Task Sheets

This file is a combined export of PrismHR help topics in Task Sheets. 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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Network ZIP Codes Import

Source: https://tech-docs.prismhr.com/SP_help/Content/Task%20Sheets/BA/Medical/GBP/Network_Zip_Codes_Import.htm Path: Task Sheets/BA/Medical/GBP/Network_Zip_Codes_Import.htm

Network ZIP Codes Import

To import ZIP codes to benefit plans that have a network assigned, use the Network ZIP Codes Import form. The imported file must be a comma-delimited (.CSV) file and include headers that describe the contents of each column.

1. Enter the Plan ID for the benefit plan.

2. Select the Network to which you want to import the ZIP codes.

3. Click Start Import. The Upload window displays.

4. Click Choose File, and select the file to upload.

5. Click Submit. The imported data displays. If the file contains invalid information, an error report displays in the form.

• To view the data in the form, click Done with Errors.

• To scroll through the report as needed, click Next Page and Previous Page.

• To discard the data, click Cancel at any time.

6. To complete the import, click Post Data. The imported ZIP codes will display in a table.

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Setting Up Billing Rates for Age Banded Plans

Source: https://tech-docs.prismhr.com/SP_help/Content/Task%20Sheets/BA/Medical/GBP/Setting_Up_Billing_Rates_Age_MDV.htm Path: Task Sheets/BA/Medical/GBP/Setting_Up_Billing_Rates_Age_MDV.htm

Setting Up Billing Rates for Age Banded Plans

Use the Billing Rates form, accessed in the Actions menu in Group Benefit Plans, to set up billing rates for a tobacco banded group benefit plan.

You can use the Copy from Premium Rates option, accessed in the Actions menu to copy age-range information from the Premium Rates record for the benefit plan. This option only displays when an Effective Date is entered in Billing Rates.

1. The Benefit Plan ID populates from the Group Benefit Plan form.

Note: Note: The Rate Group field displays when the Billing Rates Vary By Network drop-down in the Other Processing Parameters panel is set to No (the default setting).

2. Enter the Rate Group. Your organization might charge different clients at different rates for the same benefit plan. PrismHR allows you to define these different rates using rate groups. You can use as many rate groups as needed. The rates you enter apply only to this rate group.

3. Select the Plan Type. The drop-down lists only the plan types defined for the group benefit plan.

4. Enter a new Effective Date, or select an existing one on the right (if any). Organizing saving rates by Effective Date allows you to view previous rates for reference purposes. The system calculates billing using the rates with the most recent effective date.

5. Enter the age-range information for each age band in the benefit plan. For each age range:

Note: Note: The Total Bill Amount field is the sum of the Employee Bill Amount and Dependents Bill Amount. Once you enter two values, the third calculates automatically. For example, if you enter a Total Bill Amount of 500 and an Employee Bill Amountof 300, the system populates Dependents Bill Amount with 200.

6. Click Save. The form clears so that you can enter the premiums for another plan type.

7. Repeat these steps for each plan type set up in the Plan Types panel in Group Benefits Plans.

8. Click Close when you are finished.

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Using Benefit Billing Options

Source: https://tech-docs.prismhr.com/SP_help/Content/Task%20Sheets/BA/TS-Benefit_Billing_Options.htm Path: Task Sheets/BA/TS-Benefit_Billing_Options.htm

Using Benefit Billing Options

This article describes how to use benefit billing and how to set up the necessary bill codes in PrismHR.

Benefit Billing Scenarios

There are three common scenarios for benefit billing in PrismHR:

Scenario 1: PEO-sponsored benefit plan, used by the client

• Description: The PEO sponsors a benefit plan which the client uses (alternately, the PEO manages the funds for the client’s provider). The PEO pays the full cost of the benefit plan to the plan provider, then bills the client for this payment. The PEO then deducts employee contributions to the benefit plan, and reimburses the client for this contribution.

• Requirements: Do the following:

Action — Description

Set up bill code — You must set up a bill code on the benefit plan in the Group Benefit Plans form. The bill code handles both billing the client for the amount paid to the plan provider as well as reimbursement of employee contributions to the client.

Set up standard deduction code — You must set up a standard deduction code in the Deduction Codes form to deduct employee contributions for the benefit plan.

Set up above deduction code with no value — You must set up the above deduction code with no value in the Client Bill Rate Code field. A deduction code that includes a value would reimburse employee deductions twice to the client since the bill code already handles both billing and reimbursement.

Scenario 2: Client-sponsored benefit plan

• Description: The client sponsors its own plan. The client pays the full cost of the benefit plan to the plan provider. Since the client pays for the benefit plan directly, the PEO does not bill the client for the cost of the benefit plan. The PEO deducts employee contributions, then reimburses the client for these contributions.

• Requirements: Do the following:

Action — Description

Do not set up bill code — Since the client pays the plan provider directly, the PEO does not bill the client for the amount owed the benefit provider; therefore, you do not need to set up a bill code on the benefit plan.

Set up special deduction code — You must set up a special deduction code in the Deduction Codes form to deduct employee contributions for the benefit plan.

Set up above deduction code with value — You must set up the above deduction code with a value in the Client Bill Rate Code field to reimburse employee contributions to the client.

Scenario 3: PEO-sponsored benefit plan

• Description: The PEO has a benefit plan that the employee uses without any client involvement. Since the PEO sponsors the plan and the client is not involved, the PEO does not bill the client. The PEO pays the full cost of the benefit plan to the plan provider, then deducts and keeps the employee contribution.

• Requirements: Do the following:

Action — Description

Do not set up bill code — Since this scenario does not involve billing or reimbursing the client, you do not set up a bill code on the benefit plan.

Set up standard deduction code — You must set up a standard deduction code in the Deduction Codes form to deduct the employee’s contribution from the employee’s pay.

Set up deduction code with no value — You must set up this deduction code with no value in the Client Bill Rate Code field.

Setting Up the Bill Code

The Bill Code field, located in the Group Benefit Plans panel on the Group Benefit Plans form, specifies the billing the benefit plan uses and controls the accounting and invoicing to the client for the benefit plan.

[Image: screenshot]

To set up the bill code, do the following:

1. Enter the Bill Code that represents the billing this benefit plan uses.

• For PEO-sponsored benefit plans that are used by the client (scenario 1), you must select a Bill Code from the drop-down.

• For client-sponsored benefit plans, or PEO-sponsored benefit plans that do not involve the client, (scenarios 2 and 3), you must leave the Bill Code field blank.

2. Click Save. If you have not selected a Bill Code, PrismHR displays an alert and prompts you to confirm that you do not want to specify a bill code on this benefit plan.

3. If you are defining a PEO-sponsored benefit plan that is used by the client (scenario 1), click Yes to finish saving. Otherwise, click No, select a Bill Code from the drop-down, and click Save.

Setting Up the Client Rebate Bill Code

The Client Rebate Bill Code field, located in the Client Rebates panel in the Deduction Codes form, specifies the client rebate code used on the deduction.

Note: Note: For more information about setting up deduction codes, refer to the Payroll Setup Guide.

To set up the client rebate bill code, do the following:

1. Enter the Client Rebate Bill Code this deduction uses to reduce a company’s bill amounts, if applicable.

• For PEO-sponsored benefit plans that used by the client or that do not involve the client (scenarios 1 and 3), the Client Rebate Bill Code field must be left blank.

• For client-sponsored benefit plans (scenario 2), you must select a value from the drop-down.

2. Click Save.

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Working with Participation Requirements

Source: https://tech-docs.prismhr.com/SP_help/Content/Task%20Sheets/BA/TS-Working_with_Participation_Requirements.htm Path: Task Sheets/BA/TS-Working_with_Participation_Requirements.htm

Working with Participation Requirements

To work with participation requirements, do the following:

• Define participation requirements at the system level, client level, or both

• Define valid waiver reasons

• Activate pending enrollments with the new Participation Requirements Maintenance form

Defining Participation Requirement

Managing participation requirements ensures that client and employee enrollments follow carrier guidelines. You can do this at the system level, client level, or both. Defining participation requirements at the client level overrides requirements defined at the system level.

To define participation requirements at the system level, do the following:

1. Click Back Office.

2. On the System|Change menu, select Group Benefit Plans.

3. Enter a Benefit Plan ID or click the link to select from a list.

4. In the Participation Requirement panel, complete the following fields:

5. Click Save.

To define participation requirements at the client level, do the following:

1. On the Client|Change menu, select Benefit Plan Setup.

2. In the Plan Class field, select Group Benefit.

3. In the Participation Requirement panel, complete the following fields:

• No
• Yes: Enables the Participation Requirement Start Date and Participation Requirement Percentage fields.
• Use System Default: Uses the values defined at the system level. | Participation Requirement Start Date | Enter a start date. | | Participation Requirement Percentage | Enter a percentage. The value must be numerical from 1 to 100. |

4. Click Save.

Defining Valid Waiver Reasons

After defining participation requirements, you must define valid waiver reasons. Defining valid waiver reasons enable you to determine the total eligible participation count. Note that all waiver reasons (valid or invalid) are included in the total waived employee count.

To define valid waiver reasons, do the following:

1. Click Back Office.

2. On the System|Change menu, select System Parameters.

3. In the Actions menu [Image: screenshot] , select Enrollment Options. The Enrollment Options form displays.

4. Use the Valid Waiver Reason column to define the Medical Waive Reasons as valid (Yes) or invalid (No).

5. Click Save.

Users can now submit their enrollments and enter the posting queue as pending.

Activating Pending Enrollments

When benefit enrollments contain plans with participation requirements, they enter the posting queue as pending. The Participation Requirement Maintenance form enables you to activate pending enrollments.

To activate pending enrollments, do the following:

1. Click Back Office.

2. On the Operations|Action menu, select Participation Requirement Maintenance.

3. In the Participation Requirement Maintenance panel, complete the following fields:

• To view posted enrollments with the start date and percentage entered at the system level on the Group Benefit Plan form, select System check.
• To view posted enrollments with client overrides entered at the client level on the Benefit Plan Setup form, select a Client ID check. The Client ID field is disabled. | Client ID | To filter clients with system-level participation requirements, select a client from the Client ID list. |

4. Click Search. The Search Results panel displays benefit enrollments with effective dates on or before the Participation Requirement Start Date.

In the Participation Requirement Maintenance panel, information about the selected benefit plan enrollments displays.

Field — Description

Participation Requirement Needed — The total Participation Requirement percentage.

Estimated Participation Achieved — Percentage = (Pending Employee count + Active Employee count) / (Total Employee count - Waived Employee count)

Pending Employee count — The number of employees with a Pending enrollment status.

Active Employee count — The number of employees with an Active enrollment status.

Waived Employee count — The number of employees with a Waived enrollment status. Note that all waiver reasons (valid or invalid) are included in the total waived employee count.

Terminated Employee count — The number of employees with a Terminated enrollment status.

Eligible Employee count — The number of employees with an eligible benefit enrollment for this plan. Note that when adding the benefit plan after entering the employee into the system, the employee is eligible, but an eligible benefit enrollment does not exist.

Total Employee count — Total of all employee counts.

5. Click Activate Pending Plans. A dialog displays confirming you want to change the pending enrollments to an active status.

6. Click Yes.

When complete, pending enrollments have an active status.

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Using COBRA Features to Comply with the American Rescue Plan Act

Source: https://tech-docs.prismhr.com/SP_help/Content/Task%20Sheets/CMP/COVID/TS-ARPA_COBRA_Guidance.htm Path: Task Sheets/CMP/COVID/TS-ARPA_COBRA_Guidance.htm

Using COBRA Features to Comply with the American Rescue Plan Act

Background

The 2021 the American Rescue Plan Act (also known as the ARP and ARPA), introduced various changes and extensions to existing coronavirus-related legislation. The act also specified the creation of COBRA premium subsidies for enrollees who experience qualifying events (in other words, involuntary termination or a reduction of hours). These subsidies apply to 100% of the cost of the COBRA premium paid between April and September, 2021.

Certain individuals who could have enrolled in COBRA continuation coverage in the past, but did not do so, are provided another opportunity to enroll and are also eligible for the subsidy, along with individuals who previously enrolled in COBRA but then discontinued continuation coverage.

Additionally, the legislation specifies the creation of several new model election notices to inform potentially eligible individuals of this benefit. These model notices include:

• A standard election notice for individuals who have qualifying events between April 1 and September 30.

• A notice for an extended election period, for individuals who had qualifying events in the 18 months prior to April 1.

• An “alternate” notice for individuals with state continuation coverage that would extend their coverage into the April 1–September 30 period.

To comply with the new COBRA-related requirements, some service providers have opted to start using the existing COBRA features provided by PrismHR, Others will not use these features, but still need to record and track tax credits and subsidy premiums. This document provides initial guidance for both groups, and will provide further guidance, procedures, and workarounds as more official direction becomes available.

Please read this document in its entirety and check back frequently for updates. Updates will be reflected by the revision number at the bottom of this article. If you have further questions about using these features, please contact the PrismHR Customer Support Team.

If you do not currently leverage PrismHR’s existing COBRA features

Note: Note: This section was written before the May and June releases. It is included here, in modified form, for informational purposes.

PrismHR leverages the existing tax deduction code, 00-19, for COBRA subsidy credits.

Even before the release of any new COBRA features, any amounts associated with this tax code will build and accrue entirely on the employer level. This means that you can begin accumulating COBRA subsidy credits under this tax code immediately, even if you do not have these features enabled.

To accumulate credits under 00-19 before the release of any new features, apply a tax adjustment to an employee and associate it with this tax code. The credits will accrue employee-by-employee, and the system will ultimately build those credits on the employer level.

Note: Note: After the May release, for MasterTax users, the credits build at the “lower” client/F-code level (in contrast to the higher employer level) by default. PrismHR also introduced a new system-level setting on the MasterTax Interface Parameters form, so users can select whether the system reports on the client or employer level by default (see Reporting COBRA Subsidy Credits on the Employer Level below). In addition, we are currently developing more refined functionality that enables users to flag COBRA plans as client-sponsored on a client-by-client basis.

Using the New ARPA/COBRA Features

In May and June 2021, PrismHR began releasing new features designed to better support the new ARPA COBRA requirements.

