Download

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Quarterly-SUTA-Exports/Washington.htm Path: PD/Maintenance/Employer/Quarterly-SUTA-Exports/Washington.htm

Building the Washington Download

Use this form to create the electronic SUTA file for uploading data to the state of Washington.

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

To build the Washington download:

1. On the Work Centers panel, select Tax > Quarterly Tax Processing > Quarterly SUTA Tax Processing (Client Reported) > Washington.

2. Complete these fields as required:

In this field — Enter this

Report Year — The year for the download.

Quarter — The quarter for the download. Defaults to the previous quarter based on the current date.

Client ID — Leave blank to select all clients or click the link to make a selection from the Select Client list. The list shows the Client ID, Client Name, Legal Name, Service Type, Employer, and Status. You can filter the list by Client ID or Client Name, Service Type, Status, or Employer. Close the list when finished.

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

4. Click Close when the process is complete to return to the Washington page.

5. Click the Download link to download the file.

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

Building the Wisconsin Download

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Quarterly-SUTA-Exports/Wisconsin.htm Path: PD/Maintenance/Employer/Quarterly-SUTA-Exports/Wisconsin.htm

Building the Wisconsin Download

Use this form to create the electronic SUTA file for uploading data to the state of Wisconsin.

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

To build the Wisconsin download:

1. On the Work Centers panel, select Tax > Quarterly Tax Processing > Government Exports> Quarterly SUTA Tax Processing (Client Reported) > Wisconsin

2. Complete these fields as required:

In this field — Enter this

Report Year — The year for the download.

Quarter — The quarter for the download. Defaults to the previous quarter based on the current date.

Client ID — Leave blank to select all clients or click the link to make a selection from the Select Client list. The list shows the Client ID, Client Name, Legal Name, Service Type, Employer, and Status. You can filter the list by Client ID or Client Name, Service Type, Status, or Employer. Close the window when finished.

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

4. Click Close when the process is complete to return to the Wisconsin page.

5. Click the Download link to download the file.

JIRA # RRT-6863 CSH 1283

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

Quarterly Tax Processing

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Quarterly-Tax-Processing.htm Path: PD/Maintenance/Employer/Quarterly-Tax-Processing.htm

Quarterly Tax Processing

The options available in the Quarterly Tax Processing work center are organized under the following headings:

• Government Exports

• Quarterly SUTA Tax Processing (Client Reported)

• 3rd-Party Exports

• Quarterly Tax Exports

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

Rebuilding the Tax Journal

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Rebuild-Tax-Journal.htm Path: PD/Maintenance/Employer/Rebuild-Tax-Journal.htm

Rebuilding the Tax Journal

When PrismHR posts a payroll, it collects voucher data and writes it to the TAX.JOURNAL file. The Mastertax PTS export file is built based on values stored in the TAX.JOURNAL file. The final step of these processes is archiving voucher data from the file, so that voucher data is not reported twice. It is possible that either of these files can become corrupted, so you need to rebuild this file using historical payroll data. The Rebuild Tax Journal file completes this process.

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

To rebuild the journal:

1. Click Back Office.

2. From Employer|Action, select Rebuild Tax Journal file.

3. Complete these fields as required.

Field — Description

Clear Tax Journal prior to rebuild? — Select No so that the process does not delete existing values. Payroll vouchers that are selected in the next screen are added. Select Yes to delete all values in TAX.JOURNAL before rebuilding. Contact PrismHR Support before attempting this action.

Use Pay Date or Post Date — Determines the data to look at when adding voucher data back to the tax journal.

Pay Dates — Start/End Pay Date: Enter the starting and ending pay dates for this rebuild process.

Post Dates — Start/End Post Date: Enter the starting and ending posting dates for this rebuild process.

Employer ID — Select the employer ID for this process.

Client ID — Optional: Select the client ID for this process.

4. Click Run. The system asks if you want to proceed.

5. Click Yes. The system displays a rebuild progress window.

6. Click Report to view or download the report. See Viewing the Job Control Status Report

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

Building the Reconciliation Tax Summary

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Recon-Tax-Summary.htm Path: PD/Maintenance/Employer/Recon-Tax-Summary.htm

Building the Reconciliation Tax Summary

The MasterTax RTS (Reconciliation Tax Summary) file build process reviews the various tax registers and generates a file in a specific format for a third party vendor called MasterTax. Run this process quarterly and use it to reconcile the check amounts that were imported throughout the previous three months. Now, positive and or negative adjustments made in the grid in the FUTA Credit Adjustment Entry form displays on the MasterTax Reconciliation Tax Summary (RTS). The values entered in the grid adjust the state XX-17 total YTD value in the RTS. This will not require a register rebuild, instead when you run the RTS, any value in the grid will offset either the E or F code record based on the Employet and/or Client setup.

Adjustments to the xx-17 record will be saved and stored to the Futa Credit Adjustment Entry grid for each employee.

The 501 record is reduced in statistic four (which is the employee count) by any employee in which an adjustment reduces their FUTA taxable wages to 0 for the state, or increase the 501 record by any employee in which an adjustment adds fUTA taxable wages that were not originally to be reported.

There are multiple versions of this form as well as a NON SBEA and SBEA build that look to different tax registers when generating the values on the file. These build types are controlled by the MasterTax Interface parameter form.

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

To build the RTS file:

1. On the Work Centers panel, click MasterTax Processing > File Exports > Mastertax RTS File Build.

2. Complete these fields as required:

• On 501 records for 00-80 and 00-81, the full value under these tax codes populates under statistic 1.
• On FE0000-116H and FE0000-117H records, statistic 1 is set to 0. | RTS File History | You can save and download historical files with the following information: - The date and time the process was started - The user who started the process - A hyperlink to download the file - SBEA Relationship file - RTS file summary report - RTS file detail report |
• The date and time the process was started
• The user who started the process
• A hyperlink to download the file
• SBEA Relationship file
• RTS file summary report
• RTS file detail report | Configuration Information | Displays the MasterTax version number. You cannot build an RTS file unless you are using MasterTax Version 39 or greater. |

3. Click Build. A progress window displays. You can download an RTS file, or view an audit detail or summary report.

Note: Note: If an RTS build process is already running when you attempt to build the file, the system displays a message stating that the process is currently running for and was started at . You cannot build the file until the current process has finished.

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

401(k) Extended Download

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Retirement-Exports/401(k)%20Extended%20Download.htm Path: PD/Maintenance/Employer/Retirement-Exports/401(k) Extended Download.htm

401(k) Extended Download

Use this form to generate a retirement export that shows both eligible and participants for 401(k) plans. This is not related to a 401(k) TPA, but is a generic export. See also: Exporting Retirement Contributions.

To set up the 401(k) Extended Download retirement export, complete the following fields as required:

• Eligible and Participants (Default) - This will return hours and pay values for everyone for the full Pay Date Range entered.
• Participants Only - This will return hours and pay values only from Election Effective Date. | Plan ID | Enter the retirement plan ID, or click the Plan ID link to select the retirement plan from the Select Plan selector. | | Start Pay Date | Enter the starting pay date for which this download will be generated. | | End Pay Date | Enter the ending pay date for which this download will be generated. | | Client ID | This field is optional. If you want to limit this download to a specific client, enter that client ID, or click the Client ID link and select the client from the Select Client selector. Leave it blank to select all clients. | | Employer ID | This field is optional. If you want to limit this download to a specific employer, enter that employer ID, or click the Employer ID link and select the employer from the Select employer selector. Leave it blank to select all employers. | | Service Type | If you would like to limit the download to a specific employer type, select one of the following options from the drop-down: - All - This means include all employer types - Administrative Services Only - Professional Employer Services - Payroll Processing - Admin Services/Alt Billing Only - Corporate Payroll - HR Services (No Payroll) |
• All - This means include all employer types
• Administrative Services Only
• Professional Employer Services
• Payroll Processing
• Admin Services/Alt Billing Only
• Corporate Payroll
• HR Services (No Payroll) | Combine First and Last Name into One Column | This is a check box. Use it in one of the following ways: - Checked - if you want the first and last name to be combined into one column.- This is the default option. - Unchecked - if you do not want the first and last name to be combined into one column. |
• Checked - if you want the first and last name to be combined into one column.- This is the default option.
• Unchecked - if you do not want the first and last name to be combined into one column. | Exclude 1099 Employees | This is a check box. Use it in one of the following ways: - Checked - if you want to exclude 1099 employees from the download. This is the default option. - Unchecked - if you want to include 1099 employees from the download. |
• Checked - if you want to exclude 1099 employees from the download. This is the default option.
• Unchecked - if you want to include 1099 employees from the download. | Include Successor Deferrals | This is a check box. Use it in one of the following ways: - Unchecked - This is the default option. The retirement export file will not include the successor deferrals. - Checked - If this box is checked, then the retirement export file will include the following four columns. The EMPLOYEE TOTAL would include these. - SUCCESSOR RETIREMENT DEFERRAL AMOUNT - SUCCESSOR CATCH-UP DEFERRAL AMOUNT - SUCCESSOR ROTH DEFERRAL AMOUNT - SUCCESSOR ROTH CATCH-UP DEFERRAL AMOUNT |
• Unchecked - This is the default option. The retirement export file will not include the successor deferrals.
• Checked - If this box is checked, then the retirement export file will include the following four columns. The EMPLOYEE TOTAL would include these.
• SUCCESSOR RETIREMENT DEFERRAL AMOUNT
• SUCCESSOR CATCH-UP DEFERRAL AMOUNT
• SUCCESSOR ROTH DEFERRAL AMOUNT
• SUCCESSOR ROTH CATCH-UP DEFERRAL AMOUNT | Status Codes | This field is optional. Leave this field blank to include all employee statuses in the retirement export file. If you want to restrict this file to include only certain types of employee statuses, enter them here or click the Employee Status link select them from the Select Employment Status dialog box. | ========================================================================

ADP

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Retirement-Exports/ADP.htm Path: PD/Maintenance/Employer/Retirement-Exports/ADP.htm

ADP

See also: Exporting Retirement Contributions.

To build the ADP retirement exports download:

1. Click the ADP Export Setup link — a new window opens where you can review and edit the ADP Export Setup options.

• To edit the ADP Export Setup, click on fields you want to edit.

• Click (x) to remove a client.

• Click (+) to add a row and enter a participating Client ID, or click the Client ID link to select one.

2. File Type is read only — 300 Byte Download.

3. Enter a 401(k) Plan ID or click the Plan ID link and select one.

4. Enter Start Pay Date - the start date of the pay period for which you want to download the exports.

5. Enter End Pay Date - the end date of the pay period for which you want to download the exports.

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

Anico

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Retirement-Exports/Anico.htm Path: PD/Maintenance/Employer/Retirement-Exports/Anico.htm

Anico

To set up the Anico retirement export, complete these fields as required. See also: Exporting Retirement Contributions.

• Click Client ID and select a client from the list (the selection appears in the Selected Clients list).
• Search for a client ID or name.

• Select a service type, employer, or status.

Boston Land

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Retirement-Exports/Boston%20Land.htm Path: PD/Maintenance/Employer/Retirement-Exports/Boston Land.htm

Boston Land

To set up the Boston Land retirement export, complete these fields as required. See also: Exporting Retirement Contributions.

• Click Client ID and select a client from the list (the selection appears in the Selected Clients list).
• Search for a client ID or name.

• Select a service type, employer, or status.

Fascorp

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Retirement-Exports/Fascorp.htm Path: PD/Maintenance/Employer/Retirement-Exports/Fascorp.htm

Fascorp

To set up the Fascorp retirement export, complete these fields as required. See also: Exporting Retirement Contributions.

• Click Client ID and select a client from the list (the selection appears in the Selected Clients list).
• Search for a client ID or name.

• Select a service type, employer, or status.

Generic (Non Third Party) Retirement Export

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Retirement-Exports/Generic%20(Non%20Third%20Party).htm Path: PD/Maintenance/Employer/Retirement-Exports/Generic (Non Third Party).htm

Generic (Non Third Party) Retirement Export

To set up a generic retirement export, complete these fields as required.

See also: Exporting Retirement Contributions.

• Census (Default)
• Participants - This will return hours and pay values only from Election Effective Date.
• Eligible and Participants (Default) - This will return hours and pay values for everyone for the full Pay Date Range entered. | Plan ID | Opens the Select Plan selector. For example, 401K can be the plan ID and plan name. Leave this field blank to select all plans. | | Start/End Pay Date | Starting and ending pay dates. For example, 7/24/20 and 7/31/20. Required field. | | Client ID | Select a client ID (leave blank for all clients). The Select Client Window opens. You can: - Click Client ID and select a client from the list (the selection appears in the Selected Clients list). - Search for a client ID or name. - Select a service type, employer, or status. Click Done when you are finished with client selection. The Client ID and Client Name are filled in for each selection you made. |
• Click Client ID and select a client from the list (the selection appears in the Selected Clients list).
• Search for a client ID or name.
• Select a service type, employer, or status. | Employer | Employer ID. Provides a look-up to the single Select Employer selector. | | Service Type | Type of service. Options include: - All - Equivalent to a blank field - Administrative Services Only - Professional Employer Services - Payroll Processing Only - Admin Services/Alt. Billing - Corporate Payroll - HR Services (No Payroll) |
• All - Equivalent to a blank field
• Administrative Services Only
• Professional Employer Services
• Payroll Processing Only
• Admin Services/Alt. Billing
• Corporate Payroll

• HR Services (No Payroll)

Great West

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Retirement-Exports/Great%20West.htm Path: PD/Maintenance/Employer/Retirement-Exports/Great West.htm

Great West

To set up the Great West retirement export, complete these fields as required. See also: Exporting Retirement Contributions.

• Click Client ID and select a client from the list (the selection appears in the Selected Clients list).
• Search for a client ID or name.

• Select a service type, employer, or status.

ING

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Retirement-Exports/ING.htm Path: PD/Maintenance/Employer/Retirement-Exports/ING.htm

ING

To set up the ING retirement export, complete these fields as required. See also: Exporting Retirement Contributions.

• Click Client ID and select a client from the list (the selection appears in the Selected Clients list).
• Search for a client ID or name

• Select a service type, employer, or status

John Hancock

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Retirement-Exports/John%20Hancock.htm Path: PD/Maintenance/Employer/Retirement-Exports/John Hancock.htm

John Hancock

To set up the John Hancock retirement export, complete these fields. See also: Exporting Retirement Contributions.

• Leave empty to select all clients that you has access to OR
• Click the Client ID link and select the clients you have access to for the export. Click Done when finished selection. | If File Format is selected as Contribution Old, then complete the following fields: | | | Plan ID | Enter the Plan ID or click the Plan ID link to select a plan from the list. | | Year | Enter the year. Defaults to the current year. | | Plan Period | Enter the plan period. | ========================================================================

Kentucky Retirement Systems

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Retirement-Exports/Kentucky%20Retirement%20Systems.htm Path: PD/Maintenance/Employer/Retirement-Exports/Kentucky Retirement Systems.htm

Kentucky Retirement Systems

To set up the Kentucky Retirement Systems export, complete these fields as required. See also: Exporting Retirement Contributions.

• Click Client ID and select a client from the list (the selection appears in the Selected Clients list).
• Search for a client ID or name.
• Select a service type, employer, or status. | Exclude Pay Group | Specify a pay group that should not be included in the export file. | ========================================================================

Lincoln Financial

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Retirement-Exports/Lincoln%20Financial.htm Path: PD/Maintenance/Employer/Retirement-Exports/Lincoln Financial.htm

Lincoln Financial

To set up the Lincoln Financial retirement export, complete these fields. See also: Exporting Retirement Contributions.

Field — Description

File Type — The retirement export file type. Read-only field. This is Census.

Plan ID — Enter the Plan ID or click the Plan ID link and select one from the Select Plan window.

Start Pay Date — Enter the start date of the pay period for which you want to download the exports.

End Pay Date — Enter the end date of the pay period for which you want to download the exports.

Client ID — Enter the Client ID or click the Client ID link and select a client that participates in the Plan selected above. Leave this field blank to include all clients participating in the Plan selected above.

Include Participants Only — Select this option to include participant employees only or clear it to include eligible participant employees to the plan selected above.

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

Mass Mutual

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Retirement-Exports/Mass%20Mutual.htm Path: PD/Maintenance/Employer/Retirement-Exports/Mass Mutual.htm

Mass Mutual

Note: Note: If the master contract number is not assigned to the database, the system displays a warning. The system also displays a warning if the master contract number is not assigned to an account, or if the compensation file is not valid. Contact PrismHR support for assistance.

To set up the Mass Mutual retirement export, complete these fields as required. The field selections change depending on the File Format selected.

See also: Exporting Retirement Contributions.

Field — Description

File Type — The retirement export file type. Read-only field. This is Compensation Download.

File Format — File format for the export file. Options are Compensation, Contribution/Loan, and Demographic.

Plan ID — Plan ID, opens the Select Plan selector. For example, 401K can be the plan ID and plan name. Leave this field blank to select all plans.

Exclude Terminated Employees — Determines whether terminated employees are excluded from the export file. Options are Yes or No (default).

File Format = Compensation

Year — Required field. Select a year from the drop-down. Default value is the current year minus 1.

Report Date — Required field. Date of the retirement export report.

File Format = Contribution/Loan

Start/End Pay Date — Starting and ending pay dates. For example, 7/24/20 and 7/31/20. Required field.

Schedule Date — Date when this export is scheduled. Required field.

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

Michigan Benefit Services

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Retirement-Exports/Michigan%20Benefit%20Services.htm Path: PD/Maintenance/Employer/Retirement-Exports/Michigan Benefit Services.htm

Michigan Benefit Services

To set up the Michigan Benefit Services retirement export, complete these fields as required. See also: Exporting Retirement Contributions.

• Click Client ID and select a client from the list (the selection appears in the Selected Clients list).
• Search for a client ID or name.
• Select a service type, employer, or status. | Participants Flag | Determines what information is included in the export file. Options are: - Participants Only - Includes 401K plan participants. - Participants/Eligible - Includes plan participants and those employees that are eligible to be plan participants. |
• Participants Only - Includes 401K plan participants.

• Participants/Eligible - Includes plan participants and those employees that are eligible to be plan participants.

Pallet

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Retirement-Exports/Pallet.htm Path: PD/Maintenance/Employer/Retirement-Exports/Pallet.htm

Pallet

To set up the Pallet retirement export, complete these fields as required. See also: Exporting Retirement Contributions.

• Click Client ID and select a client from the list (the selection appears in the Selected Clients list).
• Search for a client ID or name.
• Select a service type, employer, or status. | Participants Flag | Determines what information is included in the export file. Options are: - Participants Only - Includes 401K plan participants. - Participants/Eligible - Includes plan participants and those employees that are eligible to be plan participants. |
• Participants Only - Includes 401K plan participants.

• Participants/Eligible - Includes plan participants and those employees that are eligible to be plan participants.

Pinnacle

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Retirement-Exports/Pinnacle.htm Path: PD/Maintenance/Employer/Retirement-Exports/Pinnacle.htm

Pinnacle

Complete these fields as required. See also: Exporting Retirement Contributions.

• Click Client ID and select a client from the list (the selection appears in the Selected Clients list).
• Search for a client ID or name.
• Select a service type, employer, or status. | Participants Flag | Determines what information is included in the export file. Options are: - Participants Only – Includes 401K plan participants. - Participants/Eligible – Includes plan participants and those employees that are eligible to be plan participants. |
• Participants Only – Includes 401K plan participants.
• Participants/Eligible – Includes plan participants and those employees that are eligible to be plan participants. | Calc Salary By Date Range | Select this option to calculate salary data using the Start and End Pay Dates specified above, instead of using YTD values. | | Plan Limiter | Select this option to only include data from employees who were assigned to the specified Plan ID during the specified date range. If this option is not selected, the export includes all employees of the client regardless of plan enrollment. | ========================================================================

Exporting Retirement Contributions

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Retirement-Exports/Retirement-Exports.htm Path: PD/Maintenance/Employer/Retirement-Exports/Retirement-Exports.htm

Exporting Retirement Contributions

An export file contains data extracted from the system, often to provide to another party. The Retirement Exports form offers multiple retirement export types from a single page. These export types are shown in the Vendor/Template field. When you select an export type from the list, the fields relevant to that type display. Once the export file is generated, you can export it to your computer.

Note: Note: Client Access Group Security is enabled on this form. If client selection is left blank to run for all clients, only clients to which you have access are available.

To access the form, click Back Office. Under Operations|Action, click Retirement Exports.

To generate a retirement export:

1. Select a Vendor/Template from the following options, and complete the fields as required:

• 401(k) Extended Download

• ADP

• Anico

• Boston Land

• Fascorp

• Generic (Non Third Party) Retirement Export

• Great West

• ING

• John Hancock

• Kentucky Retirement Systems

• Lincoln Financial

• Mass Mutual

• Michigan Benefit Services

• Pallet

• Pinnacle

• Ruby

• Slavic

• The Standard

• Transamerica

• Wells Fargo

2. Click Generate File. A new job progress window opens and displays the processing status as the download is built. Fix any errors that are found and then rebuild the download.

Note: The system only allows one user at a time to build the file, which accommodates the fixed format in the output filename.

[Image: screenshot]

3. Click Close to close the job progress window.

4. The Preview section shows a preview of the text file - up to 100 records show up on the Preview section. If there are more than 100 records a pop up window tells you the number of records ready for export. Click OK to close the pop up window. [Image: screenshot]

5. Click Download File to download the .txt file.

6. Click Clear to clear the screen.

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

Ruby

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Retirement-Exports/Ruby.htm Path: PD/Maintenance/Employer/Retirement-Exports/Ruby.htm

Ruby

To set up the Ruby retirement export, complete the following fields. See also: Exporting Retirement Contributions.

• Click Client ID and select a client from the list (the selection appears in the Selected Clients list).
• Search for a client ID or name.
• Select a service type, employer, or status. | Participants Flag | Determines what information is included in the export file. Options are: - Participants Only - Includes 401K plan participants. - Participants/Eligible - Includes plan participants and those employees that are eligible to be plan participants. |
• Participants Only - Includes 401K plan participants.

• Participants/Eligible - Includes plan participants and those employees that are eligible to be plan participants.

Slavic

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Retirement-Exports/Slavic.htm Path: PD/Maintenance/Employer/Retirement-Exports/Slavic.htm

Slavic

To set up the Slavic retirement export, complete these fields as required.

See also: Exporting Retirement Contributions.

In the Export Parameters panel, select one of the following File Format options:

• Census

• Census (Specific Plan)

• Participants

• Eligible and Participants

If you select Census as the File Format, complete the following information:

Field — Description

Start Pay Date — Enter the start date of the pay period to include in the export download.