Note: Note: COBRA bill pending entries behave differently from standard bill pending entries. COBRA bill pending entries will be pulled into MasterTax on the next daily import, regardless of whether their associated payrolls have posted.

Setting Up Automatic Credit Generation

You can still create 00-19 tax adjustments manually, if needed. But you can also configure the system-level COBRA settings and Participant Record settings so that the system automatically generates 00-19 credits when you create COBRA invoices.

To use these new features:

1. Go to COBRA Administration > File > COBRA Global Setup Record.

2. Select F9-Subsidy. The COBRA Subsidy Set-up form displays.

3. Enter a Start Date of 4/1/2021 and a Stop Date of 9/30/2021.

4. Enter 100 in the Subsidy Percent field.

5. Click F2-Save.

6. Next, go to COBRA Administration > File > Participant Record.

7. Enter the appropriate Participant ID.

8. Set Subsidy Percent to 100 and click F2-Save.

9. Repeat for all applicable participants.

Next time you create COBRA invoices, the system will automatically generate 00-19 tax adjustments for all the affected participants who have this setup, and will then create a corresponding invoice line item to reflect the subsidy.

Manually Generating COBRA Subsidy Credits

You can still manually accrue, track, and create invoices for full premium values. To do this, create a COBRA Transaction Entry with the Transaction Type set to S - Enrollee Subsidy Credit (use F3 to select from the list of available types).

[Image: COBRA Transaction Entry form with Transaction Type highlighted, set to Enrollee Subsidy Credit]

To manually generate a COBRA subsidy credit in PrismHR:

1. Go to Client > Change > Client Details >Actions menu [Image: screenshot] > COBRA Credit Entry.

2. Click New Adjustment.

3. Select the Employee to associate with this credit.

4. Enter the Credit Date.

5. Select the Employer to associate with this credit.

6. Enter the COBRA Credit Amount as a positive value. This amount will accumulate as a negative value under tax code 00-19. If you enter a negative value in this field, a positive entry will accumulate under 00-19 and on the bill pending entry.

7. Select Credit Client? if you want to create a Bill Pending entry for this client.

8. If you selected Credit Client, you can also enter a Credit Billing Date to associate with the newly created client bill pending entry.

9. Click Save. The system creates the new COBRA credit under the specified employee and employer.

Reporting COBRA Subsidy Credits on the Employer Level

Note: Note: Currently, this value reports in MasterTax as a positive value. As part of our development work for MasterTax RTS file version 42, PrismHR is planning to change this to a negative value in a future release.

By default, PrismHR currently reports 00-19 on the client, or F-code, level of the MasterTax RTS and PTS files. You can change this default on the MasterTax Interface Parameters form.

To change the default reporting level from client to employer:

1. Go to Work Centers > MasterTax Processing > Setup Forms > Mastertax Interface Parameters.

2. Locate the new Schedule R Reporting Override panel. The panel contains a single-valued table.

3. In the table, create a new row and then select 00-19.

4. Click Save. The system will now default to the employer level when reporting 00-19 credits.

[Image: Detail on the Tax Codes grid in the Schedule R Reporting Override panel, with code 00-19 entered in the first row of the grid.]

Suggestions for Using Report Center

To identify subsidy-eligible individuals, you can use Report Center to review employee terminations by Date and by Termination Reason type. You can also add state information to the report if you need to identify employees who qualify for COBRA State Continuation coverage.

Additionally, if you are tracking 00-19 credits using PrismHR, you can use Report Center to review any employees who had adjustments to their Standard or Default Time Sheet Hours, which might have otherwise triggered a COBRA qualifying event. See the example below from the Employee Details > Pay tab.

[Image: Employee Compensation tab detail, with Standard hours (80.00) and Default T/S Hours highlighted]

Printing Election and Extension Notices

Note: Note: No other ARPA/COBRA notices are supported at this time. Please ensure that you manually attach the mandatory Summary of the COBRA Premium Assistance Provisions under the American Rescue Plan Act to each of your extension and election notices.

Printing Election Notices

The election notice provides information about COBRA claim opportunities to an employee who experienced a qualifying event.

After you print election notices, the system will automatically update the highlighted fields on the COBRA Participant Record > F6-Dates form:

[Image: COBRA Dates Tracking form, with three fields highlighted: ARPA Notice, ARPA Election, and ARPA Extension.]

To print a COBRA election notice as mandated under the ARPA:

1. Navigate to COBRA Administration > Process > Print Election Notices.

2. Enter a Due Date Range Start date and a Due Date Range End date. The system uses this range to select enrollees for notice printing, based on the date their notice is due.

3. If necessary, indicate whether this is a Reprint of notices that were already printed.

4. Enter a client ID in Limit Process to Company if you only want to print notices for enrollees from that client.

5. Click F2-Print.

Printing Extension Notices

Note: Note: The Qualifying Reasons and Termination Types filters behave independently of one another. If you leverage both, they will not work together to further filter employees beyond the individual filter parameters.

The extension notice provides information about COBRA claim opportunities to an employee who could have claimed COBRA benefits in the previous year but did not. It informs the employee that their window for claiming COBRA benefits was extended.

To print a COBRA extension notice as mandated under the ARPA:

1. Navigate to COBRA Administration > Process > Print Election Notices.

2. Click F5-ARPA Ext Notice. A form displays.

3. In the Qualifying Event Start Date and Qualifying Event End Date fields, specify the qualifying event date range from which the system will select enrollees.

4. If necessary, specify the Qualifying Reasons and Termination Types for which you will generate notices. See the note at the top of this section.

5. Click F2-Print.

Feature Development in Progress

The following features are in development:

• Option to flag COBRA benefit plans as client-sponsored, with corresponding reporting logic for the MasterTax RTS and PTS files.

Please check back on this document frequently as further features and details become available.

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Recording Education Loan Payments Under the CARES Act

Source: https://tech-docs.prismhr.com/SP_help/Content/Task%20Sheets/CMP/COVID/TS-CARES_Student_Loans.htm Path: Task Sheets/CMP/COVID/TS-CARES_Student_Loans.htm

Recording Education Loan Payments Under the CARES Act

Use the following guidance to provide support for qualifying education loan payments made to (or on the behalf of) employees, as defined under the CARES Act and as extended under the 2021 Consolidated Appropriations Act.

Background

The CARES Act (2020) expanded the IRS definition of “educational assistance” to include qualifying payments made by employers toward employee educational loans, specifically between March 27, 2020 and January 1, 2021.

In early 2021, the Consolidated Appropriations Act extended this time period through January 1, 2025. The maximum qualifying contribution, per employee per year, is $5250. These payments do not increase the gross taxable income of the employee. This article provides a helpful history and summary of these provisions.

Solution

To provide support for this legislative requirement in PrismHR, create a new pay code exempt from all federal taxes and with an annual maximum of $5250.00.

To track these education loan payments in PrismHR:

1. Click the Back Office menu and select System|Change > Pay Codes.

2. Fill out the required form fields, as appropriate for the type of education payment you need to track.

3. Set the pay code maximum: clickActions menu [Image: screenshot] > Maximums.

4. In the table, set the Basis to Annual.

5. Set the Maximum Earnings amount to 5250.00.

6. Click Save to return to the Pay Codes form.

7. Finally, exempt the pay code from all federal taxes: clickActions menu [Image: screenshot] > Tax Exemptions.

8. Specify the following tax exemption settings in the table. When you finish, click Save to return to the Pay Codes form.

9. Click Save on the Pay Codes form.

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Creating an EEO-1 Report in PrismHR

Source: https://tech-docs.prismhr.com/SP_help/Content/Task%20Sheets/CMP/EEO/EEO-1%20Migrated%20Task%20Sheet/TS-EEO-Migrated-1-Intro.htm Path: Task Sheets/CMP/EEO/EEO-1 Migrated Task Sheet/TS-EEO-Migrated-1-Intro.htm

Creating an EEO-1 Report in PrismHR

PrismHR provides an array of features to support EEO-1 reporting based on the specifications and guidance from the Equal Employment Opportunity Commission (EEOC). You can find many of these features in the EEO Processing work center.

Introduction

This document describes the process of preparing, correcting, and generating an EEO-1 reporting file for submission to the EEOC.

Please review the following sections of the document, based on your needs:

• Background – for details about the report itself, recent changes, and other general information.

• Setting Up EEO-1 Report Data – for lists of data fields that you need to check before running these features.

• Recommended Workflow and Known Issues – for a high-level workflow, possible pain points, and advice related to these features.

• Basic Procedures – for instructions on building, importing, exporting, downloading, and viewing EEO-1 reporting data.

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EEO Reports

Source: https://tech-docs.prismhr.com/SP_help/Content/Task%20Sheets/CMP/EEO/EEO-1%20Migrated%20Task%20Sheet/TS-EEO-Migrated-12-Reports.htm Path: Task Sheets/CMP/EEO/EEO-1 Migrated Task Sheet/TS-EEO-Migrated-12-Reports.htm

EEO Reports

The EEO Reports section of the work center provides additional reports you can use to review and verify employee EEO reporting data:

• EEO Detail Report – Returns detailed employee reporting data in .csv format.

• EEO Summary Headcount Report – Returns summary totals for the different reporting categories, in .csv format.

• EEO Download Report – Run this report immediately before you create the EEO-1 download file. This report provides a preview of the contents of the actual file. It also uses the .csv format.

For detailed information about running each of these reports, see their corresponding online help documentation.

• Running the EEO Detail Report

• Running the EEO-1 Summary Headcount Report

• Creating the EEO-1 Download Report

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Downloading the Report

Source: https://tech-docs.prismhr.com/SP_help/Content/Task%20Sheets/CMP/EEO/EEO-1%20Migrated%20Task%20Sheet/TS-EEO-Migrated-13-Downloading.htm Path: Task Sheets/CMP/EEO/EEO-1 Migrated Task Sheet/TS-EEO-Migrated-13-Downloading.htm

Downloading the Report

When you or your clients are ready to send your EEO-1 Report to the federal government, it can be downloaded through your browser on a client by client basis, under EEO-1 File & Pay Data Reporting.

Beginning in 2021, the system pulls data from the client level instead of the global level for certain reporting fields. You can use the EEO-1 File & Pay Data Reporting form in PrismHR to configure those fields for each client. The fields are indicated in the example below – see the download procedure for additional instructions.

Note: Note: The Report As Of Date is the field that determines how the system builds data. When selecting employees for the build, the system will look for employees who have any pay periods that include that specific date.

Creating Client EEO-1 & Pay Data Files

Note: Note: Before creating the download file, ensure that you have reviewed the settings listed in the Setting Up EEO-1 Report Data and Reviewing EEO-1 Download Setup and Data sections, especially options to include or exclude clients in the file.

To download client EEO-1 and Pay Data reporting files:

1. In the EEO Processing work center, under EEO-1 Processing > Generate EEO-1 Reporting Files, select Client EEO-1 & Pay Data Files.

2. Use the Generate File panel to configure the file generation settings:

Field — Action

Year — Select the reporting year.

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

EEO Pay Period End Date — Pay period end date to use when collecting and calculating EEO-1 data for the year.

EEO File Type — Select Federal to produce a file to EEOC specifications. Select California to produce the California Pay Data reporting file.

3. Click Generate File. After the file generation process finishes, you can click Download to obtain the file through your browser.

4. If there are errors or gaps in EEO reporting data, a warning message displays. This information will not be included in the report if you proceed.

• To fix errors, export the report (see Exporting the Report), fix any errors, and then re-import the data.

• To fix the errors at their root, you can also directly edit the employee data within the system and complete the Build process again. If you choose to do this, note that updating employee EEO-1 information will make those changes visible to the employee as well.

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Background

Source: https://tech-docs.prismhr.com/SP_help/Content/Task%20Sheets/CMP/EEO/EEO-1%20Migrated%20Task%20Sheet/TS-EEO-Migrated-2-Background.htm Path: Task Sheets/CMP/EEO/EEO-1 Migrated Task Sheet/TS-EEO-Migrated-2-Background.htm

Background

Note: Note: The EEOC changed its reporting requirements in 2023 for 2022 reporting.

About the EEO-1 Report

Every year, employers must file the Employer Information Report, or EEO-1 Report, with the Joint Reporting Committee of the U.S. Equal Employment Opportunity Commission. The report provides a count of each company’s employees by job class, ethnicity, race, and gender.

This document describes how you can use PrismHR to create download files for each client subject to EEO-1 reporting. The standard file output from PrismHR includes multiple records supporting most EEO-1 Type codes as described below:

• 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. In the case of companies with government contracts of $50,000 or more, the threshold for creation of an establishment record is 50+ 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 leverage EEOC status codes as detailed in the table below.

Note: Note:

• For 2022, the EEOC modified their “type” codes, but the file structure need not be altered and will remain the same within PrismHR.

• The “Unit Number” mentioned in the table below refers to a field in the Other Parameters panel on the Worksite Location form, called EEO Unit Number.

EEOC Status Code — Description

1 — Single Establishment Report This code indicates that the employer has a single worksite establishment under which all data is being reported. Single-Establishment Report files should contain a single line item. This file type is not directly supported within PrismHR at this time. The file for any Single-Establishment company must be slightly modified as indicated below for upload to the EEOC.

2 — Consolidated Report Record This is displayed on the first line of any download file and contains summary information. For 2022 reporting, this record is no longer required and and will be ignored by the EEOC, but will still appear on the PrismHR file output. > 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 appears on the second line of any file from PrismHR. The EEOC requires multi-establishment employers to designate one of their establishments as a “headquarters.” > Note: Note: If your download is for single-establishment reporting, you can remove this record.

4 — 50+ Employee Establishment, Previously Reported This establishment has 50 or more employees and it is not first time reporting (a Unit Number exists for the establishment). For 2022 Reporting, the EEOC has replaced “Type 4” and “Type 8” designations with a designation of “Establishment-Level Report” to encompass both types of records. The EEOC will self determine whether an establishment meets the “Type 4” or Type 8” designation. However, the designation will remain on PrismHR file outputs, and the EEOC will overlook the self-determined designation on any file.

6 — Establishment List Report This alternate style report is no longer permitted by the EEOC as of 2022. This is not supported by PrismHR.

8 — 50- Employee Establishment, Previously Reported This establishment has less than 50 employees and it is not first time reporting (a Unit Number exists for the establishment). For 2022 reporting, the EEOC has replaced “Type 4” and “Type 8” designations with a designation of “Establishment-Level Report” to encompass both types of records. The EEOC will self-determine whether an establishment meets the “Type 4” or Type 8” designation. However, the designation will remain on PrismHR file outputs, and the EEOC will overlook the self-determined designation on any file. Additionally, for 2022, the definition of type 8 has changed. In prior years, this code was used for all establishments with under 50 employees. PrismHR currently produces a Type 8 designation for any establishment under 50 employees.

9 — New Establishment This establishment is of any size that has not previously been reported to the EEOC. These establishments will not have a Unit Number. PrismHR will automatically designate any worksite without a Unit Number over 50 employees as a Type 9 report. For 2022 reporting, the definition of type 9 has changed. In prior years this code was used for all establishments with over 50 employees that was not previously reported. PrismHR currently produces a Type 9 designation for all such establishments

Other Documentation

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

2023 EEO-1 Component 1 Data Collection Instruction Booklet

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Setting Up EEO-1 Report Data

Source: https://tech-docs.prismhr.com/SP_help/Content/Task%20Sheets/CMP/EEO/EEO-1%20Migrated%20Task%20Sheet/TS-EEO-Migrated-3-SetUpData.htm Path: Task Sheets/CMP/EEO/EEO-1 Migrated Task Sheet/TS-EEO-Migrated-3-SetUpData.htm

Setting Up EEO-1 Report Data

To save time, minimize errors, and ensure accuracy, be sure to check the following fields before you create the EEO-1 Report. Invalid or missing codes might cause the download process to fail.

Note: Note: You can also review some basic client-level information on the EEO-1 File & Pay Data Reporting form (Reports menu > Client > Report > EEO-1 File & Pay Data Reporting).

• Hispanic or Latino
• Caucasian or White
• Black or African-American
• Native Hawaiian or Other Pacific Islander
• Asian
• American Indian or Alaska Native
• Two or more races
• Some other race | Work Centers | Compliance > EEO Processing > EEO-1 Processing > Client EEO-1 & Pay Data Files | Ensure data is complete and accurate on this screen. This data will be used to designate the company headquarters and to populate all client level information on the EEO-1 download. | | Work Centers | Compliance > EEO Processing > EEO-1 Processing > Service Provider EEO-1 Files | Ensure data is complete and accurate on this screen. > Note: Note: The EEO-1 “pay period start date” entered here will be used for all clients when generating an EEO-1 report. Otherwise, the required fields on this data will only be used if generating an EEO-1 report from this screen and historically was used for combined PEO filing. | | Client | Change > Positions | Confirm that each Position Code has a valid Position Classification. | | Work Centers | Compliance > EEO Processing > EEO Class Codes | Confirm that valid EEO class codes are used for Class Codes. | | Back Office menu > System | Change > Position Classifications | Confirm that each Position Classification has an EEO Position Group. | | Work Centers | Compliance > EEO Processing > EEO Position Groups | Confirm that each Group Code has an EEO Class. | ========================================================================

Recommended Workflow and Known Issues

Source: https://tech-docs.prismhr.com/SP_help/Content/Task%20Sheets/CMP/EEO/EEO-1%20Migrated%20Task%20Sheet/TS-EEO-Migrated-4-Workflow.htm Path: Task Sheets/CMP/EEO/EEO-1 Migrated Task Sheet/TS-EEO-Migrated-4-Workflow.htm

Recommended Workflow and Known Issues

In PrismHR, the general workflow for EEO-1 reporting is:

1. Build data for all clients.

2. Export the built data and check for errors.

3. Fix any errors and then Import the corrected file.

4. Review your settings on the EEO-1 file generation form (either Service Provider or Client) and make sure you are including or excluding clients correctly.

5. Generate the Download file.

6. As needed, update your client inclusion settings and generate the next Download file.

7. Continue until you have all your report files.

Additional Known Issues and Limitations

Generating a Single Report File for Corporate and Client Reporting

If you need to submit a single EEO-1 file that combines data from your corporate account database and your client accounts database, you need to generate both download files and then perform some manual adjustments to combine the two download files into one:

1. For each data point in the Consolidated (status code 2) records, you must calculate the sum of the value on the corporate file and the value on the client file. The Consolidated record contains the totals for each file, so your combined file must include a single Status Code 2 record that reflects the overall sum of the totals across both files.

2. Make sure to use the Headquarters (status code 3) record from your corporate account. Modify the Headquarters record from your client download file and change its status code to 4, 8, or 9 as appropriate (see About the EEO-1 Report above).

3. Paste your modified client-level Headquarters record – now with status code 4, 8, or 9 – into the corporate download file.

4. Copy all other Establishment records from your client download file and paste them into your corporate download file.

5. Use this updated file for EEOC reporting.

Other Known Issues

• Our current feature set only produces download files in the multi-establishment format. You will need to make some minor, manual modifications to each output file to bring it in line with the single-establishment format specifications.

• In the April 2021 release, we added an additional gender field to the system. This field allows employees to better self-identify in the Employee Portal, but it is not leveraged by the EEO-1 reporting logic. Instead, you must manually record non-binary employees in the comments of your reporting file.

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Basic Procedures

Source: https://tech-docs.prismhr.com/SP_help/Content/Task%20Sheets/CMP/EEO/EEO-1%20Migrated%20Task%20Sheet/TS-EEO-Migrated-5-Procedures.htm Path: Task Sheets/CMP/EEO/EEO-1 Migrated Task Sheet/TS-EEO-Migrated-5-Procedures.htm

Basic Procedures

This section describes the core components of the EEO-1 feature set, including:

• Building EEO-1 Data

• Exporting EEO-1 Data

• Importing EEO-1 Data

Note: Note: You can also clear EEO-1 data that you have build, using a dedicated form. For details, see the online help for the Clear EEO-1 Data form.

These sections are organized to replicate the order in which you would perform them during the EEO-1 reporting process. As described in the sections above, you can run builds, imports, exports, and downloads as many times as needed to ensure that your data is correct.

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Building EEO-1 Data

Source: https://tech-docs.prismhr.com/SP_help/Content/Task%20Sheets/CMP/EEO/EEO-1%20Migrated%20Task%20Sheet/TS-EEO-Migrated-6-Building.htm Path: Task Sheets/CMP/EEO/EEO-1 Migrated Task Sheet/TS-EEO-Migrated-6-Building.htm

Building EEO-1 Data

Before creating the EEO-1 Report, you must build the reporting data into the database. The build process varies depending on how you have chosen to set up your report information.

Process

In PrismHR, select Work Centers > Compliance > EEO Processing and under EEO-1 Report Processing > Build Data Registers, 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, below.

EEO-1 Information

Review or 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. > Note: Note: Data entered on this field will still appear in the 2022 and prior downloads only. This will no longer be used from 2023 and will be ignored by the EEOC.

Unique Entity ID — If you do business with the federal government, enter your 12-character, alphanumeric Unique Entity Identifier (UEI) here. This number can be entered on both the client and worksite level. Any Unique Entity ID on the worksite level will just be reported under that worksite establishment. Any unique entity id on the client level will be applied to all other establishments for that client. > Note: Note: For purposes of the EEO-1 Component 1 data collection, eligible federal contractors will no longer provide the “DUNS Numbers” associated with their headquarters and/or establishments in the EEO-1 Component 1 Online Filing System (OFS) or in any data files uploaded to the OFS. Begining with the 2022 EEO-1 Component 1 data collection, employers (for example single-establishment and multi-establishment employers) that are federal contactors must instead provide UEIs. For example, a multi-establishment employer must provide UEIs for any headquarters and/or establishments which are federal contractors.

Note: Note:

• On the Client EEO-1 & Pay Data Files form, these fields are overwritten on a client by client basis but must still be entered here.

• On the Service Provider EEO-1 Files form, under the Generate EEO-1 Files section, the Report As-Of Date field is used as the pay period end date for all clients included in the EEO-1 build.

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:

• 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 | This data is currently not reported, and this option should not be selected. It is preserved purely for prior year reporting. Check this box to include component 2 data in the EEO-1 build. |

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

The EEO-1 data is now in the system and ready to be included in your report.

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Exporting EEO-1 Data

Source: https://tech-docs.prismhr.com/SP_help/Content/Task%20Sheets/CMP/EEO/EEO-1%20Migrated%20Task%20Sheet/TS-EEO-Migrated-8-Exporting.htm Path: Task Sheets/CMP/EEO/EEO-1 Migrated Task Sheet/TS-EEO-Migrated-8-Exporting.htm

Exporting EEO-1 Data

The export feature lets you view EEO-1 data on an employee-by-employee level. The format of the exported file is identical to that of the import file. This lets you fix any errors in employee EEO-1 data and then re-import quickly. To expedite this process, you can also choose to export only employees with errors.

• 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.

• Unlike the HRPyramid version of this process, which designated errors using an asterisk (*), 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). This also differs from the HRPyramid process, which printed errors at the end of the file.

Examples of the export are available in the online help for the Export EEO-1 Data form. See Exporting EEO-1 Data.

Note: Note: This file does not meet the specifications for submission to the EEOC and contains information about specific employees. To submit your EEO-1 report to the federal government, proceed to Downloading the Report below.

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

1. Go to Work Centers > Compliance > EEO Processing > EEO-1 Report Processing > Import & Export Data > Export EEO-1 Data.

2. Select the Year of the data to export.

3. 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.

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

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

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

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

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Importing EEO-1 Data

Source: https://tech-docs.prismhr.com/SP_help/Content/Task%20Sheets/CMP/EEO/EEO-1%20Migrated%20Task%20Sheet/TS-EEO-Migrated-9-Importing.htm Path: Task Sheets/CMP/EEO/EEO-1 Migrated Task Sheet/TS-EEO-Migrated-9-Importing.htm

Importing EEO-1 Data

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.

Import File Requirements

Detailed information about import file requirements can be found in the online help for the Import EEO-1 Data form. See Importing EEO-1 Data.

Procedure

To import EEO-1 data into PrismHR:

1. Go to Work Centers > Compliance > EEO Processing > EEO-1 Report Processing > Import & Export Data > Import EEO-1 Data.

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

3. 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.

4. 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.

5. 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.

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

7. Upload the file and click submit.

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

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

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Reviewing EEO-1 Download Setup and Data

Source: https://tech-docs.prismhr.com/SP_help/Content/Task%20Sheets/CMP/EEO/EEO-1%20Migrated%20Task%20Sheet/TS-EEO-Migrated-9-Reviewing-Data.htm Path: Task Sheets/CMP/EEO/EEO-1 Migrated Task Sheet/TS-EEO-Migrated-9-Reviewing-Data.htm

Reviewing EEO-1 Download Setup and Data

Before creating the EEO-1 download file, we recommend reviewing your service provider- and client-level configuration.

In addition, to assist with your review process, PrismHR provides several reports on EEO-1 data:

• EEO Detail Report – Use this report to return detailed employee reporting data.

• EEO Summary Headcount Report – Use this report to return summary totals for the different reporting categories.

• EEO-1 Download Report – Run this report before you create the EEO-1 download file. This report provides a preview of the contents of the actual file.

The following sections describe these settings and reports in more detail, so you can ensure that your data is configured correctly.

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Quick Start Guide for EEO-1 Processing

Source: https://tech-docs.prismhr.com/SP_help/Content/Task%20Sheets/CMP/EEO/EEO-Quick-Start.htm Path: Task Sheets/CMP/EEO/EEO-Quick-Start.htm

Quick Start Guide for EEO-1 Processing

Every year, employers must file the Employer Information Report, or EEO-1 Report, with the Joint Reporting Committee of the U.S. Equal Employment Opportunity Commission. The report includes a count of each company’s employees by job class, ethnicity, race, and gender, and may also include pay information.

This document provides a high-level outline of the EEO-1 processing workflow in PrismHR, including how to comply with the new client-level reporting requirement from the EEOC.

Introduction

The general workflow is depicted in the diagram below.

[Image: screenshot]

Note: Note: While not shown in the diagram, you can clear EEO-1 data that you previously built. You can also correct data errors using the relevant PrismHR forms instead of the export feature. However, you must remember to clear and rebuild your EEO-1 data in this case.

All core EEO-1 features are now located in the new EEO Processing Work Center.

EEO Processing Work Center

[Image: screenshot]

Client-level Reporting in PrismHR

You can use one of the above forms to generate EEO-1 and California Pay Data reporting files for particular clients, in alignment with the latest guidelines. The client-level download form is located in the EEO Processing work center, and is called Client EEO-1 & Pay Data Files.

Clients can also self-serve from this form: you can provide client users with access to the form and they can run the download themselves.

Client EEO-1 & Pay Data Settings

[Image: screenshot]

However, there are a number of important steps you need to complete before this data is ready for clients to download. The utilities in the EEO Processing center can help you compile that data and correct any errors before you make the files accessible to clients.

For an overview of these preparation steps, see the section below.

EEO-1 Processing Overview

At a high level, the EEO-1 processing workflow can be divided into 5 steps:

Additional Resources

The task sheet Generating EEO-1 Reporting Files provides a more comprehensive overview of EEO-1 processing considerations, including lists of important fields and detailed procedures. Use this document as a reference when you move through each step of the above process.

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

• FAQ (2022)

• Fact Sheet (2022)

• Introduction to Component 1 Filing

• Preparing Data – Single-Establishment Companies

• Preparing Data – Multi-Establishment Companies

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Creating California Pay Data Reporting Files

Source: https://tech-docs.prismhr.com/SP_help/Content/Task%20Sheets/CMP/EEO/TS-CA_PayData_Reporting.htm Path: Task Sheets/CMP/EEO/TS-CA_PayData_Reporting.htm

Creating California Pay Data Reporting Files

Beginning in 2021, any organization that:

• is subject to EEO reporting and

• has employees assigned to or working from an establishment in California

must annually report data about their employees’ pay and hours worked to the California Department of Fair Employment and Housing (DFEH). The report must also be broken down by employer, gender, ethnicity, and other factors.