End Pay Date — Enter the end date of the pay period to include in the export download.

Clients — This field is optional. Leave this field blank to run the export for all clients. If you want to run this export for selected clients, enter the Client IDs or click Client ID and select them from the Select Clients list.

Include 1099 Employees — By default, this field is disabled and 1099 employees are not included. Enable this field if you want to include 1099 employees in the export.

Include Hours-paid for non-productive Pay Codes — Enter non-productive pay codes. The hours paid for these pay codes are included in the total hours that display in the export file.

Exclude Hours-worked for Productive Pay Codes — Enter productive pay codes. The hours for these pay codes are not included in the total hours that display in the export file.

If you select Census (Specific Plan), Participants, or Eligible and Participants as the File Format, complete the following information:

Field — Description

Plan ID — Enter or select the Plan ID to include in the export download. For example, 401K is a plan ID.

Start Pay Date — Enter the start date of the pay period to include in the export download.

End Pay Date — Enter the end date of the pay period to include in the export download.

Clients — This field is optional. Leave this field blank to run the export for all clients. If you want to run this export for selected clients, enter the Client IDs or click Client ID and select them from the Select Clients list.

Include 1099 Employees — By default, this field is disabled and 1099 employees are not included. Enable this field if you want to include 1099 employees in the export.

Include Hours-paid for non-productive Pay Codes — Enter non-productive pay codes. The hours paid for these pay codes are included in the total hours that display in the export file.

Exclude Hours-worked for Productive Pay Codes — Enter productive pay codes. The hours for these pay codes are not included in the total hours that display in the export file.

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

The Standard

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Retirement-Exports/The%20Standard.htm Path: PD/Maintenance/Employer/Retirement-Exports/The Standard.htm

The Standard

Complete these fields as required. See also: Exporting Retirement Contributions.

• Click Client ID and select a client from the list (the selection appears in the Selected Clients list).
• Search for a client ID or name.
• Select a service type, employer, or status. | Participants Flag | Determines what information is included in the export file. Options are: - Participants Only - Includes 401K plan participants. - Participants/Eligible - Includes plan participants and those employees that are eligible to be plan participants. |
• Participants Only - Includes 401K plan participants.

• Participants/Eligible - Includes plan participants and those employees that are eligible to be plan participants.

Transamerica

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Retirement-Exports/Transamerica.htm Path: PD/Maintenance/Employer/Retirement-Exports/Transamerica.htm

Transamerica

Complete these fields. See also: Exporting Retirement Contributions.

A Transamerica Export Setup link appears when Transamerica is selected as the retirement contribution Vendor/Template. See Setting Up Transamerica Retirement Export

Under File Type — Choose any one of the following options:

• Contribution Version 6.1

• Census with Prior Year Eligibility

If File Type is selected as Contribution Version 6.1, then complete the following:

Field — Description

Include Roth Columns — The default value is No. Set to Yes for Roth 401(k) plans.

File Format — Census, Participants, Eligible and Participants. The default is Census.

Plan ID — Enter a 401(k) plan ID, or click the Plan ID link and select one.

Start Pay Date — The start date of the pay period for which you want to download the exports.

End Pay Date — The end date of the pay period for which you want to download the exports.

Employer — Enter the participating Employer ID or click the Employer link and select a participating employer for the Plan ID selected above.

Termination Date — Shown only if Include Roth Columns is set to Yes. Click in the field and select from the calendar.

If File Type is selected as Census with Prior Year Eligibility, then complete the following:

Field — Description

Plan ID — Enter a 401(k) Plan ID or click the Plan ID link and select one.

Year — Enter the Plan year.

Employer — Enter the participating Employer ID or click the Employer link and select a participating employer. If left blank will include all participating employers for the Plan ID selected above.

Termination Date — Click in the field and select from the calendar if a termination date is available.

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

Wells Fargo

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Retirement-Exports/Wells%20Fargo.htm Path: PD/Maintenance/Employer/Retirement-Exports/Wells Fargo.htm

Wells Fargo

To set up the Wells Fargo retirement export, complete these fields as required. See also: Exporting Retirement Contributions.

• Click Client ID and select a client from the list (the selection appears in the Selected Clients list).
• Search for a client ID or name.
• Select a service type, employer, or status. | Participants Flag | Determines what information is included in the export file. Options are: - Participants Only - Includes 401K plan participants. - Participants/Eligible - Includes plan participants and those employees that are eligible to be plan participants. |
• Participants Only - Includes 401K plan participants.

• Participants/Eligible - Includes plan participants and those employees that are eligible to be plan participants.

Setting Up Transamerica Retirement Export

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Setting%20Up%20Transamerica%20Retirement%20Export.htm Path: PD/Maintenance/Employer/Setting Up Transamerica Retirement Export.htm

Setting Up Transamerica Retirement Export

Use Transamerica Export Setup to configure file export settings.

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

To generate a Transamerica retirement export:

1. Click Back Office.

2. From Operations|Action, select Retirement Exports.

3. Select Transamerica from Vendor/Template. A link appears next to the drop-down.

4. Click the link to launch the Transamerica Export Setup form. [Image: screenshot]

5. Fill in the Transamerica Plan Number and Contract Number.

6. Enter a client ID or select an ID by clicking the Client ID link and selecting the ID from the look-up.

7. Click Done.

8. Enter the equivalent Transamerica Company ID.

9. Click Save.

Note: Note: You can also delete company translations by clicking Delete, but this will remove all company translations for Transamerica files.

10. Fill in the remaining fields on the Retirement Exports form.

11. Generate and download an export file.

Note: Note: See Exporting Retirement Contributions for more information.

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Running Tax Adjustment Voucher Report

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Tax%20Adjustment%20Voucher%20Report.htm Path: PD/Maintenance/Employer/Tax Adjustment Voucher Report.htm

Running Tax Adjustment Voucher Report

Use this form to generate a report of any tax adjustments that exist either globally or for a single employer or client.

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

To access this form, click Reports. Under Employer|Reports, click Tax Adjustment Voucher Report.

To generate the Tax Adjustment Voucher Report:

1. Complete the following:

• Start Date - Enter the start date of the date range.
• End Date - Enter the end date of the date range. | Date Posted | Select this radio button if you want to generate this report based on the posted date range. - Start Date - Enter the start date of the date range. - End Date - Enter the end date of the date range. |
• Start Date - Enter the start date of the date range.
• End Date - Enter the end date of the date range. | Fringe Pay Code | If you want to restrict this report to run for a specific fringe pay code, enter it here or click the Fringe Pay Code link and select it from the Select Fringe Pay Code dialog box. | | Include Manual Adjustments | Check this box if you want to include manual tax adjustments also in this report. By default this field is unchecked wherein manual tax adjustments are not reported here. | | Employer ID | If you want to restrict this report to run for specific employers, enter the employer IDs here or click the Employer ID Link and select them from the Select Employer dialog box. Leave this field blank to include all employers. | | Client ID | If you want to restrict this report to run for specific clients, enter the client IDs here or click the Client ID Link and select them from the Select Clients dialog box. Leave this field blank to include all clients. |

2. Click Run to view this report on screen.

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Running Tax Register Reports

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Tax_Register_Report.htm Path: PD/Maintenance/Employer/Tax_Register_Report.htm

Running Tax Register Reports

There are two different Tax Register Reports that display basic tax information (such as gross taxable earnings and tax amounts) for a given tax year and quarter. The two report types are:

• Employer Summary – displays tax data by tax type (no employee data)

• Employer Detail – displays tax data by employee

This report is useful for verifying changes to tax registers or to the MasterTax RTS file – for example, if a register rebuild is needed.

To run the Tax Register Report:

1. In the Reports menu, select Payroll|Report > Tax Register Report Entry.

2. For Report Type, select either Employer Detail or Employer Summary.

Note: If you set a user role’s security for the Show Unmasked SSN field to Enable on the Field Security Maintenance form and select Employer Detail in this step, the Show Unmasked SSN field displays. Selecting this field displays the employee’s full Social Security number in the report instead of only the last four digits.

3. Enter the Tax Year and Quarter as appropriate. You can also run the report for All quarters.

4. You can limit the report to specific Employers, Tax Authorities, and taxes (Tax IDs), if needed.

5. Click Build Data. A Job Control form displays the progress of the data build. Click Close when the build finishes.

6. If the build was successful, a new Run Report button displays. Click this button to download the report.

Report Outputs

This first example was run with the following parameters:

• Employer Summary

• All quarters

• All tax authorities and IDs

• one Employer ID

[Image: screenshot]

This second example was run with the following parameters:

• Employer Detail

• All quarters

• All tax authorities and IDs

• one Employer ID

Note: Note: This is page 1 of 55, which is why only one tax code is visible.

[Image: screenshot]

This third example was run with the following parameters:

• Employer Detail

• All quarters

• All tax authorities

• All employers

• One Tax ID: 22 (SUTA Employee)

[Image: screenshot]

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

Transferring Employees to New Clients

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Transfer-EE.htm Path: PD/Maintenance/Employer/Transfer-EE.htm

Transferring Employees to New Clients

You can move employee records and accompanying check information to a different client using the Transfer Employee to New Client form.

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

To move records:

1. Click Back Office.

2. From Operations|Action, select Transfer Employee to New Client.

3. Complete these fields as required:

• If the new client and the current (old) client have different primary employer IDs and the same Service Type of Professional Employer (PEO), you can perform a valid transfer of employees between those clients by selecting the employee’s new employer ID, which the system updates in the employee record under the new client.
• If the new client and the current client have different primary employer IDs and different Service Types, such as PEO and ASO, or they both have the same ASO Service Type, when you enter the full employee ID or paste the employee ID in the Employee field, you can only select a valid (primary) employer ID. Also, after you make the selection, the To Employee field displays “New Employee will be created.” | Pay Group/To Pay Group | Pay Group: Displays the employee’s current pay group. To Pay Group: Select a pay group for the destination client. The search contains only valid pay groups for the destination client. | | Current Retire Plan/To Retire Plan | Current Retire Plan: Displays the currently enrolled retirement plan. To Retire Plan: Displays the retirement plan where the employee is being transferred. | | Current Position/To Position | Current Position: Displays the employee’s current position. To Position: Select or enter a valid position for the destination client. (If you select this field, the Select Position list that displays contains only valid positions for the destination client.) | | Last Hire Date | After selecting an employee associated with the From Client selection, the employee’s last hire date displays in this field. | | To Location | Select or enter a valid location for the destination client. (If you select this field, the Select Location Code list that displays contains only valid locations for the destination client.) | | To Benefit Group | Select or enter a valid benefit group for the destination client. (If you select this field, the Select Benefit Groups list that displays contains only valid benefit groups for the destination client.) | | To Client Hire Date | Enter or select the hire date to use for the company where the employee is being transferred. After entering or selecting a date in this field, a dialog containing that date displays. Select Yes to confirm that date should be used to update the Status, Type, Status Type History, Position History, and Pay History. If you select No, the system updates that information using the most recent date for that record in the From Client employee record after the transfer finishes. Note: If you re-enter a new date in this field after selecting an option in this dialog, the dialog displays again. After you select an option in the dialog, the following occurs: - Yes: A transfer alert message displays: “Employee Status, Type, Status Type History, Position History and Pay History dates will be <date from To client hire date field>.” - No: A transfer alert message displays: “Employee Status, Type, Status Type History, Position History and Pay History dates will be the most recent date from Client <ID of the From Client>.” |
• Yes: A transfer alert message displays: “Employee Status, Type, Status Type History, Position History and Pay History dates will be <date from To client hire date field>.”
• No: A transfer alert message displays: “Employee Status, Type, Status Type History, Position History and Pay History dates will be the most recent date from Client <ID of the From Client>.” | Transfer Y-T-D Check Stubs | Transfers the year-to-date check stub details to the company the employee is transferring to. | | Terminate Employee in Original Client | Select this option only if you want to terminate the employee and their benefits in the original client. When you select this option, a mandatory date field displays, so you can accept the current date (default) or enter or select which date the transferring employee will be terminated in their old client. > Note: Note the following: - The date field only displays if you select the Terminate Employee in Original Client field. - The date field is mandatory, so you must either accept the current (default) date or select a date, which can be a future or past date. Otherwise, when you complete the other fields but leave this field blank, an error message displays when you click Transfer, “All mandatory fields must be filled in.” - If you enter a future date, the status and status date information do not update in the employee record until the termination date occurs. However, the status type history record immediately reflects the future-dated information. - When you select the Terminate Employee in Original Client field, a transfer alert displays, “Terminating the employee in the original client can cause a change to the employee’s Benefits Thru Date in the original client.” |
• The date field only displays if you select the Terminate Employee in Original Client field.
• The date field is mandatory, so you must either accept the current (default) date or select a date, which can be a future or past date. Otherwise, when you complete the other fields but leave this field blank, an error message displays when you click Transfer, “All mandatory fields must be filled in.”
• If you enter a future date, the status and status date information do not update in the employee record until the termination date occurs. However, the status type history record immediately reflects the future-dated information.
• When you select the Terminate Employee in Original Client field, a transfer alert displays, “Terminating the employee in the original client can cause a change to the employee’s Benefits Thru Date in the original client.” | Term Reason Code | Select a valid termination reason code (only those codes with “Termination” included in their Valid Actions on the Employee Termination form display) for the original client when transferring and terminating an employee in one action. Note: The Term Reason Code field only displays if you enable Terminate Employee in Original Client. | | Terminate Benefits Coverage Today | If you select the Terminate Employee in Original Client field and this field, the system forces the terminated group benefits to end coverage today. > Note: Note: You must select both fields for this update to take effect. | | Transfer Alerts | Displays messages describing what occurred during the transfer process. |

4. Click Transfer.

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Viewing the 1099 Record Change Log

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Update-EE-1099-Record_Change-Log.htm Path: PD/Maintenance/Employer/Update-EE-1099-Record_Change-Log.htm

Viewing the 1099 Record Change Log

The 1099 Record Change Log captures changes made to a Form 1099 record. Display the change log by opening the Actions menu on the Add/Update Employee 1099 form and selecting Change Log.

The change log displays information about each change in the following columns:

• Field Name

• Date

• Time

• Port

• User

• Changed From

• Changed To

[Image: screenshot]

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Viewing an Employee Tax Register

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Viewing%20an%20Employee%20Tax%20Register.htm Path: PD/Maintenance/Employer/Viewing an Employee Tax Register.htm

Viewing an Employee Tax Register

The Employee Tax Register displays amounts earned by the employee and employee-paid tax deductions. For some fields, you can enter information by typing it or you can click a link to display a list of possible values from which you can make a selection.

The Employee Tax Register is a standalone page. You can also view it while viewing the employee paid tax codes or the Employee Tax Summary form.

To view the employee tax register:

1. On the PrismHR menu bar, click [Image: screenshot] (Back Office).

2. From Employer|View, select Employer Tax Register. The Employer Tax Register page opens.

3. Fill in the form as shown in the following table.

Use this option — To define this

Employer ID — Enter an employer. The system displays the employer name and ID.

Employee ID — Enter the employee. The system displays the employee name and ID.

Tax Deduction — Enter a deduction code. The system displays the tax deduction name and ID.

For the Year — Select the tax year from the list. The default is the current year.

Quarter — Select the quarter in which taxes were paid. Options include Year-to-Date and Quarter 1 - Quarter 4.

The system displays the report. You can click School Tax Detail or Monthly Tax Amounts to see more detail.

4. Click Cancel when you finish viewing the report.

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W-2 Reports

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/W-2%20Reports.htm Path: PD/Maintenance/Employer/W-2 Reports.htm

W-2 Reports

Use the W-2 Reports form to open, reprint, or delete Forms W-2 that were printed using the Printing Employee W-2 Forms utility. When you print an employee Form W-2 in this way, the output file will generate a corresponding entry here. These files will auto-delete after 60 days.

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

To access this form, under Work Centers, under the Tax section, click W-2 Processing. Under W-2 Reporting click W-2 Reports.

• For the Show Reports Dated On or After field enter the appropriate date.

• Select the appropriate Sort By option from the following:

• Report Date

• Report Title

• User ID

The W-2 Tax Reports show on screen using the attributes selected above.

Click Next Page to go to the next page. If you do not find your entry, then click on the

[Image: screenshot]

icon to refresh the screen.

Following is a sample W-2 Reports screen:

[Image: screenshot]

Please note:

• Each time a file is generated by selecting Print from the Printing Employee W-2 Forms utility, this section will produce the newly generated file.

• Historical reports will remain in this section. Every entry in this section reflects the following:

• Date and time the process was run.

• The Report Title will reflect the form type, year, employer and client information and sort option.

• The User ID and the User Name who initiated the process, and the report title will reflect Form Type - Year - ER and or Client information.

• The Job Number along with the option to open the file (click [Image: screenshot] ) or click the [Image: screenshot] icon to get more output information. Following is a sample of more output information for Job Number 270148 shown above:

[Image: screenshot]

• Click Reprint to rerun the report with the original Payroll/Parameters provided. Please note that, if the report parameters have changed, the resulting report could be different.

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

Running the W-2 Reconciliation Report

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/W-2-Reconciliation-Report.htm Path: PD/Maintenance/Employer/W-2-Reconciliation-Report.htm

Running the W-2 Reconciliation Report

Social Security’s Old-Age, Survivors, and Disability Insurance (OASDI) program limits the amount of earnings subject to taxation for a given year. The W-2 Reconciliation Report compares OASDI with Medicare to determine whether the wage data processed by the SSA was less than the amount reported to the IRS. If the wage data is different, the SSA assumes that the processed earnings are incorrect.

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

To run the W-2 Reconciliation report:

1. On the Work Centers panel, select Tax > W-2 Processing > W-2 Reporting > W-2 Reconciliation Report.

2. Select an Employer ID from the selector that opens.

3. Select a Tax Year from the drop-down.

4. Click Run. If errors occur, fix them and run the report again.

5. Click Close. The system displays the report. You can click the XLS link to download the report.

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

Running the W-2c Box Report

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/W-2C-Box-Report.htm Path: PD/Maintenance/Employer/W-2C-Box-Report.htm

Running the W-2c Box Report

Use the W-2c Box Report to change the values reported in each box of the employee’s Form W-2. You can run this report at the employer or client level.

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

To run the W-2c Box report:

1. On the Work Centers panel, click Tax > W-2 Processing > W-2 Reporting > W-2C Box Report.

2. Complete these fields as required:

Field — Description

Employer ID — Limits the report to a specific employer.

Client ID — Limits the report to a specific client.

Last Name — The employee’s last name.

Tax Year — Year in which the report is being run.

Zip Code Above or Equal To — Five digit zip code for an employee that is above or equal to a specific value.

Zip Code Below or Equal To — Five digit zip code for an employee that is below or equal to a specific value.

Box 12 Code — The code for the amount to be reported in Box 12 of the federal W-2 form. This code is two alpha characters only.

3. Click Process. If errors occur, fix them and process the report again.

4. Click Close. The system displays the report. You can click the XLS link to download the report.

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

Setting Up Form W-2 Batch Download

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/W2_Batch_Download.htm Path: PD/Maintenance/Employer/W2_Batch_Download.htm

Setting Up Form W-2 Batch Download

Use the W2 Batch Download form to set up bulk Form W-2 downloading and printing for an employer.

Note: Note: This form does not observe location, department, or any other security settings and a user can access all employees in a company. If the user has access to multiple companies, data for all companies and all employees is viewable.

Only unrestricted Worksite Managers and Worksite Trusted Advisers can access this form. See Defining User Roles for more information about assigning and editing user roles.

To set up Form W-2 batch downloading:

1. Click Reports.

2. From Payroll|Reports, select W2 Batch Download.

3. Enter the Year for the batch download.

4. Enter a range of employees using From Employee ID and To Employee ID.

5. Click Run.

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

Tax

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/WC_Tax.htm Path: PD/Maintenance/Employer/WC_Tax.htm

Tax

The Tax area on the Work Centers panel provides convenient access to the forms required to process the following work centers:

• MasterTax Processing

• Quarterly Tax Processing

• SBEA Processing

• W-2 Processing

• 1099 Processing

To open a Tax work center:

• On the Work Centers panel, click Tax, and then select the work center. You can also open the wprk center by searching for its name.

To get detailed instructions for using the open form:

• Click [Image: screenshot] (Help) in the header area.

To return to the processing page:

• Click JUMP TO in the header area of the form.

Note: Note: The Tax Center options do not use Client Access Group security.

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

Generating Worker’s Compensation Export File

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Employer/Workers-Comp-Exports.htm Path: PD/Maintenance/Employer/Workers-Comp-Exports.htm

Generating Worker’s Compensation Export File

Use this form to build an export file for worker’s compensation to send to various third party administrators.

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

To access the form, click Back Office. Under Operations|Action, select Worker’s Compensation Exports.

To generate a Worker’s Compensation Export file:

1. Select a Vendor using one of the following options:

• SUNZ Worker’s Compensation

• Cedar Hill Within Pay Dates

• Generic (Non Third Party)

SUNZ Worker’s Compensation

Select a Version using one of the following options:

• By State 2017 Version

• By State within Pay Dates

• By State Version 2

By State 2017 Version

Complete the following Export Parameters:

• Client ID
• Location ### By State within Pay Dates

Complete the following Export Parameters:

Field — Description

Start Pay Date — Enter the starting pay date for the pay period.

End Pay Date — Enter the ending pay date for the pay period.

State — This field is optional. Leave this field blank for this export to run for all states. If you want to limit this export to a single state, select it from the drop-down.

Include State in Column J “WKC Code” — This field is optional. Check this box if you want to include the two digit state code in the WKC Code in column J in the exported .csv file.

Policy — This field is optional. Leave this blank to include all worker’s compensation policies. If you want to limit this export to selected worker’s compensation policies, enter them here or click the Policy ID link and select them from the Select W/C Policy dialog box.

Include Terminated Employees — Select this option to include employees who were terminated during the date range but may have been paid wages during this range.

By State Version 2

Complete the following Export Parameters:

• Client ID
• Location ## Cedar Hill Within Pay Dates

Complete the following Export Parameters:

Field — Description

Start Pay Date — Enter the starting pay date for the pay period.

End Pay Date — Enter the ending pay date for the pay period.

State — This field is optional. Leave this field blank for this export to run for all states. If you want to limit this export to a single state, select it from the drop-down.

Policy — This field is optional. Leave this blank to include all worker’s compensation policies. If you want to limit this export to selected worker’s compensation policies, enter them here or click the Policy ID link and select them from the Select W/C Policy dialog box.

File Name — File name for the export. Default is CedarHlll.csv.