By leveraging the same features we used to create the (currently not required) “Component 2” of the federal EEO-1 report, PrismHR supports the generation of this report and its state-specific requirements. These requirements include a non-binary gender option and logic to determine whether an employee worked in, or reported to, an establishment in California during the prior year.

If you need to review details about the federal EEO-1 reporting features, please see the article on Creating California Pay Data Reporting Files. For detailed information about California reporting, please consult the state government’s user guide.

Introduction

To determine which employees to include on the report, employers must first select a “Snapshot” pay period that falls between October 1, 2020 and December 31, 2020. They must report on each employee’s establishment, job category, race/ethnicity, sex, earnings, and hours worked, and must group the employees on the report using these characteristics.

Unlike the federal EEO-1, the California report also requires that:

• Non-binary employees be reported in the same manner as male and female employees.

• When calculating employee earnings, employers use Form W-2 Box 5 wages if the employee was subject to Medicare withholding, and use Box 1 wages otherwise.

• Paid time off be included in the employee hours worked calculation.

• Employers with multiple establishments report non-consolidated data for all establishments, even those that do not strictly meet the reporting requirements.

• Employers submit corrected reports if corrections were made to an employee Form W-2, and those resulted in changes to that employee’s report data.

Note: Note: California uses the categories “Employer” and “Establishment” to divide up its report sections. The meaning of “Employer” on this report is not equivalent to its meaning in PrismHR. For California reporting purposes, for PEOs in particular, the “Employer” is the equivalent of a client and “Establishments” are (roughly) the equivalent of worksite locations. Depending on the structure of your organization, more complex configurations are also possible. PrismHR provides some settings to account for these organizational structures, but some service providers with more unorthodox configurations will need to manually adjust their report data to ensure that each entity is reported accurately.

Before You Begin

Make sure that you have set up your required reporting data in other parts of the system. These forms and fields are detailed in the Creating an EEO-1 Report Download article, available at the link above. Please review these requirements to ensure that your data is set up properly.

Note About California Position Codes

On the federal EEO-1 report, there are ten position codes: the first two are 1-1 and 1-2, and the others are numbered 2 through 9.

On the California report, there are still ten position codes, but they are numbered 1 through 10.

Please only use the federal position codes in the system and do not try to enter position codes 1 or 10. Please also note that, while the Export feature will still export data that includes the federal position codes, these will be translated into the California-specific codes when you create your California submission file.

Setting Up Report Data

Note: Note: The descriptions of these fields are simplifications of the official reporting requirements. If you have any questions regarding what to enter in certain fields, consult the guidelines provided by California or contact the PrismHR Customer Support Team.

You can use the new EEO-1 File & Pay Data Reporting form to set up organization-specific pay reporting information. As its name implies, this form can be used to set up report data for both the federal EEO-1 and the California Pay Data reports.

Main Setup Form

[Image: screenshot]

Bottom of the Setup Form (File Generation)

[Image: screenshot]

To set up California Pay Data reporting information:

1. First, ensure that you selected the correct client.

2. Click theReports menu and then select Client > Report > EEO-1 File & Pay Data Reporting.

3. Review the Company Information panel. This information pre-populates on the form based on the currently selected client, and cannot be edited directly. If you need to make changes to this data, do it on the associated setup form (in this case, Client Details). You can also adjust this information on the output file, if needed.

4. Next, fill out the Report Parameters panel:

Field Name — Description

Headquarters Location — Select the Worksite Location of the organization’s headquarters. The report will display the associated address information.

Federal EEO-1 filed in prior year — Select this option if your organization filed a federal-level EEO-1 report last year.

Entire Company has at least 100 Employees — Select this option if the client employs at least 100 people.

In Enterprise with at least 100 Employees — Select this option if you meet this condition according to California reporting guidelines.

Federal Contractor Or Financial Institution — Select whether the client is a financial institution or a contractor for the federal government.

Dun & Bradstreet Number — Enter the employer’s primary Dun & Bradstreet (DUNS) number.

5. Enter contact information for the Certifying Official.

6. Enter California-specific reporting information in the California Pay Data panel:

Field Name — Description

Company is a California State Contractor — Select this option if the client is a contractor for the State of California.

California Pay Data filed in Prior Year — Select this option if this client filed this report last year.

California SEIN — > Note: Note: This field is auto-populated and cannot be edited. The California state ID number for this client.

7. If the client and zero or more other clients belong to a parent company, enter that information in the Parent Company (If applicable) section. List any Parent FEIN(s) and Affiliated FEIN(s) in the provided tables.

8. If you want to include data from other clients in your system while creating the California download file, enter those in the table marked Additional Companies to be Included in this Companies EEO-1. Use this feature if multiple clients in your system share a single FEIN.

9. Click Save.

Please note that, at this time, certain fields do not have worksite location override options. This includes Federal EEO-1 Filed in Prior Year?, NAICS Code, Major Activity, and California Pay Data filed in Prior Year (though this last field will be “No” for all 2021 filings). PrismHR is working to provide support for location-based overrides of these fields. If you need to change these values on the worksite level, you can still manually edit the data in the final Download file.

Building Report Data

Similar to the federal EEO-1 reporting process, you must Build your report data before you can transmit it. When you build report data, the system organizes this data and incorporates it into specific database registers, in preparation for the generation of export and download files.

The EEO-1 Download form, which is used to initiate the Build process, contains various fields intended only for federal-level EEO-1 reporting. When running the California Pay Data report, you only need to worry about these specific fields: Start Pay Date, Report As Of Date, Show Employee If Pay is Zero, and Include/Exclude Clients.

Note: Note: The Report As Of Date is the field that determines how the system builds data. When selecting employees for the build, the system will look for employees who have any pay periods that include that specific date.

Field Name — Description and Important Notes

Start Pay Date and Report As Of Date — The system uses these values to determine which payroll vouchers it needs to look up while performing the data build. This corresponds to the California “Snapshot” range (inclusive of the dates in these fields). If you are using different snapshot periods for different clients, be sure to change the dates on this form and then re-build the data each time. In PrismHR, on the EEO-1 File & Pay Data Reporting form, these dates display as read-only values in the Pay Period Start Date and Pay Period End Date fields.

Show Employee If Pay is Zero — During the build process, if this field is set to Y, the system will include data for employees who had an Active status class within the provided date range, even if they were not paid during that period. Otherwise, these employees will be left off the data build.

Include/Exclude Clients — If you want to include (or exclude) data from multiple clients in your build, use this table to specify those details. Enter I for “Include” or E for “Exclude.” This feature is useful, for instance, if your system breaks a single-FEIN company into several client entities. When building California pay data for that company, you can include data from all the associated client entities in a single build. If you select I and then leave this table blank, the system will build data for any clients that have 100 or more employees within the specified date range.

Before You Build

When you build EEO-1 and Pay Data Reporting information, the system first looks at the dates you entered and selects any payrolls with pay period start and end dates that “cross” the Report As Of Date. The system records data for the employees who were compensated in those batches.

Note: Note: Even though the contents of the California and Federal downloads are slightly different, the ultimate, system-built source of this data is the same. There are no separate “California” and “Federal” build processes: only separate download files that leverage the data in different ways.

Please also note that the federal output has not yet been updated for 2021, so the sentence above is currently true only in principle. PrismHR is developing these processes in such a way that, when federal guidance is more solid, this “one build, many downloads” logic is retained.

Running a Build will overwrite any data from prior builds. However, Import data will remain in the system unless you purposefully delete it using the Clear button. In addition, the date ranges that populate on the form are determined by the last build/import for that client and year.

More About the Build Process

Refer to the table below for general descriptions of the build logic for employee hours, wages, and California indicators:

• If the employee works for a single client and receives a single Form W-2, the system uses the data from this Form W-2.
• If the employee works for multiple clients and receives a single Form W-2, the system splits the Form W-2 data proportionally for each client.
• If the employee works for a single client and receives multiple Forms W-2, the system aggregates the values from each form. | Include on California Download? | Y - If, on the Report As Of Date for this build, any of the following are true: - The employee’s assigned worksite location (for the purposes of this report) is in California. In other words, they “report to” a California location. - The employee’s actual worksite location is in California (not just for the purposes of the report). In other words, they “work from” a California location. - California SUTA wages accrued on the employee’s voucher during a pay period that falls within the specified date range - The employee had no vouchers within the specified date range, but did accrue California SUTA wages at some point in the reporting year N - If none of the above are true. |
• The employee’s assigned worksite location (for the purposes of this report) is in California. In other words, they “report to” a California location.
• The employee’s actual worksite location is in California (not just for the purposes of the report). In other words, they “work from” a California location.
• California SUTA wages accrued on the employee’s voucher during a pay period that falls within the specified date range
• The employee had no vouchers within the specified date range, but did accrue California SUTA wages at some point in the reporting year ### Procedure

To build California pay data:

1. Navigate to your usual EEO-1 file build screen.

2. Review the data in the fields listed above. Be sure to change the Start Pay Date and Report As Of Date values to match your intended snapshot period, and include data from any other clients as necessary.

3. When your configuration is ready, click Build.

4. When the build finishes, click Continue. The data is now ready for import, export, or file generation. Be sure to review and correct your data using the Import/Export features before you submit it.

Using Import and Export to Handle Errors

Note: Note: The export file is not your download file. Only submit the Download file to the State of California.

After you build your data, PrismHR recommends exporting it to check for any errors that might have occurred during the build process.

As in the federal feature set, the system will display a warning if it encounters any non-fatal errors while building a particular piece of data, and will populate an asterisk (*) in that field on the export, so you can easily locate and correct it. If an asterisk still exists for an employee when you generate the Download file, that employee will not be included on the file. Fatal errors will cause the build process to stop and the system will display a message indicating that a fatal error occurred.

Feel free to edit any other fields on the download if necessary (not just the ones with asterisks). Service providers with more complex structures may need to manually adjust their data at this stage. After reviewing the exported data and correcting it, you can Import your corrected data back into the system.

To review and correct report data:

1. Ensure that you are on Screen 2 of the EEO-1 Download form.

2. Click the Export button.

3. Enter the PC Folder Path and PC Filename, which specify where to save the export file.

4. Click F2-Save. The system generates a .XLS file, which you can open in a spreadsheet viewer like Microsoft Excel.

5. Search for any asterisks in the spreadsheet and correct the data.

6. When you finish correcting the file, save it as a .TXT file (not .XLS).

7. Return to the EEO-1 Download form and select Import. A dialog displays.

8. Select Yes. A file upload dialog displays.

9. In the new dialog, enter the PC Folder Path and PC Filename of the .TXT file. You must append .TXT to the PC Filename.

10. Click F2-Done. A dialog displays asking whether you want to Add or Replace the import file.

11. Select Replace. The system returns you to the EEO-1 Download form.

12. Click F2-Save.

California-specific Export Columns

The EEO-1 Import/Export feature was modified and now includes new columns to support certain fields required by California (and possibly, in future, the Federal Government):

Column — Notes

A — Year

B — Company

C — Employee ID

D — Worksite Location

E — Originally used for Form W-2 Box 1 wages. Now it displays Box 5 wages.

F — Originally used for Hours Worked. Now this column also includes employee Hours Paid.

G — No changes to this column, but keep in mind that the Job Category/Position codes will be different on the different output files. For more information, see the Note About California Position Codes.

H — The Gender column now supports M, F, and X as valid values.

I — Race/Ethnicity (no changes were made to this field from the federal-level output file).

J — Optional new column. Displays Form W-2 Box 1 wages if the value in Column E is 0. On the final download, if one or more employees in a particular row did not have Box 5 wages, the system will populate a Comment specifying the number of employees for whom this was the case.

K — Optional new column. Currently, this column is unused: it is intended as a placeholder for “binary gender” reporting in case federal guidelines do not change this year. Until that happens, this column just displays the same value as Column H.

L — Optional new column: “Include on California Output?” Valid values are Y and N according to certain internal system rules, or blank (empty). Y means the employee’s data will appear on the California Pay Data output. If this field is set to N or is empty, the employee’s data will not appear on this output file.

M through Q — Informational only.

Creating the Report Download

Note: Note: The file will only generate if data has already been built for that company and year, and 1 or more employees within that build are flagged for inclusion on the California output file (Column L on the export file = Y).

After building, reviewing, and correcting your data, you are ready to create the official reporting file. You can perform this final step in PrismHR.

To create the California pay data report download file:

1. Log back into PrismHR and ensure that you have selected the correct client.

2. Click theReports menu and then select Client > Report > EEO-1 File & Pay Data Reporting.

3. Review the Pay Period Start Date and Pay Period End Date to ensure that they capture the appropriate snapshot period for this reporting entity. If need to edit these values, you must change them on the build screen and rebuild your data (see Building Report Data above).

4. At the bottom of the page, set EEO File Type to California.

5. Click Download CA PayData Report. The system displays a Job Control Status Report illustrating the download progress.

6. When the download finishes, click Close.

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Using PrismHR to Comply with California SB-95

Source: https://tech-docs.prismhr.com/SP_help/Content/Task%20Sheets/CMP/Forms/TS-CA_SB-95.htm Path: Task Sheets/CMP/Forms/TS-CA_SB-95.htm

Using PrismHR to Comply with California SB-95

Note: Note: To help ensure that your SB-95 pay codes do not exceed any limits, PrismHR recommends using the Pay Codes >Actions menu

[Image: screenshot]

Maximums form to set up maximum earnings amounts.

Background

In March 2021, the California state government passed Senate Bill No. 95 (henceforth called SB-95), which mandates the retroactive provision of paid sick leave to employees for work missed as a result of the impact of the COVID-19 pandemic. This legislation applies to any COVID-related sick leave taken by employees between January 1, 2021 and September 30, 2021.

While PrismHR does not include features specifically developed for compliance with SB-95, you can leverage existing features to manage compliant sick time and, if appropriate, also claim federal (FFCRA - Families First Coronavirus Response Act) credits on that sick time.

In particular, you can use the system’s PTO features to ensure that sick leave paid under SB-95 will appear on employee pay stubs (this is required by the legislation).

For additional details about SB-95, please see California’s official FAQ.

General Procedure

To configure the system for compliance with California SB-95:

1. If needed, use the COVID-19 Leave Estimate Report to calculate the required PTO hours for part-time/variable hour employees. See Estimating Employee SB-95 PTO Hours.

2. Set up new PTO plans to pay full-time and part-time employees for the appropriate number of PTO hours. See Setting Up SB-95 PTO Plans.

3. Enroll your employees in the new PTO plans. See Enrolling Employees in SB-95 PTO Plans

4. As an optional step, you can associate these PTO plans with federal COVID-19 compliance features in order to claim federally specified credits on all or part of these sick leave payments. See Integrating SB-95 PTO Plans with Federal COVID-19 Features.

5. Pay your employees for their leave under the appropriate PTO plans. The use of a PTO plan will ensure that COVID-19 sick leave payments display on employee pay stubs, as mandated by the legislation.

Estimating Employee SB-95 PTO Hours

There are many similarities between the California SB-95 requirements and the employee paid sick leave hours mandated by the FFRCA. As a result, the COVID-19 Leave Estimate Report can provide insight into the number of PTO hours you need to assign to each plan.

To determine hours estimates for affected employees:

1. Click theReports menu .

2. Select COVID-19 Leave Estimate Report under HR|Report.

3. In the As Of Date field, enter a date that allows you to capture the six-month look-back period appropriately. The period’s end date is determined by the value in this field.

4. Click Run. The report generates and displays.

5. Note the value in each employee’s Sick Leave Hours - Suggested column.

The report uses the following basic calculation to determine this value:

• Full-time employees receive 80 hours on the report automatically.

• Part-time employees receive the greater of the following two values: either a 6-month look-back average of their hours OR their Standard Hours in PrismHR.

Based on the results of the report, you can set up employee SB-95 PTO plans and specify the number of allowed hours under that plan.

Setting Up SB-95 PTO Plans

You can use PrismHR’s existing PTO functionality to set up these new COVID-related paid sick leave plans for your employees. To conserve space, this document assumes that you are familiar with the PTO feature set and have reviewed the sections in the Paid Time Off User Guide related to the setup of new plans. In short, you may need to:

• Create new PTO Classes and PTO Register Types to track this sick leave.

• Set up one or more new PTO Benefit Plans for SB-95 paid sick leave.

• Create one or more PTO Absence Codes.

• Associate those PTO Absence Codes with corresponding Register Types.

The Copy from another plan feature can be especially useful during setup. This setting, located on the Client > Change > PTO Benefit Plans form, can shorten some of your setup time if you have a preexisting PTO benefit plan for employee sick leave. For details, see Defining PTO Benefit Plans in the Paid Time Off User Guide.

Click here to view this guide on the PrismHR Customer Resource Center.

[Image: PTO Benefit Plans form. “Copy From Another Plan” option is highlighted.]

At your discretion, you can make these plans visible to your employees through Employee Portal (EP), or manage them solely from PrismHR itself. The PTO user guide also includes instructions for sharing PTO plans through EP.

If you still have questions about PTO plan setup after consulting the user guide, please contact the PrismHR Customer Support Team for assistance.

Enrolling Employees in SB-95 PTO Plans

Please refer to the guidance provided by the State of California when you determine the employees impacted by this new legislation. When you have identified those employees, you can use the HR|Action > PTO Register Enrollment form to enroll each employee in your newly created plan and associate them with the appropriate PTO register type.

You can also enroll multiple employees automatically by configuring a PTO Auto Enroll Rule and then importing the affected employees’ hours. For more information, see the Processing PTO Auto Register Enrollment topic in the Paid Time Off User Guide. For general details about enrollment, you can review the entire Maintaining Employee PTO Information chapter.

Click here to view this guide on the PrismHR Customer Resource Center.

[Image: PTO Register Enrollment form, with all fields blank.]

Integrating SB-95 PTO Plans with Federal COVID-19 Features

If the reasons for an employee’s SB-95 sick leave are also valid for paying sick leave under the FFCRA, you can use pay codes as a sort of bridge between your SB-95 PTO absence codes and the system-level COVID-19 Emergency Processing Parameters. This enables you to accrue FFCRA credits on those leave payments while also displaying sick leave on vouchers, in compliance with SB-95.

Before you begin, you need to set up new pay codes to associate with both your system-level COVID-19 parameters and your new PTO absence codes. As with the setup of the ARPA feature set, these pay codes should be identical to your FFCRA pay codes, except that:

• They do not have any tax exemptions.

• They do not have their Factor set to 0.67 (these are only used on FFCRA-specific pay codes).

If you pursue this strategy, you may also want to create a third SB-95 pay code to pay sick leave that does not qualify for FFCRA credits.

Note: Note: As part of this procedure, you need to set your system- or client-level Default Wage Cap Logic to No Limits. This is because California defines a higher wage limit for dependent care sick leave under SB-95. If the system is set up to respect federal wage limits, you will be unable to continue paying SB-95 sick leave after that lower wage limit is reached. Therefore, we recommend setting up this integration only if you are ready to closely monitor your federal- vs. state-compliant wage accumulation.

Instead of changing the setting on the system-level Default Wage Cap Logic, you also have the option to change the setting only on clients with employes impacted by SB-95. To do this, open the COVID-19 Emergency Processing Parameters >Actions menu

[Image: screenshot]

Client Overrides form and adjust the settings for each affected client.

To set up an integration between SB-95 PTO plans and FFCRA credit accumulation:

1. Click Back Office.

2. Select COVID-19 Emergency Processing Parameters under System|Change.

3. Add the pay codes you created to the following fields:

• COVID-19 Emergency Paid Sick Leave (Self-Care) Pay Code

• Emergency Paid Sick Leave (Dependent-Care) Pay Code

This will ensure that FFCRA credits accumulate on your SB-95 sick wages.

4. Set the Default Wage Cap Logic (on either the system or client level) to No Limits.

5. Click Save.

6. Open the Client menu.

7. Under Client|Change, select PTO Absence Codes. The form displays.

8. Enter or select the Absence Code you created for your SB-95 PTO plans.

9. Complete all the relevant fields. In the Pay Code table, add the same pay codes you added in step 2.

10. If you want to offer these absence codes as leave requests in Employee Portal, select the Enable in Employee Portal setting and follow the instructions in the note below.

11. When you finish, click Save.

Note: Note: If you added multiple pay codes to the PTO Absence Codes form and want to display these PTO benefit plans in Employee Portal, you need to specify one of those codes in the Leave Pay Code field. This field determines the pay code that will ultimately display on the employee’s time sheet when they request SB-95 leave. While the employee’s requested hours will deduct from all pay codes specified on this form, only the code specified in the Leave Pay Code field will be incorporated into the payroll and printed on the employee’s voucher.

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Activating the MasterTax Interface

Source: https://tech-docs.prismhr.com/SP_help/Content/Task%20Sheets/CMP/MasterTax_Interface_Setup/Activating%20the%20MasterTax%20Interface.htm Path: Task Sheets/CMP/MasterTax_Interface_Setup/Activating the MasterTax Interface.htm

Activating the MasterTax Interface

After PrismHR finishes rebuilding the Tax Journal file, and before any live payrolls are posted, you must activate the interface.

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Building the Interface Files

Source: https://tech-docs.prismhr.com/SP_help/Content/Task%20Sheets/CMP/MasterTax_Interface_Setup/Building%20the%20Interface%20Files.htm Path: Task Sheets/CMP/MasterTax_Interface_Setup/Building the Interface Files.htm

Building the Interface Files

There are three files that pass tax data into the MasterTax system from PrismHR:

• Payroll Tax Summary Import file (PTS)

• Reconciliation Tax Summary Import file (RTS)

• Monthly Tax Summary (MTS). This only pulls the tax codes for Pennsylvania and Illinois.

Note: Note: You must build the PTS and RTS files in order to use MasterTax. The MTS file is optional.

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Current Limitations (RTS)

Source: https://tech-docs.prismhr.com/SP_help/Content/Task%20Sheets/CMP/MasterTax_Interface_Setup/Current%20Limitations%20(RTS).htm Path: Task Sheets/CMP/MasterTax_Interface_Setup/Current Limitations (RTS).htm

Current Limitations (RTS)

Several statistics in the MasterTax RTS specification are not tracked by PrismHR and are not included in the current interface. The statistics are:

• New Jersey Statistic 5: The number of employees covered under a private state disability plan during the quarter.

• Oregon Statistic 5: The number of hours worked during the quarter.

• Utah Statistic 5: The number of new hires during the quarter.

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Setting Up the MasterTax Interface in PrismHR

Source: https://tech-docs.prismhr.com/SP_help/Content/Task%20Sheets/CMP/MasterTax_Interface_Setup/MasterTax_Interface_Setup_Prism.htm Path: Task Sheets/CMP/MasterTax_Interface_Setup/MasterTax_Interface_Setup_Prism.htm

Setting Up the MasterTax Interface in PrismHR

• Set up the interface between PrismHR and MasterTax

• Build the Payroll Tax Summary (PTS) and Reconciliation Tax Summary (RTS) import files

• Build the Monthly Tax Summary (MTS) file (Illinois only)

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

Setting Up the PrismHR/MasterTax Interface

Source: https://tech-docs.prismhr.com/SP_help/Content/Task%20Sheets/CMP/MasterTax_Interface_Setup/Setting%20Up%20the%20PrismHR%20MasterTax%20Interface.htm Path: Task Sheets/CMP/MasterTax_Interface_Setup/Setting Up the PrismHR MasterTax Interface.htm

Setting Up the PrismHR/MasterTax Interface

To set up the interface, you must first rebuild the tax journal.

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

Setting Up New York SDI Tax

Source: https://tech-docs.prismhr.com/SP_help/Content/Task%20Sheets/CMP/NY-SDI_Tax.htm Path: Task Sheets/CMP/NY-SDI_Tax.htm

Setting Up New York SDI Tax

The New York State Disability Insurance (NY SDI) Tax pays for temporary disability insurance for employees within the State of New York. The system calculates the NY SDI tax directly for employees and optionally for client. The system bypasses Vertex tax calculation engine for this tax. Therefore, your organization must set up the tax rates in PrismHR. See Calculating NY SDI Tax for more information on how PrismHR calculates the NY SDI tax.

Note: Note: As of January 1, 2011, the rate for calculating employee NY SDI is 0.50% of wages per week up to a maximum of $0.60.

Establishing Tax Rates and Limits

Set various tax rates and limits in the Tax Rates form.

To establish tax rates and limits:

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

2. From System|Change select System Parameters.

3. Select Tax Rate Maintenance from the Actions menu. The Tax Rates form opens. [Image: screenshot] The employee tax is always calculated. The employer (client) tax calculation is optional. To calculate the employer (client) tax, enter the monthly tax rate per employee.

4. Complete these fields:

Field — Description

New York SDI Max Per Week — Enter the amount that is deducted each week from an employee who lives in New York.

New York SDI Percent — Enter the percent that is the taxable gross rate.

New York SDI Employer Rate (EE/Month) — Enter the employer rate that is calculated monthly for each employee who lives in New York.

Allow Override By Client — Select to permit overrides of the NY SDI tax.

5. Click Save.

Setting Tax Parameters

Set tax information for the client in the Tax Parameters panel.

To set tax parameters:

1. Select Client.

2. From Client|Change, select Client Details.

3. Select the Tax tab. [Image: screenshot]

4. Complete the following fields:

Field — Description

Calculate Employer Paid New York SDI — Select to calculate the employer-paid New York disability tax for each of the client’s employees.

New York SDI Employer Rate (EE/Month) — Enter the insurance premium rate (per employee/per month) paid by the client for New York Disability Insurance.

New York MCT Override Rate — Enter the rate based on the total company payroll expense. If left blank, the system uses the default rate of 0.34% to calculate the tax.

5. Click Save.

Note: Note: To credit the employer (client) for the amount of any NY SDI that has been deducted from an employee’s pay check, you must set up an unbundled billing rule. See the Payroll User Guide for more information on setting up unbundled billing rules.

Calculating NY SDI Tax

The system calculates the NY SDI tax for employees and employers (client).

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Locating Employee Tax Withholding Forms

Source: https://tech-docs.prismhr.com/SP_help/Content/Task%20Sheets/CMP/Taxes-Deductions/TS-Locating-Employee-Tax-Forms.htm Path: Task Sheets/CMP/Taxes-Deductions/TS-Locating-Employee-Tax-Forms.htm

Locating Employee Tax Withholding Forms

Sometimes it is necessary to review local, state, or federal tax election forms completed during a certain time frame. There can be various reasons for this, including:

• periodic review

• concerns or issues regarding a particular form, or

• the form was filled out before supporting features were fully integrated into PrismHR.

For example, you might need to locate forms associated with:

• Portland Metro (Oregon) SHS tax

• Multnomah County (Oregon) Preschool For All tax

• Colorado Annual Withholding Allowance elections, as specified on state form DR 0004

Document Management provides search and filter options for the documents stored in your system, including employee tax forms.

Procedure

Note: Note: Pending the release of performance enhancements in the near future, large searches may take some time to complete.

To find employee tax forms in Document Management:

1. In the Client menu, under Client|Change, select Manage Documents.

2. Select Advanced Search.

3. In the Assigned To filter, select Employee.

4. Select Companies, as appropriate, to refine your search.

5. Under Document Categories, search for “Tax” and select any of the options as appropriate. For example, State Tax Form.

6. You can further filter the results by date range, if necessary.

7. Click Search.The filtered results populate.

8. In large lists, you might need to refine your search with additional terms (such as the name or ID of the tax form). Use the Search all fields box to narrow your results with particular words or phrases.

Examples

Example 1: Results from initial search

[Image: Results from an initial search on the Manage Documents form, displaying tax documents for several states including Georgia, Hawaii, and Kansas.]

Example 2: Filtered results after searching for a tax form

[Image: Manage Documents form with a specific form ID entered in the search box (DR 0004). The results are restricted to Colorado DR 0004 forms.]