Generic (Non-Third Party)

Complete the following Export Parameters:

Field — Description

Start Pay Date — Enter the starting pay date for the pay period.

End Pay Date — Enter the ending pay date for the pay period.

State — This field is optional. Leave this field blank for this export to run for all states. If you want to limit this export to a single state, select it from the drop-down.

Policy — This field is optional. Leave this blank to include all worker’s compensation policies. If you want to limit this export to selected worker’s compensation policies, enter them here or click the Policy ID link and select them from the Select W/C Policy dialog box.

Employer — This field is optional. Leave this blank to include all employers. If you want to limit this export to selected employers, enter them here or click the Employer ID link and select them from the Select Employer dialog box.

2. Click Generate File. A File Generation Process window opens. In case of any error, redo the field entries.

3. Click Close. The data to be exported populates in the Preview section, which displays a maximum of 100 records. A message prompts you the total number of records.

4. Click Download File to download the .csv file to a local system.

Note: This export file contains one total line for each company, employer, employee, and W/C class code combination within the entered pay date range. Also, the check date that displays is the last check date for that employee.

5. Click Clear to clear the form at any time.

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

Assigning a Benefit Commission Code

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Front_Matter/Benefit_Commission_Type.htm Path: PD/Maintenance/Front_Matter/Benefit_Commission_Type.htm

Assigning a Benefit Commission Code

When you create a commission based on the benefit commission type, the system bases the calculations on any plans that have that type defined in the special options.

To assign a benefit commission code to a benefit plan, do the following:

1. Click Back Office.

2. From Operations|Change, select Group Benefit Plans.

3. Enter or select a benefit plan ID for the plan you want to edit.

4. Scroll down to the Special Options panel.

5. Enter a Commission Type Code. Make the code simple, such as DENT for Dental. You can create as many benefit commission codes as needed, but you can only assign one code to a specific benefit plan.

6. Click Save.

7. Repeat for each plan that requires this commission code.

8. Enter that code in the Based On Item field of the commission plan. When the code entered on the commission plan matches the code on the group benefit plan, the commission calculation includes that benefit plan. [Image: screenshot]

Related Topic

Creating Commission Structures

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Grouping Commissions

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Front_Matter/Commission_Groupings.htm Path: PD/Maintenance/Front_Matter/Commission_Groupings.htm

Grouping Commissions

PrismHR’s commission plan grouping feature enables the system to compare the results of the commission calculations and, according to how you arrange the groups, apply only the commission structure with the lowest or highest result. The grouping feature also enables the system to choose between commission results that use the same basis for calculation.

When the system calculates commissions, it totals the commission amounts within the same numbered group and compares the results against the results of other groups. The group with the highest or lowest commission amount (depending on what is indicated in the Commission Group Highest or Lowest field) is the one added to the commissions of the salespeople assigned to the commission plan.

For example, this example shows that the salesperson’s commission is the total of the fourth commission line (benefit plans with the commission code MED) plus whichever group is the highest:

• Gross wages or admin fees (Group 1)

• Active lives (Group 2) [Image: screenshot]

Related Topic

Creating Commission Structures

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

Processing Contract Employees

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Front_Matter/ER_UG_Chapter_Processing_1099_EEs.htm Path: PD/Maintenance/Front_Matter/ER_UG_Chapter_Processing_1099_EEs.htm

Processing Contract Employees

There are procedures for working with employees that are paid by Form 1099 instead of Form W-2.

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

Sending and Receiving Messages

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Front_Matter/SA_UG_Chapter_Messages.htm Path: PD/Maintenance/Front_Matter/SA_UG_Chapter_Messages.htm

Sending and Receiving Messages

The messaging feature lets a user send and receive messages within PrismHR and also by e-mail.

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

Reports

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Front_Matter/SA_UG_Chapter_Reports.htm Path: PD/Maintenance/Front_Matter/SA_UG_Chapter_Reports.htm

Reports

Use reports to view system-related information.

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

System Code Files

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Front_Matter/SA_UG_Chapter_System_Codes.htm Path: PD/Maintenance/Front_Matter/SA_UG_Chapter_System_Codes.htm

System Code Files

Define specific system-level codes for payroll and benefits as well as other system code files.

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

System Parameters

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Front_Matter/SA_UG_Chapter_System_Params.htm Path: PD/Maintenance/Front_Matter/SA_UG_Chapter_System_Params.htm

System Parameters

System parameters control the behavior of PrismHR, and should be maintained carefully after installation. There are two forms for configuring global settings:

• System Parameters: Features many settings for controlling payroll, printers, MFA, global codes, security, and other aspects of the system.

• Global Configuration: Provides settings for many high-level system preferences, including enabling benefits enrollment, SBEA features, and user home pages.

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User Roles, Users, and MFA Security

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Front_Matter/SA_UG_Chapter_User_Roles_Users.htm Path: PD/Maintenance/Front_Matter/SA_UG_Chapter_User_Roles_Users.htm

User Roles, Users, and MFA Security

PrismHR uses role-based security to manage user accounts. The use of multi-factor authentication (MFA) further ensures security.

Administrative users control system access across multiple dimensions to ensure that company, client, user, and employee information is secure and protected. Access controls include:

• Limiting user access to the system with user roles and user types

• Configuring user access based on IP address

• Configuring user printer access

• Setting up strong login security, including multi-factor authentication, account locks, and password expiration

• Limiting user access to clients with Client Access Groups

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

Maintaining Information With System Code Files and Utilities

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Front_Matter/SA_UG_Other_Sys_Utilities.htm Path: PD/Maintenance/Front_Matter/SA_UG_Other_Sys_Utilities.htm

Maintaining Information With System Code Files and Utilities

PrismHR includes different utilities for maintaining information.

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

Adjusting Client’s Status History

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Operations/Adjust%20Client%20Status%20History.htm Path: PD/Maintenance/Operations/Adjust Client Status History.htm

Adjusting Client’s Status History

Use this form to change the effective date in the client’s status history. To change the existing status of a client, see See Changing the Client Status.

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

To access the form, click

[Image: screenshot]

(Back Office). Under Operations|Action, click Adjust Client Status History.

To adjust the status history of the client:

1. Enter the client ID, or click the Client ID link to select the client whose status history needs change. The client history populates.

2. Change the Effective Date of the client status visible in the Status Code field.

• Click the (x) sign beside the relevant Effective Date to remove that record from Client Status History.

• You cannot remove a record if it is the only one.

3. The Status Code is read only, and shows the status of the client from the Effective Date, for example: Active, Terminated, Pending and so on.

4. Click Save to save the changes made.

5. Click Clear to clear the form.

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

Adjusting Commission Balances

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Operations/Adjust_Commission_Balance.htm Path: PD/Maintenance/Operations/Adjust_Commission_Balance.htm

Adjusting Commission Balances

You might need to make an adjustment to a commission calculation if there was an error. You need to make an adjustment rather than altering the commission setup; if you alter the permanent data, you would create conflicting reports. To avoid this accounting problem, make an adjustment that displays in an adjustment column in reports and justifies the new total amounts.

[Image: screenshot]

To make an adjustment to commissions where the data has already been computed, do the following:

1. Enter the Client ID for which you are going to adjust the commission balance.

2. Enter the Invoice number. The commission information displays in the table.

3. For existing commissions, you can only change the value in the Commission Adjustment field:

• To add an amount to the salesperson’s net commission, enter a positive amount.

• To subtract an amount from the net commission, enter a negative amount.

The Net Commission and Grand Total display the new amounts.

4. You can enter new lines, if needed. Be sure that this is what you want to do because once you save, you cannot remove the line. (You can only adjust it as described in step 3.)

To enter a new line, do the following:

Field Name — Description

Salesperson — Enter the user ID of the Salesperson, which must be a service provider user with the Sales Representative account management role.

Commission Adjustment — Enter the Commission Adjustment, as described above.

The Net Commission and Grand Total display the new amounts.

5. Click Save to finalize the adjustments in the system.

Related Topics

Creating Commission Structures

Computing Commissions

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Client Miscellaneous Bill Register

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Operations/Client%20Miscellaneous%20Bill%20Register.htm Path: PD/Maintenance/Operations/Client Miscellaneous Bill Register.htm

Client Miscellaneous Bill Register

Use this form to generate a report of Bill Codes created by Miscellaneous Billing Events.

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

To access the form, click Back Office. Under Operations|Report, click Client Miscellaneous Bill Register.

To generate the Client Miscellaneous Bill Register:

1. Complete the following:

Field Name — Description

Bill Date On Or After — Enter the billing start date.

Bill Date On Or Before — Enter the billing end date.

Bill Code — This field is optional. Leave this field blank to run this report for all billing codes. If you want to restrict this report to one billing code, enter the billing code here or click the Bill Code link and select the billing code from the Select Billing Codes dialog box.

Bill Event Code — This field is optional. Leave this field blank to run this report for all billing event codes. If you want to restrict this report to one billing event code, enter the billing event code here or click the Bill Event Code link and select the billing event code from the Select Billing Event Codes dialog box.

Employee ID — This field is optional. Leave this field blank to run this report for all employees. If you want to restrict this report to one employee, enter the Employee ID here or click the Employee ID link and select the employee from the Select Employee dialog box.

Client ID — This field is optional. Leave this field blank to run this report for all clients. If you want to restrict this report to a few selected clients, enter the Client IDs here or click the Client ID link and select them from the Select Client dialog box.

2. Click Run to generate the report. The report shows up on screen. Click XLS to download the report.

3. Click Clear to clear the form at any time.

4. Click Close to close this form at any time.

This report shows the following columns:

• Bill Code

• Bill Code Description

• Client ID

• Client Name

• Bill Date

• Event Code

• Bill Rate

• Billing Units

• Invoice No

• Invoice Date

• Employee ID

• Employee Name

• Location

• Division

• Department

• Shift

• Bill Amount

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Importing Clients from a Flat File

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Operations/Client%20Record%20Import.htm Path: PD/Maintenance/Operations/Client Record Import.htm

Importing Clients from a Flat File

Use the Client Record Import utility to import PrismHR clients from a flat file. This utility will clear all data from the IMPORT.CLIENTS file and populates new data from the import source file.

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

To access this form, click Back Office. Under Operations|Import Processing, click Client Record Import.

To import clients from a flat file:

1. Complete the following fields:

Field Name — Description

Client Code Translation Table — Enter the code set to be defined or click the Client Code Translation Table link and select it from the Select Code Table dialog box. > Note: Note: Make sure Table Setup is done.

Create Employer Records Using Client ID — Check this box if you want to create Employer Records Using Client ID. By default his is blank.

Skip Header Lines — Select the number of header lines that you want to skip.

Filename — The import file once uploaded shows up here.

2. Click Upload File and the File Upload dialog box will appear.

• Click Add Files and select the client import file from your system.

Note: Note: The import file needs to be in a .txt format.

• Once the file shows in the File Upload dialog box, click Start Upload.

• Once the file upload is complete, click Close on the File Upload dialog box.

• A job progress window opens up showing the processing steps. In case of any errors, redo the process after necessary corrections.

Note: Note: If you are trying to import a client record that already exists in the system, then you will get error as we do not want to duplicate clients in the system.

3. Click Report to see how many clients were created.

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Computing Commissions

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Operations/Compute_Commissions.htm Path: PD/Maintenance/Operations/Compute_Commissions.htm

Computing Commissions

The Compute Commissions form calculates all salesperson commission assignments, based on the client invoices, and includes them in the Commission Report. For example:

[Image: screenshot]

To calculate all salesperson commission assignments:

1. From Operations|Action, select Compute Commissions.

2. If required, enter the Begin Date and End Date. The system bases the computation on the date range that you enter, which coincides with client invoice dates. If you leave these fields blank, all outstanding commissions to the present date will be included in the computation and marked as computed.