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MasterTax RTS 42: Calculations and Workarounds

Source: https://tech-docs.prismhr.com/SP_help/Content/Task%20Sheets/CMP/Taxes-Deductions/TS-MasterTax_2021.htm Path: Task Sheets/CMP/Taxes-Deductions/TS-MasterTax_2021.htm

MasterTax RTS 42: Calculations and Workarounds

Background

The American Rescue Plan Act took effect on April 1, 2021 and made multiple changes to earlier coronavirus-related legislation. One major change was the end of the employee-side Social Security tax credit for COVID-19 qualified leave wages, which PrismHR calculated and accrued under tax code 00‑87. The elimination of this tax credit entails major differences in tax reporting for the later quarters of 2021.

Please note that, in accordance with the federal guidance provided under the ARPA, the new version of the MasterTax RTS file supports:

• Its own internal calculation logic for the value that PrismHR associates with tax code 00-87.

• Pre-April 1 and post-March 31 credit divisions in the statistics of the 501 records for the following tax codes: 00-80, 00-81, and the health care credit codes FE0000-116H and FE0000-117H.

PrismHR uses its own logic to determine the value of 00-87 and to break up the credit reporting under the 501 statistics. In addition, we recognize that clients adopted varying approaches to ARPA compliance. This document provides some basic workaround recommendations, assuming certain system settings were configured in accordance with previous PrismHR guidance.

In September 2021, PrismHR released new RTS build settings to automate some of this calculation logic. See PrismHR Solutions for more information.

Guide to Acronyms and Tax Codes

PrismHR Logic and Workarounds

To accommodate the split between pre-April and post-March COVID-19 credits, PrismHR implemented logic that divides entire vouchers (not their individual credits) into those two categories, based on whether the voucher Pay Period End Date falls before or after April 1.

However, we recognize that many customers are using their own configurations to comply with this credit reporting split, so this logic will not be a perfect fit for every use case.

We have identified two major alternative or workaround approaches:

• Treat all COVID-19 credits on these vouchers as “post-March” credits. This simpler approach is popular with some customers.

• Opt for a more granular COVID-19 credit breakdown. This requires additional manual calculation.

About the RTS Statistics

On version 42 of the MasterTax RTS file, in the 501 record for tax codes 00-80 and 00-81, there are three important statistic definitions.

Note: Note: The FE0000-116H and -117H codes use their own “Statistic 5” value, discussed below.

The values you submit in these statistics will vary depending on your approach toward ARPA compliance, as described below.

Statistic 5 Under FE0000-116H and -117H

These credits break down the value stored in tax code 00-84. In the RTS file, their 501 records have a unique Statistic 5 value representing pre-April 1 health care tax credits. In other words, Statistic 5 displays a subset of the total value stored under 116H or 117H. The “excluded” amounts correspond to any 00-84 credits accrued on vouchers with pay period end dates that fall on or after April 1.

PrismHR calculates this value voucher-by-voucher, pulling healthcare credits from any vouchers that meet these criteria. It then divides this amount into sub-values for Sick Leave and FMLA.

If you want to treat all credits as accruing after April 1, you can set Statistic 5 to 0 for these credit records.

Note: Note: There are extra considerations for customers who want a more granular data breakdown. Because healthcare credit calculations are period-based, it is difficult to obtain a precise day-by-day analysis of credit accruals. Instead, we recommend apportioning employee 00-84 credits based on percentages of the whole wages paid under FMLA vs. Sick Leave pay codes, even if this is an approximation.

Understanding Previous System Setup Guidance

If you followed previous PrismHR setup guidance as specified in our Support Office Hours and the corresponding documentation, the statistic values on your RTS file should be accurate. If not, you may need to perform some manual calculations and adjustments to the file.

When this document refers to “previous guidance”, this means:

• Removing the Social Security tax exemption from any COVID-19 sick leave/FMLA pay codes after April 1, or creating new pay codes without this tax exemption for the “post-March” payments.

• Creating separate payrolls for COVID-19 sick leave/FMLA payments associated with pay periods before March 31.

• (In some cases) Ensuring that no employee received COVID-19 sick or FMLA wages that exceeded their Social Security taxable wage limit prior to taking this COVID-19 leave. The workaround sections below will specify when this requirement must be satisfied.

How does this affect Form 941?

PrismHR is implementing the same logic across both the RTS file generation features and our Form 941 reports. Therefore, if you need to make adjustments to the Form 941 report output, you can use the exact same workarounds described here.

PrismHR Solutions

In September 2021, PrismHR released two new MasterTax RTS build settings to help automate some credit reporting calculations for 2021.

On the MasterTax RTS File Build form, you can select the following two options:

• Use tax code 00-87 to determine SS credit within MasterTax?

• Use COVID Credits as post March 31?

[Image: MasterTax RTS File Build form, with two fields highlighted: one is called “Use tax code 00-87 to determine SS credit with MasterTax” and the other is called “Use COVID Credits as post March 31”]

Use tax code 00-87 to determine SS credit within MasterTax?

If you select this option, the system performs the following calculation during the RTS build: (00-87 tax amount associated with line item) / (0.062).

After computing this value, the system uses this value to fill in Statistic 1 of the 501 record for tax code 00-81, up to the value reported under 00-81 on the 500 record.

If any amount remains after reaching the 00-81 reporting value, the system enters the remainder into Statistic 1 of the 501 record for tax code 00-80.

Use COVID Credits as post March 31?

Select this option to consider any COVID-19 credits accrued in Q2 2021 as “post-March 31” credits, which means they were accrued subject to the American Rescue Plan Act. These credits will be reported accordingly on the RTS file.

On the file itself, this means:

• On 501 records for 00-80 and 00-81, the full value under these tax codes populates under statistic 1.

• On FE0000-116H and FE0000-117H records, statistic 1 is set to 0.

Alternative Approaches

This section documents workarounds for this issue that we recommended before we released the solutions outlined above. They are included here for your reference.

1. Associating all Q2 Leave with Dates After March 31

Note: Note: If you calculated COVID-19-related healthcare credits and decide to use this approach, you must zero out Statistic 5 on the MasterTax records for those credits (FE0000-116H and FE0000-117H).

If no employee who took COVID-19 leave exceeded their Social Security taxable wage limit prior to, or while taking, that leave:

1. In the RTS file, set Statistic 1 equal to the full value of 00-80 or 00-81 as appropriate.

2. Set Statistic 2 equal to 0.

3. Set Statistic 5 equal to 0.

4. Repeat for all applicable clients or employers.

The example below illustrates the 500 and 501 records associated with tax code 00-81. The statistics on the right are separated by plus signs. Note that Statistic 1 is the same for both records, while every other statistic in the 501 record is zeroed out.

[Image: Detail view of MasterTax RTS file, focused on 500 and 501 records for tax code 00-81.]

If you think some employees exceeded their Social Security wage limit, but you still used our recommended setup for calculating 00-87 accurately:

1. See the section below on using 00-87 to calculate Statistic 1.

2. Set Statistic 2 equal to 0.

3. Set Statistic 5 equal to 0.

4. Repeat for all applicable clients or employers.

2. Using 00-87 Credits to Calculate Statistic 1

Note: Note: Beginning in PrismHR 1.24.0, the system features an option to perform this process automatically. You will receive a prompt during RTS file generation: select Yes to automatically allocate values to Statistic 1 of the 501 records using the procedure below.

MasterTax performs its own calculation to determine the value of “00-87”, based on data from tax codes 00-80 and 00-81. Therefore, in RTS version 42, PrismHR no longer passes 00-87 data into MasterTax. Instead, you have the option to run this process automatically or perform the manual calculations and adjust the file as needed.

You can use this approach even if you have employees who exceeded their Social Security taxable wage limit for the quarter.

To calculate Statistic 1:

1. Take the 00-87 tax amount for the quarter and divide it by 0.062. This is the exact inverse of what MasterTax does in their own program. This ensures proper conversion between our calculated values and the calculation logic implemented by MasterTax.

2. Enter the resulting value in Statistic 1 of the 501 record for 00-81 or 00-80, as appropriate.

3. Repeat this process for any other clients or employers, as needed.

To calculate Statistic 2:

If none of your employees went over their Social Security tax limit, and your pay codes were configured appropriately to exempt Social Security tax only on pre-ARPA COVID leave, then Statistic 2 most likely calculated correctly. For this calculation, PrismHR uses the difference between employer-side and employee-side Social Security tax for the quarter. It enters that value in Statistic 2, capped by the total amount of FFCRA credits associated with that record.

3. Handling Issues with Statistic 2

FFCRA qualified wages are only exempt from Social Security tax prior to the start of the ARPA (before April 1, 2021). After that date, this type of payment is no longer exempt.

As in previous quarters, PrismHR relies on the presence of employer-level Social Security tax exemptions as an indicator of major tax-related changes in a particular quarter. If you left the tax exemption enabled on your FFCRA pay codes, the RTS file statistics will reflect those wages as accruing before April 1 even if this is not the case. The system cannot tell that these are post-April 1 credits because they still have the employer-level tax exemption.

You must use tax adjustments to correct this data issue. You have the option of using either major workaround strategy here:

• Counting all credits as accruing after April 1, or

• Taking a more detailed approach to your credit calculations

To resolve this issue using the “post-April 1” workaround strategy:

1. First, ensure that you calculated Statistic 1 correctly and zeroed out statistic 2.

2. Create a tax adjustment to apply the 00-87 credit to the employee record.

3. Set the credit value equal to the difference between the 00-16 and 00-12 accruals for the employee (this should be a negative value).

4. Repeat for all employees who took COVID-19 leave, regardless of whether they exceeded their Social Security tax limit.

To resolve this issue using a more granular approach:

• You can try using the COVID-19 Recalculation Utility to recalculate your Social Security tax credits for April 1 and beyond. Please note that this strategy assumes you still used distinct pay codes for FFCRA and ARPA wages, even though you did not remove the tax exemption on the latter.

• You can perform manual calculations to adjust this data. This option will be highly case-specific. Please contact customer support if you need to take this approach and have further questions.

4. Taking a More Granular Approach Toward Statistic 5 of 00-80 and 00-81

If you need an even more granular approach than those outlined above (for example, you want to define your credit split based on charge dates), your system-generated Statistic 5 value may be underestimated.

To calculate Statistic 5 (sum of all pre-April creditable COVID-19 wages), PrismHR currently uses the voucher-level pay period end date break described previously. If you want to count all your credits as accrued after March 31, you must set this statistic to 0 as described previously.

Workarounds

You may need to take some manual steps to determine your data in this case.

Scenario — Workaround

No employees who took COVID-19 leave went over their Social Security taxable wage limit AND you correctly calculated Statistic 2. — Set Statistic 5 equal to Statistic 2.

Employees did go over their Social Security limit AND your COVID-19 pay code data aligns perfectly with the credit values for the quarter. In other words, the credits were not reduced by any tax sheltering or similar features. — You might be able to use pay code data, broken out by charge date.

You need to take an even more granular approach (COVID-19 qualified wages are further modified by one or more factors). — In this case, manual calculation is probably necessary. > Note: Note: If this describes your situation, make sure you also make the corresponding modifications to Statistic 5 for your healthcare credits (FE000-116H and -117H).

If you need further guidance on this process, please feel free to contact the PrismHR Customer Support Team.

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

Updating Employee Fields from an Import File

Source: https://tech-docs.prismhr.com/SP_help/Content/Task%20Sheets/CMP/TS-Expanded_EE_Import_2020.htm Path: Task Sheets/CMP/TS-Expanded_EE_Import_2020.htm

Updating Employee Fields from an Import File

You can use the Expanded Employee Import file to bulk load employees into PrismHR.

When you use the Expanded Employee Import method to import employee information, enter the information in the Template_for_Expanded_Employee_Import_TXT.xls file. The contents of this file are listed in the following table. The file template is also available on the Customer Resource Center.

Important Notes About the 2020 Form W-4

Beginning December 2019, this import supports the new 2020 Form W-4 filing statuses and fields. Please note the following updates:

• In column AV, you can enter the new filing statuses (SS, MJ, and H).

• If your state is using the new Form W-4 (Colorado, Delaware, Nebraska, New Mexico, North Dakota, South Carolina, and Utah), you must enter the new filing statuses in this field to avoid calculation errors.

• Federal, work state, and home state values are now supported for the new Form W-4 fields, beginning in column GX. Note that there are no validations on these fields.

• You must enter dollar amounts in the Other Income, Dependents, and Deductions fields. See the Form W-4 instructions for more information.

Information about this import file

• File Type: ASCII, Tab Delimited

• File Use: Stores employee data imported from foreign system

• Key Format: Sequential Integer

Other Notes

There are a few more things to note for certain import fields, marked with asterisks (*) in the Reqd/Optl column of the table below:

• **One asterisk (*): This field is not required if ONHRP.ONBOARDED (Field 161) is set to Y**.

• Two asterisks (): This field is only optional if ONHRP.ONBOARDED (Field 161) is set to Y**. Otherwise, it is required.

• Three asterisks (*): This field is required if ONHRP.ONBOARDED (Field 161) is set to Y**. Otherwise, it is optional.

File specifications

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

Setting Up Global PTO Plans

Source: https://tech-docs.prismhr.com/SP_help/Content/Task%20Sheets/CMP/TS-Global_PTO.htm Path: Task Sheets/CMP/TS-Global_PTO.htm

Setting Up Global PTO Plans

You can use PrismHR to set up PTO plans on the system level and automatically assign those plans to employees based on work location.

Background

As described in the Time Off User Guide (previously titled PTO User Guide), the PrismHR PTO features originally applied only to clients. This presented difficulties for organizations that needed to track paid time off for employees who regularly change location — such as those in the staffing industry.

In response to this challenge, PrismHR introduced support for Global PTO plans that can track the accrual of employee paid time based on the employee’s worksite location.

These new features enable you to set up discrete Global PTO plans and assign those to a state or even a specific GeoCode range. This setup structure provides significant flexibility in defining how and when employee paid time off accrues.

Activating Global PTO Features

Note: Note: Refresh your browser to see the changes from this feature code.

If you want to enable the new global PTO features, you must first apply the associated feature code.

To activate global PTO features:

1. Click Back Office and select System|Change > System Parameters.

2. In the upper right corner of the form, in the Custom Feature Codes table, create a new row.

3. Enter GLOBAL.PTO in this new row (be sure to include the period between GLOBAL and PTO).

4. Click Save.

5. Refresh your browser and then log in again, if necessary. The Global PTO forms and fields are now accessible.

[Image: Custom Feature Codes grid with GLOBAL.PTO entered. No description displays for the feature code.]

About the Features

With these features enabled:

• You can establish system-level PTO codes and plans, and then assign those at the state and local levels using new fields on the State Rules form.

• Next time you run a payroll, PrismHR will detect any employees who work within the specified state and GeoCode ranges. The system will automatically perform the PTO accrual calculations associated with the specific PTO plans assigned to those locations. Those calculated accruals will be stored in a separate database record created for this purpose.

• To fine-tune the global PTO auto-enrollment and hour accrual, you can use client-level opt-in settings and employee-level opt-out settings (described below).

• If you want to review PTO accruals to ensure that they are set up accurately, you can use a new view option on the Employee PTO Register Inquiry form.

• New in June 2022: For staffing customers, we now support global PTO plans for federal contractors. The FG state code provides a grid for Global PTO plans but not GeoCodes, as they are not necessary. If an employee PLACEMENT record indicates that they are a federal contractor, the auto-enrollment and accrual logic will assign them a PTO plan associated with FG.

• New in June 2022: The PTO “auto-enroll and accrue” logic also takes effect whenever you perform a global PTO data import using the PTO Register Import form.

• New in June 2022: A new payroll report is available. This report displays a list of employees who were auto-enrolled in global PTO plans within the current payroll batch. You can run this report during payroll processing or separately. See Reviewing Global PTO Auto-Enrollments for a Payroll Batch.

• New in June 2022: Several options are now available for printing Global PTO register data on employee checks. Instead of a binary yes/no option, you can select Always, Never (default), or If Used/Accrued Only for any global PTO register.

• New in March 2024: Leave requests made in the Employee Portal that the system pulls into timesheets using the red dot can be accepted there.

• New in September 2024: Previously, all Global PTO functionality for the following forms were hidden unless the custom feature code GLOBAL.PTO was enabled. All Global PTO functionality are now available on the following forms without using the custom feature code GLOBAL.PTO.

• System / Change / Global PTO Benefit Plans

• System / Change / Global PTO Register Types

• PTO Reporting / Reporting / Global PTO Auto Enrollment Report

• System / Change / State Rules (Global PTO Plans)

• Client / Change / Client Other (Enable Global PTO)

• PTO Plan Setup and Enrollment / Plan Setup / PTO Absence Codes (Global PTO Checkbox)

• New in March 2026: The legacy PTO terminology is being updated to match the terminology used in the Time Off Setup Workflow feature introduced in an earlier release. Note that these updates will be done over several releases. (See the “Understanding Time Off Setup Workflow Process Terminology” article on the CRC, which provides a description of these updates.)

Note: The GLOBAL.PTO custom feature code is still required to calculate Global PTO accruals. This requirement will be removed in an upcoming release.

Creating Global PTO Register Types

Use the Global PTO Register Types form to set up PTO register types for plans that are not client-specific. For more detailed documentation, see Setting Up Global PTO Register Types.

PTO registers track the usable hours of PTO that employees accrue over the course of the year. The events the trigger PTO accrual, and the strict definition of “year”, are defined on this form.

After setting up these rules, you can assign these codes using a specialized Register Types table on the PTO Absence Codes form. See Reviewing Accrual Histories.

To set up a global PTO register type:

1. Go to Back Office > System|Change > Global PTO Register Types.

2. Enter or select a Global PTO Type Code.

3. Enter a Description of the global PTO register type.

4. Select the Year End Basis – the means by which the system measures the end of a year (Anniversary or Fiscal).

If you selected Fiscal, specify a Fiscal End Month and Day.

5. In the Trigger Method field, select Pay Period Accrual.

6. Set the other optional parameters, as needed. You can find descriptions of these fields in the online help for either the Global PTO Register Types form or the client-level PTO Register Types form.

Both forms use the same logic for these fields. See Reviewing Accrual Histories.

7. Click Save.

[Image: Global PTO Register types form]

Creating Global Absence Codes

In PrismHR, client-defined PTO absence codes track the accumulation of PTO hours defined under a particular category.

PTO absence codes are associated with both pay codes (Back Office > System > Change > Pay Codes) and PTO register types (Client > Change > PTO Register Types).

To create a global PTO absence code:

1. Go to Client > Change > PTO Absence Codes.

2. Enter an Absence Code identifier and a Reason.

3. Enable the Updates PTO Register option.

4. Select Global PTO. The Register Types table on the right-hand side of the form is replaced by a Global Register Types table.

5. Assign the appropriate Pay Codes and Global Register Types in those tables.

6. Fill out the Leave Request Processing section as desired.

For details about these fields, see Creating Time Off Absence Codes

7. Click Save.

[Image: PTO Absence Codes form, with “Global PTO” option enabled and highlighted. The Global Register Types grid is also highlighted.]

Creating Global PTO Benefit Plans

Use the Global PTO Benefit Plans form to set up and maintain the hour carryover and accrual rules related to system-level PTO plans. For more details, see Maintaining Global PTO Benefit Plans.

Note: Note: In contrast to the client-level PTO Benefit Plans form, there is no Calculation Basis option. Global PTO plans are designed to automatically use the “Flat Amount By Hours Worked” calculation basis.

To configure a global PTO benefit plan:

1. Go to Back Office > System|Change > Global PTO Benefit Plans.

2. Enter or select a Global PTO Benefit Plan ID. Use the Copy from another plan option if you want to use an existing plan as your template.

3. Enter a brief Plan Description.

4. Specify the Global PTO Register Type, configured above, that you will use to track accumulations and PTO usage under this benefit plan.

5. Fill out the remaining fields as needed. For details about these fields, review the online help documentation for Maintaining Global PTO Benefit Plans.

6. Click Save.

Opt-ins and Opt-outs

Opting Clients into Auto-enrollment and Accrual

You can use a setting on the Client Details form to enable global PTO plans for that client. On the Client Details > Other tab, select Global PTO Plan Auto Enroll & Accrue.

[Image: Client Details Other tab option called Global PTO Plan Auto Enroll and Accrue]

Opting Employees out of Auto-enrollment and Accrual

You can use a setting on the Employee Details form to opt employees out of global PTO plan calculations. On the Employee Details > Other tab, select Disable PTO Auto Enroll & Accrue.

[Image: Employee Details Other Tab option, called Disable PTO Auto Enroll and Accrue]

Assigning PTO Plans on the State and Local Level

Note: Note: You cannot set up GeoCode ranges for plans assigned to the FG state code (Federal Government — use this code for the PTO plans of employees who are federal contractors).

On the System > Change > State Rules form, you can use the Global PTO panel to specify the PTO plans to offer on both the state and local level.

• In the State Plan Id panel, enter the IDs of any global PTO plans you want to offer to employees who work in that state.

• Use the other panel to offer local PTO plans to employees who work within certain GeoCode ranges. You can use this to refine PTO accrual down to worksite locations within a specific locality.

Enter the Starting GeoCode and Ending GeoCode to specify the range. Then, enter a Local Plan Id that you want to offer within that range.

Note: Note: Currently, local PTO benefit plans accrue hours in addition to those of the state-level PTO plans.

[Image: Global PTO panel on the State Rules form, showing the State Plan ID grid and the Geocode Range/Local Plan ID grid.]

Deduction Logic

PrismHR uses the following process to select PTO registers for time off deductions. Note that a local PTO plan is any plan assigned to a GeoCode range on the State Rules form. The specific GeoCode is determined by the worksite location associated with the PTO hour payout.

[Image: Example of using Global PTO panel on the State Rules form. State Plan ID grid has one entry, GLOBAL.PTO. Values are provided for Starting Geocode and Ending Geocode, and both are labeled to indicate they are validated against worksite location. The Local Plan ID column is set to “GLOBCA”]

The basic PTO deduction logic takes this form:

1. Deduct from the local PTO plan that matches the worksite location GeoCode on State Rules (if one exists). Repeat until hours run out in the register. If this occurs, move on to the next step.

2. Continue deducting from any other local PTO plans that match the GeoCode and are associated with the employee. If none meet these criteria, proceed to the next step.

3. Look for state-level global PTO registers (no GeoCode range) assigned on the State Rules form. Deduct from any qualifying state PTO plans in order. If PTO hours are still required after all these deductions, the system generates a payroll failure or warning depending on the following settings:

• Max Usage Limit Per Plan Year (Global PTO Benefit Plans form)

• Stop Init If Exceed Limit (Global PTO Benefit Plans form)

• Display a Warning If Employee Uses More Hours Than Available (Global PTO Register Types form)

[Image: Global PTO Benefit Plans form, with two fields highlighted: Max Usage Limit Per Plan Year and Stop Init If Exceed Limit]

[Image: Global PTO Register Types form with one field highlighted: Display a Warning if Employee Uses More Hours Than Available]

Reviewing Accrual Histories

There is a new Report View option on the HR > View > Employee PTO Register Inquiry form, called Global PTO. Select this option to review the Charge Date, Hours Worked, and Pay Rate associated with an employee’s global PTO accruals, along with their associated Pay Codes and Project assignments.

[Image: Employee PTO Register Inquiry form, with Report View option set to “Global PTO”. Displays the Charge Date, PTO Pay Code, Hours Worked, Pay Rate, and Project for two PTO entries.]

Reviewing Global PTO Auto-Enrollments for a Payroll Batch

You can use a new on-demand payroll batch report to review a list of employees who were auto-enrolled in global PTO plans during batch processing. For details, see Running the Global PTO Auto Enrollment Report.

To run the Employee PTO Auto Enrollment Report:

1. Click Work Centers and then select Work Centers|PTO > Reporting > Global PTO Auto Enrollment Report. Otherwise, select this report during payroll batch processing.

2. Enter the batch number in the Batch ID field.

3. Click Run and review the report output.

Configuring “Print On Check” Functionality

You can adjust which global PTO register hours display on employee checks, based on register activity.

To update PTO register check printing settings:

1. Click Back Office and then select System|Change > Global PTO Register Types.

2. Locate the Print On Check option.

3. Select one of the following. Note that –Select– is equivalent to “Never”.

• Always – always print employee global PTO register data on the check, no matter what

• Never – default option. Never print data from this register on the check.

• If Used/Accrued Only – only print on check if the employee used or accrued hours under this register within the payroll batch

4. Click Save.

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

Recalculating the SUTA Taxable Wage Base

Source: https://tech-docs.prismhr.com/SP_help/Content/Task%20Sheets/CMP/TS-Recalc_SUTA_Taxable_WageBase_Prism.htm Path: Task Sheets/CMP/TS-Recalc_SUTA_Taxable_WageBase_Prism.htm

Recalculating the SUTA Taxable Wage Base

Important: Make sure the SUTA Rates for the appropriate state have been updated before running this utility. For details, refer to the Payroll Setup Guide.

This task sheet describes how to recalculate data for a state unemployment tax (SUTA) Taxable Wage base. You may need to do this for several reasons:

• A state changed its SUI (state unemployment insurance) wage base

• A state changed its SUTA rate

• SUTA calculation errors occurred

Recent Changes

States will often lower the state unemployment insurance (SUI) rate or wage base after a quarter has already begun. The following states and territories recently implemented this type of change:

• Delaware

• West Virginia (see this article for details)

• U.S. Virgin Islands

Note: Note: When recalculating SUTA data, you can choose from two options: create adjustment vouchers for the recalculated amounts, or update the existing amounts directly. You do not need to rebuild tax registers if you choose to create adjustment vouchers.

Reviewing the Tax Register Detail Report

We recommend reviewing the Tax Register Detail Report before making any SUTA changes, so you can see or record the initial SUTA tax rate information.

[Image: screenshot]

After recalculating the SUTA rates and limits, re-run this report and review it again to ensure the SUTA recalculation worked as expected.

To run the Tax Register Detail Report:

1. In the Reports menu, select Payroll|Report > Tax Register Report Entry to access the report setup form.

2. For Report Type, select Employer Detail.

3. Enter the Tax Year and Quarter as appropriate.

4. Limit the report to specific Employers and Tax Authorities, if appropriate.

5. In the Tax ID grid, enter 24 (core SUTA tax code) or the tax code for the appropriate SUTA-related tax (this also includes SUTA “minor” taxes or non-SUTA taxes that follow the same calculation guidelines).

6. Click Build Data. A Job Control form displays the progress of the data build. Click Close when the build finishes.

7. If the build was successful, a new Run Report button displays. Click this button to download the report.

8. Review the report for SUTA details and proceed to the next section.

Example Report Output

[Image: screenshot]

Recalculating SUTA Taxes

Important: We strongly recommend running this process on a quiet system (such as after work hours), to prevent any changes to the data while it is rebuilt.

In PrismHR, you can use one form to recalculate SUTA Taxes for states that require employer-level SUTA reporting or client-level SUTA reporting.

[Image: screenshot]

To recalculate SUTA for an employer reporting state:

1. From the Payroll menu, select Payroll|Action > Recalculate Taxes on Vouchers.

2. For Tax Type, select Miscellaneous.

3. Specify whether the SUTA Reporting Entity is the Employer or the Client.

4. Enter the Employer ID or Client ID of the subject of the SUTA recalculation.

5. Select the Tax Code for the appropriate state.

6. Enter the Start Date and End Date for the recalculation.

7. Enter the Taxable Wage Limit for the selected state and, optionally, the Tax Rate in percent form (without the percent sign).

8. For Update Tax, select Yes.

9. Specify whether you want the utility to Create new adjustment vouchers or Update existing vouchers. Note that rebuilding tax registers is not required if you generate adjustment vouchers.

10. If you need to create new adjustment vouchers:

• In the Generate Separate Adjustments for Each Quarter field, select Yes or No.

• If you answered No above, enter the specific Adjustment Date.