When you enter the date range, be mindful of the way the commissions were set to calculate. For example, commissions are paid out once a month and your organization has a commission based on the number of active lives. If you run the report twice during the month instead of once, the salesperson would be set to receive twice the proper amount.

3. If you are recalculating commissions, select Clear Comm to replace the previous commissions computations with the new information.

4. Enter the numbers of the Flat Amt Group(s) to include in the calculation, if flat amount groups are specified in the plans. For example, entering 12 would include groups 1 and 2, and entering 135 would include groups 1, 3, and 5, and salespeople assigned to the specified flat amount group will receive the amount.

Note: For flat-rate commissions that are based on the Benefit Commission Type, the system applies the commission per billed enrollment (as opposed to per invoice).

5. Enter each Company ID of the clients for which you need to calculate commissions.

6. Click Start Computation.

7. Click Yes in the message that prompts you to confirm that you want to start computing commissions.

The system displays a window to show that the computations are running. For example:

[Image: screenshot]

8. When the computation is complete, click Close.

The system displays a printable report. For example:

[Image: screenshot]

9. After computing the commissions and closing the on-screen report, the Download Pay File link displays. For example:

[Image: screenshot]

10. Click the Download Pay File link to download a .csv file that contains the following commission data that was just calculated:

• Client ID

• Employee ID

• Salesperson Name

• Commission Amount

Note: Note the following:

• You can use this file to import information into the timesheet.

• The system displays information from the Commission Details form in this downloaded file. (See the System Administration Guide for more details.)

Related Topics

Creating Commission Structures

Adjusting Commission Balances

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

Working with the Custom Code Translation Table

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Operations/Custom_Code_Translation_Table.htm Path: PD/Maintenance/Operations/Custom_Code_Translation_Table.htm

Working with the Custom Code Translation Table

Use the Custom Code Translation Table for PrismHR-assisted data conversions only. Custom Code Translation Tables are used to create and maintain mapping/translation tables to convert legacy software data into PrismHR.

Adding and Updating Translation Codes

1. Select the Table ID. The Table ID is used to categorize different types of codes.

2. Enter Legacy Code. Enter the code from the legacy platform. This must be a unique value.

3. Enter the Prism Code. Enter the corresponding Prism Code related to the Legacy Code on the same row.

4. Enter Additional Columns. Enter additional Prism Codes in the applicable columns for each table.

5. Click Save.

Most data conversions use a standard set of translation (mapping) tables. The format and need for each type of table will vary based on your specific conversion. Use the various column headings as a guide on how to enter each translation table. For more information, see the section Translation Table Overview.

If there are a large quantity of codes you need to add to the table at once, Data Engineering can upload them for you. Prepare a spreadsheet per Table ID with a layout matching the headings of the Tabe ID and send to your Data Engineer.

Sorting Codes

Sort By — Use the drop-downs menus to sort the specific column by ascending or descending order.

Searching Codes

1. Search—Use the drop-down to select either the Legacy Code or Prism Code column for a specific value.

2. Search Value—Enter the specific value you want to search for. This value can be the entire code or a portion of the code. The search will look for that phrase found anywhere in the column specified above.

3. Click Search.

4. Clicking Search again will take you to the next value that meets your search criteria. To see all matching records, continue clicking Search until you receive a message that the last value has been found.

Exporting Translation Tables

1. Select the Code Translation Table ID you want to export.

2. Select Download Type. Either .xls or .csv from the drop-down menu.

3. Click Export.

Code Translation Table Overview

Code Translation Tables uniquely identify legacy system codes and map them to PrismHR codes. All legacy system codes must be unique. You can map multiple legacy codes to the same PrismHR code if they are set up the same. You may have multiple legacy software databases that will be used as part of the legacy code.

For example, if you had two pay codes, “REGULAR” and “REGULAR1”, that have the same set up in the legacy system, you can map both pay codes to the same pay code in PrismHR (REG). Doing this allows you to consolidate similar codes during the conversion and minimize the amount of codes to set up in PrismHR.

Depending on the Code Translation Table, if a Legacy Code is set up differently for a specific client, you can make the code specific to that client by adding a “^” and the Legacy Client ID (refer to Legacy Code in the CM Code Translation Table).

Deduction Codes are the most common codes that are used differently by client in legacy software.

For example, you have a Legacy Deduction Code = DENTAL125. For the majority of clients this Legacy Deduction Code should be mapped in PrismHR to “DEN125”. But for Legacy Client ID = 01-123 it is set up differently than the majority and should be mapped to a different PrismHR Deduction Code = CDEN125 that will be specific to that client. You would enter one row that will map the majority of clients and an additional rows for mappings that are specific to individual clients.

Refer to the sample below for the proper mappings to accomplish this.

Clients Import Translation Tables

The following Code Translation Table IDs are used to convert client-level information. Most conversions will need the all the Code Translation Table IDs noted as required below, but may vary based on your specific conversion.

CM - Client Mapping Table (Required)

CM Code Translation Table is used to map the Legacy Client ID to their new PrismHR Client ID. You can map multiple Legacy Client IDs to a single PrismHR Client ID if you are consolidating multiple Legacy Clients together as a part of the conversion. This Code Translation Table can also be used to set various client parameters that may differ for each individual Legacy Client ID (i.e. Billing Template, Bill Format, Retirement Plan, etc.). Refer to the column headings set up for your conversion for the various client parameters.

EM - Employer Mapping Table (Required)

EM Code Translation Table is used to map the Legacy Employer ID to their new PrismHR Employer ID. You will need to enter a mapping for each PEO and ASO Legacy Employer ID.

DM - Delivery Method Mapping Table (Required)

DM Code Translation Table is used to map the Legacy Delivery Method Code to their new PrismHR Delivery Method Code (System/Change/Delivery Methods).

USER - User Mapping Table (Required)

USER Code Translation Table is used to map the Legacy User ID to their new PrismHR Service Provider User ID (System/Change/Users).

LC - Location Mapping Table (Optional)

LC Code Translation Table is used to map the Legacy Client Worksite Location Code to their new PrismHR Worksite Location Code (Client/Change/Worksite Locations). The Legacy Code should be a combination of the Legacy Client ID^Legacy Worksite Location Code (i.e. Legacy Worksite Location Code = Main for Legacy Client ID = 01-123 would be Legacy Code = 01-123^Main).

CK - Bank Account Mapping Table (Optional)

CK Code Translation Table is used to map the Legacy Bank Accounts to their new PrismHR Bank Account ID (System/Change/Bank Accounts).

WCP - W/C Policy Mapping Table (Optional)

WCP Code Translation Table is used to map Legacy Workers Compensation Plan Codes to their new PrismHR Workers Compensation Policy ID (System/Change/W/C Policies).

Employees Import Translation Tables

The following Code Translation Table IDs are used to be able to convert Employee information. Most conversions will need the all the Code Translation Table IDs noted as required below, but may vary based on your specific conversion.

CM—Client Mapping Table (Required) - Refer to Clients Import Translation Tables for Details.

EM—Employer Mapping Table (Required) - Refer to Clients Import Translation Tables for Details.

ES - Employee Status Mapping Table (Required)

ES Code Translation Table is used to map the Legacy Employee Status Codes to their new PrismHR Employee Status Codes (System/Change/Employee Statuses).

ET—Employee Type Mapping Table (Required)

ET Code Translation Table is used to map the Legacy Employee Type Codes to their new PrismHR Employee Type Codes (System/Change/Employee Types).

EC—Ethnicity Code Mapping Table (Required)

EC Code Translation Table is used to map the Legacy Ethnicity Codes to their new PrismHR EEO Ethnic Codes (System/Change/EEO Ethnic Codes).

ETR—Employee Term Reasons Mapping Table (Required)

ETR Code Translation Table is used to map the Legacy Employee Term Reason Codes to their new PrismHR Reason Codes (System/Change/Reasons).

FS—Tax Filing Status Mapping Table (Required)

FS Code Translation Table is used to map the Legacy Filing Status Codes to their new PrismHR Filing Status Codes (HR/Change/Employee Tax > Tax tab). Legacy Code is commonly the State combined with the Filing Status, however, Legacy Code may be entered with dashes between the State and FIling Status depending on your Legacy software.

Please see sample below for States without Alternate Calculations.

Certain States have Alternate Calculations as their Filing Status. Similar to the above sample, map the Legacy Filing Status Code to their new PrismHR Filing Status Code and/or the Alternate Calculation Code as applicable.

Please see sample below for States with Alternate Calculations.

Employee Deduction Import Translation Tables

The following Code Translation Table IDs are used to be able to convert Employee Deduction information. Most conversions will need the all the Code Translation Table IDs noted as required below, but may vary based on your specific conversion.

D—Deduction Code Mapping Table (Required)

D Code Translation Table is used to map the Legacy Deduction Codes to their new PrismHR Deduction Codes (System / Change / Deduction Codes).

The following are records that are created from the Employee Deduction Import:

• Recurring Deductions - (Payroll / Change / Recurring Deductions)

• Retirement Plan Enrollments - (HR / Change / Retirement Plan Enrollment)

• FSA/HSA Enrollment - (HR / Change / Employee Flexible Spending Accounts)

• Employee Garnishments - (Payroll / Change / Employee Garnishments)

• Employee Loans - (Payroll / Change / Employee Loans)

• Retirement Loans - (HR / Change / Employee Retirement Loans)

• Group Benefit Enrollment - (HR / Action / Employee Benefits Enrollment)

For all Legacy Deduction Codes enter the respective PrismHR Deduction Code.

For Legacy Deduction Codes that you desire to create Employee Benefit Enrollments, add the PrismHR Group Benefit Plan ID (System / Change / Group Benefit Plans) in the “Benefit Plan ID” column. Also, if the Legacy Deduction Code uniquely identifies the Benefit Plan Type, add the PrismHR Benefit Plan Type (System / Change / Group Benefit Plan Types) into the “Plan Type” column.

Note: Note: Note that the D table is used differently based on the “Deduction Type” of the PrismHR Deduction Code mapped. Only populate columns as instructed above or as directed by your Implementation Consultant or Data Engineer.

PAYEE—Payee Mapping Table (Required)

PAYEE Code Translation Table is used to map the Legacy Payee Codes to their new PrismHR Payee Codes (System/Change/Payees).

B—Benefit Plans Mapping Table (Required for conversions from Pay Plus)

B Code Translation Table is used to map the Legacy Benefit Plan Codes to their new PrismHR Group Benefit Plan Codes (System / Change / Group Benefit Plans).

BP - Benefit Plan Types Mapping Table (Required for conversions from Pay Plus)

BP Code Translation Table is used to map the Legacy Benefit Plan Type Codes to their new PrismHR Group Benefit Plan Type Codes (System / Change / Group Benefit Plan Types).

Employee YTD Import Translation Tables

The following Code Translation Table IDs are used to be able to convert Employee YTD Check History information. Most conversions will need the all the Code Translation Table IDs noted as required below, but may vary based on your specific conversion.