• Specify whether you want to Suppress Billing for these adjustments. If you select No, PrismHR generates an invoice for each adjustment voucher that it creates. However, we recommend selecting Yes and creating a manual Client Bill Pending item or a miscellaneous invoice to represent the difference, instead.

11. Click Preview Changes to preview the effects of your calculation setup. You can also use the Download Report option to get the results in a separate file.

12. When you are ready to recalculate, click Update Tax Values.

13. Proceed to the next section.

Rebuilding Tax Registers for the Year

You can rebuild tax registers at both the client- and system-level. Both of these builds can be performed from the Register Rebuilds form in PrismHR.

Note: Note: If your SUTA changes only affected a client or a subset of clients, you do not need to perform a system-level rebuild. You can also skip this step if you selected Create new adjustment vouchers in the previous procedure.

If any payrolls are in process during a rebuild, you must reinitialize them before they can be posted.

To rebuild client or system tax registers:

Note: Note: We strongly recommend backing up your system data before rebuilding tax registers.

1. Click Back Office and select Operations|Action > Register Rebuilds.

2. For the Register Type, select either Tax - Company Registers or Tax - Rebuild All Tax Registers for a Year, as appropriate.

3. Enter the tax rebuild Year.

4. Click Rebuild.

5. Run the Tax Register Detail report again to verify the SUTA changes. See Reviewing the Tax Register Detail Report.

6. If you want to send billing adjustments to the client, use the information in the second report to set up manual billing adjustments. See Creating Client Bill Pending Items for more information on making adjustments.

7. Once you have verified the information in the SUTA Tax Change Report, re-initialize all payrolls that are currently in process.

8. Proceed to the next section.

Creating a New MasterTax RTS File

Customers who use MasterTax™ must also create a new MasterTax Reconciliation Tax Summary Import (RTS) file, in order to import the recalculated quarterly tax data into MasterTax

Note: Note: Certain features, like the client and employer filters, can only be used for newer versions of the RTS file. To see the version your system uses, expand the Configuration Information panel at the bottom of the form.

To create a new MasterTax RTS file:

1. From the Work Centers menu, select Work Centers|Tax > MasterTax Processing. Then, under File Exports, select MasterTax RTS File Build.

2. Fill in the Tax Year and Tax Quarter fields with the appropriate values.

3. If you need to limit the RTS build to a specific employer or client, enter its ID in the Limit to Emloyer ID and Limit to Client fields. Note that the Limit to Client field can only be used for clients that are located in a SUTA reporting state.

4. Indicate whether you want to exclude Pennsylvania and Ohio locals when no taxes are withheld.

5. Do not select the Build W2 Records? option.

6. Set the other RTS parameters as appropriate. For descriptions of these fields, see the online help for the MasterTax RTS File Build form.

7. Click Generate File.

Creating Client Bill Pending Items

Changes to SUTA might require manual entry of billing adjustments. Use this procedure to create those billing line items.

To set up new client bill pending items:

1. In the Client menu, select Client|Action > Bill Pending.

2. Click New Entry. The Bill Pending Details form displays.

3. Complete the following fields as needed:

Field — Description

Bill Date — Enter or select the Bill Date on which billing will occur.

Event — Enter or select the billing Event code. For example, you may have an existing code for SUTA adjustments.

Billing Units — Enter the Billing Units.

Bill Rate — Enter the Bill Rate for each billing unit.

Bill Amount — The Bill Amount field is equal to Billing Units x Bill Rate. If you change the Bill Amount, the system recalculates the Bill Rate to make the numbers work.

Employee — Enter or select the ID of the Employee. The employee’s name displays, as well as any Location, Division, Department, Shift, or Project assignments.

Pay Group — Enter or select the Pay Group code. If you specify a pay group, you must enter a Location so the system can calculate any taxes. Note: You can enter an employee or a pay group (or neither), but you cannot have both in the same line item entry.

Payroll Type — Select the payroll batch type. For example, you can select the Regularly Scheduled payroll type if you only want to bill on a regularly scheduled payroll. (Note: The Select option (default) assumes all payroll types.)

4. Complete the remaining fields as needed.

5. Click Save. This bill pending item will be present in the next initialized invoice.

6. Repeat for all necessary billing adjustments.

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

Employee Portal On-Premise Setup

Source: https://tech-docs.prismhr.com/SP_help/Content/Task%20Sheets/EP/Employee_Portal_%20On-Premise_Setup.htm Path: Task Sheets/EP/Employee_Portal_ On-Premise_Setup.htm

Employee Portal On-Premise Setup

This task sheet explains how to set up the on-premise environment for EP.

Note: Note: These steps require basic knowledge of VIM as a text editor in Linux. In the instructions that follow, the referenced text editor is VIM.

Download the Open Virtual Appliance

The open virtual appliance (OVA) will allow customers to create an on-premise instance of the Employee Portal (EP). To download the open virtual appliance, ask your contact at PrismHR for a link.

Configure OVA for First Use

To configure the OVA correctly, you must provide a valid IP address.

1. Import the OVA file into your virtual environment.

2. After the OVA is successfully imported to your virtual environment, power on the appliance.

3. Going forward we will assume that the OVA is placed in the correct network segment and that an IP address has been reserved.

4. Log in to the server as user phradmin with the password that was provided to you in a separate secure message.

Note: Note: It is strongly recommended that you change both the root user and phradmin password (which are set to be the same) in the OVA.

Step 1—Change the Hostname

Change the hostname of your server to fit the naming convention that you prefer and assign the IP address that was previously reserved by your IT/Operations department.

1. Using the VIM editor, perform the following steps to change the hostname of your server:

[phradmin@dockerce ~]$ sudo su -

Last login: EDT 2018 on pts/0

[root@dockerce ~]# vim /etc/hostname

2. Modify the existing name from dockerce to whatever naming convention works in your environment.

3. Save the file.

4. Next, run the following command and modify the HOSTNAME entry to match the entry in the previous step.

[root@dockerce ~]# vim /etc/sysconfig/network

5. For the HOSTNAME change to take effect immediately, perform a quick reboot of the server with the following command:

[root@dockerce ~]# reboot

Step 2—Assign a Static IP Address

The virtual appliance is configured to use DHCP by default, but this is not recommended for long-term usage. If you do not wish to apply a static IP address, please skip this section and proceed to the next configuration item.

Note: Note: To modify the DHCP address and add a permanent static IP, use the command in the next section to configure your server with the unique IP address that was provided by your IT/Operations department.

The following items are used for static IP configuration:

IP Address

SUBNET MASK

GATEWAY

DNS1

DNS2 (optional)

Use the following command to modify your configuration to support a static IP configuration:

[root@dockerce ~]# vim /etc/sysconfig/network-scripts/ifcfg-ens33

1. The file will contain the following entries. Using VIM, make changes to the locations marked with XXX.

TYPE=Ethernet

PROXY_METHOD=none

BROWSER_ONLY=no

BOOTPROTO=dhcp -> change dhcp to none

DEFROUTE=yes

IPV4_FAILURE_FATAL=no

IPV6INIT=yes

IPV6_AUTOCONF=yes

IPV6_DEFROUTE=yes

IPV6_FAILURE_FATAL=no

IPV6_ADDR_GEN_MODE=stable-privacy

NAME=ens33

UUID=f030becd-7cbe-45fb-b69d-6831270a2a08

DEVICE=ens33

ONBOOT=yes

#GATEWAY=“XXX.XXX.XXX.XXX” -> Remove the ‘#’ and change to Gateway IP provided by your Network Team

#NETMASK=“XXX.XXX.XXX.XXX” -> Remove the ‘#’ and change to Subnet Mask IP provided by your Network Team

#IPADDR=“XXX.XXX.XXX.XXX” -> Remove the ‘#’ and change to Static IP provided by your Network Team

#DNS1=“XXX.XXX.XXX.XXX” -> Remove the ‘#’ and change to DNS Primary IP provided by your Network Team

#DNS2=“XXX.XXX.XXX.XXX” -> Remove the ‘#’ and change to DNS Secondary IP provided by your Network Team. (If secondary DNS is not required, make no modifications to this line)

2. Once modified and saved, restart your network to activate the new IPs with the following command:

[root@dockerce ~]# systemctl restart network

Config File Modifications

There are a number of configuration files that EP requires to operate. These files need to be modified to match your company’s unique environment. The following sections will advise on how to tailor the configuration to work with your specific network and domain requirements.

Step 1—Configure the IP Address

If you have chosen to utilize a DHCP address, execute the following command to obtain the IP address of your appliance. You will need this IP address for the config files.

[root@dockerce ~]# ifconfig ens33

Note: Note: Because the IP address is explicitly defined in the configurations that you will modify below, using a DHCP configuration is not advised. It is strongly advised to set a static IP address on the appliance level or create a DHCP reservation on your DHCP server for this appliance.

Because your environment has a specific IP address scheme, the IP address assigned to your new virtual appliance (whether DHCP or STATIC), must be specified in the following file.

[root@dockerce ~]# vim /prismhr/configs/docker-compose.yml

1. Modify lines 199, 205, 247, 254 in the /prismhr/configs/docker-compose.yml file.

2. There will be entries in the following format that must be changed. To quickly jump to a specific line number using VIM, use the ‘:’ in edit mode. For example, to jump to line 199, type :199, then press the ENTER/RETURN key.

o: addr=XXX.XXX.XXX.XXX,rw -> Replace the XXX.XXX.XXX.XXX on line # with your assigned IP address.

Step 2—Enable or Disable SSL

By default, the OVA enables SSL for your instance of on-premise Employee Portal. This requires you to provide a valid SSL Certificate and corresponding key. If you have a valid SSL Certificate and wish to apply it to your Employee Portal, follow these steps. Otherwise, proceed to the next section, Disable SSL (If Required).

Note: Note: The following notation is important.

Each configuration file that needs to be modified will have the following notation:

• YOURDOMAIN.com

• YOURDOMAIN_cert.pem

• YOURDOMAIN_key.pem

The SSL certificate configuration requires the following:

• Valid certificate

• Valid key

For example, if your domain name is ACME.com, the required files will be ACME_com_cert.pem and ACME_com_key.pem.

1. Copy the two pem files to the /prismhr/containerdata/nginx/certs folder.

There are two configuration files that require you to modify the names of your certs:

• /prismhr/configs/nginx/ess2.conf

• /prismhr/configs/nginx/ess-api.conf

We will use the ess2.conf file as an example of this one-time configuration.

server{

server_name ~.*onprem-epct.YOURDOMAIN.com; -> REPLACE YOURDOMAIN with your company’s domain name

sub_filter_once on;

sub_filter ‘ESS_API_PATH’ https://ess-api.YOURDOMAIN.com; -> REPLACE YOURDOMAIN with your company’s domain name

sub_filter_types application/javascript;

#listen 0.0.0.0:80;

#Enable for SSL

listen 0.0.0.0:443;

ssl on;

ssl_certificate /etc/nginx/certs/YOURDOMAIN_cert.pem; -> REPLACE YOURDOMAIN with your company’s domain name

ssl_certificate_key /etc/nginx/certs/YOURDOMAIN_key.pem; -> REPLACE YOURDOMAIN with your company’s domain name

add_header Strict-Transport-Security “max-age=31536000; includeSubDomains” always;

location / {

proxy_pass http://mss:8000;

}

}

server{

server_name ~.*onprem-ep.YOURDOMAIN.com; -> REPLACE YOURDOMAIN with your certificate domain name

sub_filter_once on;

sub_filter ‘ESS_API_PATH’ https://ess-api.YOURDOMAIN.com; -> REPLACE YOURDOMAIN with your certificate domain name

sub_filter_types application/javascript;

#listen 0.0.0.0:80;

#Enable for SSL

listen 0.0.0.0:443;

ssl on;

ssl_certificate /etc/nginx/certs/YOURDOMAIN_cert.pem; -> REPLACE YOURDOMAIN with your pem file name

ssl_certificate_key /etc/nginx/certs/YOURDOMAIN_key.pem; -> REPLACE YOURDOMAIN with your key file name

add_header Strict-Transport-Security “max-age=31536000; includeSubDomains” always;

location / {

proxy_pass http://ess2:8000;

}

}

2. Perform the domain insertion for both files listed at the start of this section, replacing YOURDOMAIN with the exact name on your cert file.

3. Copy both conf files to the /prismhr/containerdata/nginx directory.

[root@dockerce prismhr]# cp /prismhr/configs/nginx/*

/prismhr/containerdata/nginx/

Disable SSL (If Required)

There may be instances where SSL is not required. To disable the default SSL setting, follow these steps:

The following files will need to be modified to disable SSL.

• /prismhr/configs/nginx/ess2.conf

• /prismhr/configs/nginx/ess-api.conf

• /prismhr/configs/docker-compose.yml

/prismhr/configs/docker-compose.yml file

1. Modify the /prismhr/configs/docker-compose.yml file to DISABLE SSL.

[root@dockerce ~]# vim /prismhr/configs/docker-compose.yml

version: ‘3.3’

services:

proxy:

image: docker-dtr.prismhr.com/prismhr/nginx:1.13

ports:

#- “8010:80” -> REMOVE the #

#Enable for SSL

• “443:443” -> ADD a # to the start of the line

read_only: true

volumes:

• proxy_cache:/var/cache/nginx

• proxy_run:/var/run/nginx

• proxy_tmp:/tmp

• proxy_conf:/etc/nginx/conf.d

#Enable for SSL

• proxy_certs:/etc/nginx/certs -> ADD a # to the start of the line

…Scroll down to the next block of code that contains “Enable for SSL”

#Enable for SSL

proxy_certs: -> ADD a # to the start of the line

driver: local -> ADD a # to the start of the line

driver_opts: -> ADD a # to the start of the line

type: “nfs” -> ADD a # to the start of the line

o: addr=XXX.XXX.XXX.XXX,rw -> ADD a # to the start of the line

device: “:/prismhr/containerdata/nginx/certs” -> ADD a # to the start of the line

2. Save the file.

/prismhr/configs/nginx/ess2.conf file

1. Edit the file: /prismhr/configs/nginx/ess2.conf

[root@dockerce ~]# vim /prismhr/configs/nginx/ess2.conf

2. Find each block of code that contains “#Enable for SSL”

server{

server_name ~.*