P - Pay Code Mapping Table (Required)

P Code Translation Table is used to map the Legacy Pay Codes to their new PrismHR Pay Codes (System / Change / Pay Codes). P Code Translation Table is used when importing the following types of records:

• Scheduled Payments - (Payroll / Change / Scheduled Payments)

• Check History - (Payroll / View / Employee Payroll Vouchers)

D—Deduction Code Mapping Table (Required) - Refer to Employee Deductions Import Translation Tables for Details.

EET—Employee Paid Tax Codes Mapping Table (Required)

EET Code Translation Table is used to map the legacy system Employee Paid Tax codes to their new PrismHR Employee Paid Tax Deduction Codes (System / Change / Tax Deductions). The Legacy Code is usually a combination of the Tax Authority and Tax Code columns in YTD Check History data files. The Prism Code should be mapped as a combination of the PrismHR Tax Authority and Tax Deduction concatenated by a dash.

Please see sample below:

For Legacy Employee Paid Tax Codes that are Local School District Tax Codes, add the School District Tax ID with the School District Tax Code. Additionally, you will need to add the PrismHR (Vertex) School District Code in the respective column of the EET Table.

ERT—Employer Paid Tax and Employer Match Codes Mapping Table (Required)

ERT Code Translation Table is used to map Legacy Employer Paid Tax Codes and Employer Paid Benefit Match Codes in YTD Check History data files.

Employer Paid Tax Codes

The Legacy Code is usually a combination of the Tax Authority and Tax Code columns in the check history data files. The Prism Code should be mapped as a combination of the PrismHR Tax Authority and Tax Deduction concatenated by a dash.

Please see sample below:

Employer Paid Benefit Match Codes

Use ERT Code Translation Table to map Legacy ER Benefit Match Codes to the respective Employer Match Code listed below. These categories are used to direct the applicable amounts to the correct sections of the converted Payroll Vouchers.

Employer Match Code Type = Prism Employer Match Code

• Client Paid Retirement Match = MATCH

• PEO Paid Retirement Match = PEOMATCH

• Non-Elective Retirement Match = MATCHNE

• Safe Harbor 1 Retirement Match = MATCHSH1

• Safe Harbor 2 Retirement Match = MATCHSH2

• HSA Match = HSA

• FSA Match = FSA

• Employer Paid Contributions/Premiums for W-2 reporting = W2BEN

• No match/skip match amount (does not fall into categories above) = *

Note: Note: Not all legacy systems can provide the information needed to properly populate the information needed for Employer Matches that are Employer Paid Contributions/Premiums for W-2 reporting. You will be advised by your Implementation Consultant or Data Engineer if that import is possible.

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Importing Client BE/OE Workflows

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Operations/Data_Import_Tool/Client%20BE%20and%20OE%20Workflow.htm Path: PD/Maintenance/Operations/Data_Import_Tool/Client BE and OE Workflow.htm

Importing Client BE/OE Workflows

You can import BE/OE workflows into the Client Workflow Grid to reduce the amount of manual work required.

Note: Note: This import template is only available for service providers.

To upload and import BE/OE workflows for a client, do the following:

1. You can navigate directly to the Data Import Tool form by clicking [Image: screenshot] (Back Office), then select Data Import Tool on the Operations|Import Processing menu.

2. From the Import Template drop-down menu, select Client BE/OE Workflows.

When you select the import template that you want, the required file layout displays in the form. Before you can upload and import data, your file must be saved in either comma-separated values (.csv) tabular format or text tab delimited (.txt) format with no spaces or special characters in the file name. (Note: You can click Download Sample Header File to download a sample Excel data file in .csv format, which can be saved in either .csv or .txt format before importing it.)

The layout requirements are:

• Client ID (required): Unique identifier for the client.

• Workflow Effective Date (Required): Date on which the workflow is available.

• BE Workflow (Optional): The workflow to use for benefit enrollments.

• BE Open Window Length (Optional): The number of days from the benefit enrollment effective date during which an employee can enroll in benefits. (Note: If you enter the BE Workflow, the BE Open Window Length is required.)

• Enable Notifications (Optional):

• If left blank, defaults to ALL ON (Value = Y)

• ALL ON (Value = Y)

• ALL OFF (Value = N)

• BE ONLY (Value = B)

• OE ONLY (Value = O)

• AE ONLY (Value = A)

• Min # of Overlap Days (Optional): Designates the limited amount of time an employee has to complete the open enrollment workflow when the workflow start date plus the Min # of Overlap Days extends beyond the open enrollment window.

• AE Workflow (Optional): The workflow to use for automatic benefits enrollment.

• OE Workflow (Optional): The workflow to use for benefits open enrollment. (Note: If you enter the OE Workflow, then the OE Start Date, OE End Date, and End Effective Date are required.)

• OE Start Date (Optional): The date when benefits open enrollment start.

• OE End Date (Optional): The date when benefits open enrollment ends.

• End Effective Date (Optional): The date till which employee benefits apply. | Required? | Indicates if the field is required. | When using the Client BE/OE Workflows import template, note the following:

• If users do not have access to the company through client access groups, users cannot import data into a company.

• If their user role is set to DENY for the Client Details form, but FULL for the Client Accounts form, users can view the Client BE/OE Workflows option on the Import Template menu and import data .

• If their user role is set to DENY for the Client Workflow Grid form, users cannot view the Client BE/OE Workflows option on the Import Template menu.

• If their user role is set to INQUIRY for the Client Workflow Grid form, users can view the Client BE/OE Workflows import template, but cannot import data.

• If their user role is set to INQUIRY for the Data Import Tool form, users can view Form and import templates, but cannot import data.

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Using the Data Import Tool

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Operations/Data_Import_Tool/Database_File_Import.htm Path: PD/Maintenance/Operations/Data_Import_Tool/Database_File_Import.htm

Using the Data Import Tool

The Data Import Tool lets you upload data and import it into the system. The Data Import Tool is available from the Operations|Import Processing menu in the Back Office menu. For example, the following form displays after you access the Data Import Tool and select the Department Codes import template option:

[Image: screenshot]

Note: Note the following:

• The list of Import Template options display in alphabetical order.

• You can also access the Data Import Tool by selecting its link on the Benefit Imports & Reporting landing page. (You must have either Full or Inquiry access set in your user role for the Data Import Tool (HRPY.WORK*DATABASE.IMPORT.ENTRY). Otherwise, this link does not display.)

Before you can upload and import data, your source file must be saved in either comma-separated values (.csv) tabular format or text tab delimited (.txt) format with no spaces or special characters in the file name. When you select the import template that you want on the Data Import Tool form, the required file layout displays. The layout must match the requirements for number and order of columns, category descriptions, and the required fields.

In addition, you can use the sample header file before importing, whose link resides on the Data Import Tool form, to avoid manually creating an import file that matches the import template type.

Note: Note the following when using a comma (,) in a description in your import file:

• If you include a comma in a description field using the .csv file format, you must enclose the item in double quotes. For example, “Manager, Admin.”

• If you include a comma in a description field using the .txt file format, no extra formatting is necessary.

Using the Sample Header File

Before starting the import process, you can first download a sample header file by clicking that link on the Data Import Tool form after selecting an import template option or from a local form that displays the Import icon (

[Image: screenshot]

), such as the Departments form. For example:

[Image: screenshot]

Note: Note: The header file is in .csv format. You can save the file in .csv or .txt format.

After you click the Download Sample Header File link, the system downloads or prompts for download a sample header file that displays columns and headers that match each column and description for the import template option. Also, the file displays a title that matches the selected option.

Note: Note: The sample header file is only available to users who have access to the selected import template option.

Using the Import Templates

The Data Import Tool provides import templates that you can use to import data.

For more information about each import template, click the following links.

• ACA Offered Employees: Client ACA offered employees information.
• ASO Accounting Codes: Client chart of accounts information.
• Auto Holiday Pay Days : Client auto holiday pay days information.
• Auto Holiday Pay Rules: Client auto holiday rules information.
• Backup Account Assignment: Client backup account assignment information.
• Benefit Adjustments: Client employee benefit adjustments information.
• Bill Pending: Client bill pending information.
• Client Account Assignments: Client account assignment information.
• Client BE/OE Workflow: Client BE/OE related information.
• Client Commissions: Client commissions information.
• Client Details: Client NAICS code information.
• Client Details (Benefits): Client yearly information imported into the ACA Large Employer Year grid.
• Client Details (Special Delivery): Client special delivery instructions.
• Client Details (Tax): Client tax-related information.
• Department Codes: Client department-related information.
• Division Codes: Client division-related information.
• Eligible Benefits: Client eligible benefits-related information.
• Eligible ZIP Codes: Client eligible ZIP codes.
• Employee Benefits Per Hour: Client employee benefits information.
• Employee Dependents: Client employee dependents information.
• Employee Direct Deposit: Client employee direct deposit information.
• Employee Loans: Client employee loan information.
• Employee One-Time Deductions: Client employee one-time deductions information.
• Employee Position Rates: Client employee position rates information.
• Employee Property: Client employee property information.
• Employee Recurring Deductions: Client employee recurring deductions information.
• Employee Resident Address: Client employee resident address information.
• Employee Scheduled Payments: Client employee scheduled payment information.
• Employee Skills and Education: Client employee skills and education information.
• Employer Details: Client account numbers and other information.
• Employer Tax Rates (SUTA): Client tax rates information.
• Employer W/C Accrual Modifiers: Client employer W/C accrual modifiers information.
• Global W/C Classification Rates: Client W/C rates at the system level. This import template is only available for service providers.
• Global W/C Classifications: Client W/C codes and descriptions by state. This import template is only available for service providers and can only be accessed using the Import [Image: screenshot] icon on the W/C Classifications form.
• Labor Allocations : Client labor allocations information.
• Miscellaneous Invoices : Client stand-alone, miscellaneous charges information.
• Network ZIP Codes: Import ZIP codes to benefit plans that have a network assigned.
• Offer Types: Import/update offer types for existing benefit plans.
• Pay Code Total Compensation Category: Client pay code total compensation category information.
• Plan Comparison Data: Import benefit plan comparison information into the Comparison Field tab of the Benefits Enrollment Plan Details form.
• Position Classification: Import state and workers compensation classes for existing position classifications.
• Position Codes: Client position-related information.
• Projects/Cost Codes: Client project information.
• Project (Certified Pay Rates): Client certified pay rates information for projects.
• Rate Groups: Client rate groups information.
• Retirement Loans : Client retirement loans information.
• Shift Codes: Client shift code information.
• State Tax Rates (SUTA): Client State Tax Rates (SUTA) information.
• State Tax Bill Rates (SUTA): Client State Tax Bill Rates (SUTA) information.
• Third Party Sick Pay Adjustment: Client third-party sick pay adjustment information.
• Tip OT Register: Client tips and overtime data.
• W/C Billing Modifiers: Client workers’ compensation policy information.
• Worksite Locations: Client worksite location-related information. | Filename | This is the file you uploaded for import. The file name displays after completing Step 3 in the import process. | | File Format tab | Displays the required file format to perform the import. | | File Content tab | Displays the imported content. | ## Uploading/Importing a Database File

To upload and import a database file in .txt format and import its data, do the following:

1. From the Import Template drop-down menu in the Data Import Tool form, select the template type.

2. At the bottom of the form, click Find File. The Upload a File dialog displays.

3. Click Choose File and browse to the .txt file you want to upload.

4. Click Open.

5. Click Submit.

If the file uploads successfully, a confirmation message displays. If your file does not upload successfully, an error message displays. Click Close, then click Clear to try again or to upload a different file.

6. Click Close to return to the Data Import Tool form, where the file name and the imported content display.

7. Review the content, and then click Import to complete the process. A confirmation dialog displays to confirm that the file content was successfully imported.

If the import process encounters duplicates, a dialog displays stating the data already exists. Click OK. The Import Duplicates form displays.

To process the duplicate data, you can either click Skip or Replace with New. If you want to apply the action to all data, select the Apply to all option.

Troubleshooting

If errors occur during the import process, do the following:

1. Click OK.

2. Click the Messages tab and review the error messages.

[Image: screenshot]

3. Click Import to proceed. If the import is successful, a confirmation dialog displays.

4. Click OK to proceed and view the report or click Close to restart the process.

[Image: screenshot]

Viewing the Report

To view the report on the data you uploaded and imported, do the following:

Click Report.

[Image: screenshot]

The data displays in a report format, which includes the Import Status results. The report (see example below) displays all imported records and includes any records that were skipped.

[Image: screenshot]

When you finish reviewing the report, close the report window and click Clear to upload another file.

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Importing ACA Offered Employees

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Operations/Data_Import_Tool/Import_ACA_Offered_Employees.htm Path: PD/Maintenance/Operations/Data_Import_Tool/Import_ACA_Offered_Employees.htm

Importing ACA Offered Employees

You can use this import template to import part-time employees who need to be reported as full-time employees for ACA purposes for the client to reduce the amount of manual work required.

Note: This import template is only available to service providers.

To upload and import ACA offered employees, do the following:

1. Select Client.

2. From the Client|Change menu, select ACA Offered Employees. The ACA Offered Employees form displays.

3. On the ACA Offered Employees form, click Import [Image: screenshot] to launch the Data Import Tool form. (This button displays for all user roles except Deny.)

The ACA Offered Employees import template option and its tabs/fields automatically display when you access this template directly from the ACA Offered Employees form.

You can navigate directly to the Data Import Tool by clicking

[Image: screenshot]

(Back Office), then select Data Import Tool on the Operations|Import Processing menu.

When you select the import template that you want, the required file layout displays in the form. Before you can upload and import data, your file must be saved in either comma-separated values (.csv) tabular format or text tab delimited (.txt) format with no spaces or special characters in the file name. (Note: You can click Download Sample Header File to download a sample Excel data file in .csv format, which can be saved in either .csv or .txt format before importing it.)

The layout requirements are:

• Client ID (required): Unique identifier for the client.

• Employee ID (required): The ID of the employee who works for the client.

• Stability Start Date (required): The Start Date is based on the predefined stability periods for the relevant employee type.

• Stability End Date (required): Populates automatically after you select a Start Date.

• Type (required): Date that applies to employee holiday time.

• ACA Offer Of Coverage (required): Indicates an offer of coverage for eligible employees. | Required? | Indicates if the field is required. | > Note: Note the following when using the ACA Offered Employees import template:

• Users whose user role is set to DENY for the ACA Offered Employees form cannot import data using the ACA Offered Employees import template and subsequently, the Data Import Tool icon will not display on this form.

• Users whose user role is set to FULL or INQUIRY for the ACA Offered Employees form, but whose user role is also set to DENY for the Data Import Tool cannot view the Import icon on the ACA Offered Employees form.

• Users whose user role is set to INQUIRY for the ACA Offered Employees form can view the ACA Offered Employees import template for Miscellaneous Invoice, but cannot import data.

• Users whose user role is set to INQUIRY for the Data Import Tool can view the form and import template options, but cannot import data.

• Users who do not have access to a particular company through client access groups are unable to import data into that company.

• A warning displays if you import an employee who is not a part-time employee, but you can still import that employee.

• You can import duplicate part-time employees if they do not have the same dates. For example, if employee ZXY uses the date 1/1/2023, you cannot import that employee using the date 1/1/2023, but you can import employee ZXY using the date 5/1/2023.

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Importing ASO Accounting Codes

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Operations/Data_Import_Tool/Import_ASO_Accounting_Codes.htm Path: PD/Maintenance/Operations/Data_Import_Tool/Import_ASO_Accounting_Codes.htm

Importing ASO Accounting Codes

You can import changes to ASO accounting codes to reduce the amount of manual work required.

Note: Note: This import template is available to service providers, worksite managers, and worksite trusted advisors.

To upload and import ASO accounting codes, do the following:

1. Select Client.

2. From the Client|Change menu, select ASO Accounting Codes.

3. On the ASO Accounting Codes form, click Import [Image: screenshot] to launch the Data Import Tool form. (This button displays for all user roles except Inquiry Only.)

The ASO Accounting Codes import template option and its tabs/fields automatically display when you access this template directly from the ASO Accounting Codes form.

Note: 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 ASO Accounting Codes import template option.

When you select the import template that you want, the required file layout displays in the form. Before you can upload and import data, your file must be saved in either comma-separated values (.csv) tabular format or text tab delimited (.txt) format with no spaces or special characters in the file name. (Note: You can click Download Sample Header File to download a sample Excel data file in .csv format, which can be saved in either .csv or .txt format before importing it.)

The layout requirements are:

• Company ID (required): Unique identifier for the client.
• Account (required): The account code number.
• Account Name (required): The name of the account.
• Prefix/Suffix Allowed: Indicates if the client uses a prefix or suffix in addition to the core account number. | Required? | Indicates if the field is required. | ========================================================================

Importing Auto Holiday Pay Days

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Operations/Data_Import_Tool/Import_Auto_Holiday_Pay_Days.htm Path: PD/Maintenance/Operations/Data_Import_Tool/Import_Auto_Holiday_Pay_Days.htm

Importing Auto Holiday Pay Days

You can use this import template to import auto holiday pay days to reduce the amount of manual work required.

Note: This import template is only available to service providers.

To upload and import auto holiday pay days, do the following:

1. Select Client.

2. From the Client|Change menu, select Auto Holiday Pay. The Auto Holiday Pay form displays.

3. Click Days. The Auto Holiday Pay Days form displays.

4. On the Auto Holiday Pay Days form, click Import [Image: screenshot] to launch the Data Import Tool form. (This button displays for all user roles except Deny.)

The Auto Holiday Pay Days import template option and its tabs/fields automatically display when you access this template directly from the Auto Holiday Pay Days form.

You can navigate directly to the Data Import Tool by clicking

[Image: screenshot]

(Back Office), then select Data Import Tool on the Operations|Import Processing menu.

When you select the import template that you want, the required file layout displays in the form. Before you can upload and import data, your file must be saved in either comma-separated values (.csv) tabular format or text tab delimited (.txt) format with no spaces or special characters in the file name. (Note: You can click Download Sample Header File to download a sample Excel data file in .csv format, which can be saved in either .csv or .txt format before importing it.)

The layout requirements are:

• Client ID (required): Unique identifier for the client.

• Date (required): Date that applies to employee holiday time. | Required? | Indicates if the field is required. | > Note: Note the following when using the Auto Holiday Pay Rules import template:

• Users whose user role is set to DENY for the Auto Holiday Pay Days form (accessed by selecting Days on the Auto Holiday Pay form) cannot import data using the Auto Holiday Pay Days import template and subsequently, the Data Import Tool icon will not display on this form.

• Users whose user role is set to FULL or INQUIRY for the Auto Holiday Pay Days form (accessed by selecting Days on the Auto Holiday Pay form), but whose user role is also set to DENY for the Data Import Tool cannot view the Import icon on the Auto Holiday Pay Days form.

• Users whose user role is set to INQUIRY for the Auto Holiday Pay Days form (accessed by selecting Days on the Auto Holiday Pay form) can view the Auto Holiday Pay Days import template, but cannot import data.

• Users whose user role is set to INQUIRY for the Data Import Tool can view the form and import template options, but cannot import data.

• Users who do not have access to a particular company through client access groups are unable to import data into that company.

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Importing Auto Holiday Pay Rules

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Operations/Data_Import_Tool/Import_Auto_Holiday_Pay_Rules.htm Path: PD/Maintenance/Operations/Data_Import_Tool/Import_Auto_Holiday_Pay_Rules.htm

Importing Auto Holiday Pay Rules

You can use the Auto Holiday Pay Rules import template to import auto holiday pay rules to reduce the amount of manual work required.

Note: Note: This import template is only available to service providers.

To upload and import auto holiday pay rules, do the following:

1. Select Client.

2. From the Client|Change menu, select Auto Holiday Pay Rules.

3. On the Auto Holiday Pay Rules form, click Import [Image: screenshot] to launch the Data Import Tool form. (This button displays for all user roles except Inquiry Only.)

The Auto Holiday Pay Rules import template option and its tabs/fields automatically display when you access this template directly from the Auto Holiday Pay Rules form.

You can navigate directly to the Data Import Tool by clicking

[Image: screenshot]

(Back Office), then select Data Import Tool on the Operations|Import Processing menu.

When you select the import template that you want, the required file layout displays in the form. Before you can upload and import data, your file must be saved in either comma-separated values (.csv) tabular format or text tab delimited (.txt) format with no spaces or special characters in the file name. (Note: You can click Download Sample Header File to download a sample Excel data file in .csv format, which can be saved in either .csv or .txt format before importing it.)

The layout requirements are:

• Client ID (required): Unique identifier for the client.

• Employee Type: Type of employee.

• Pay Method: Method by which the employee will be paid.

• FLSA Exempt: FLSA exempt status.

• Pay Group: Pay group assigned to holiday.

• Pay Code (required): Pay code assigned to holiday.

• Number of Hours (required): Number of holiday hours. | Required? | Indicates if the field is required. | > Note: Note the following when using the Auto Holiday Pay Rules import template:

• Users whose user role is set to DENY for the Auto Holiday Pay form cannot view the Auto Holiday Pay Rules import template in the Data Import Tool.

• Users whose user role is set to INQUIRY for the Auto Holiday Pay form, but whose user role is also set to DENY for the Data Import Tool cannot view the Import Rules link on the Auto Holiday Pay form.

• Users whose user role is set to INQUIRY for the Auto Holiday Pay form can view the Auto Holiday Pay Rules import template for Miscellaneous Invoice, but cannot import data.

• Users whose user role is set to INQUIRY for the Data Import Tool can view the form and import template options, but cannot import data.

• Users who do not have access to a particular company through client access groups are unable to import data into that company.

• The system appends imported rules to the end of the existing rule list.

• The import process ignores duplicate data.

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Importing Backup Account Assignments

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Maintenance/Operations/Data_Import_Tool/Import_Backup_Account_Assignments.htm Path: PD/Maintenance/Operations/Data_Import_Tool/Import_Backup_Account_Assignments.htm

Importing Backup Account Assignments

You can use the Backup Account Assignment import template to import backup account assignments to reduce the amount of manual work required.

Note: Note: This import template is only available to service providers.

To upload and import backup account assignments, do the following:

1. Click [Image: screenshot] (Back Office), then select Data Import Tool on the Operations|Import Processing menu.

2. In the Data Import Tool form, select the Backup Account Assignment import template option.

When you select the import template that you want, the required file layout displays in the form. Before you can upload and import data, your file must be saved in either comma-separated values (.csv) tabular format or text tab delimited (.txt) format with no spaces or special characters in the file name. (Note: You can click Download Sample Header File to download a sample Excel data file in .csv format, which can be saved in either .csv or .txt format before importing it.)

Note: Before you begin the import, you can select to Keep Existing User Data (default) or Remove existing backup account assignments for all clients in the import file, which overrides the existing list of users that are currently assigned to the client.

The layout requirements are: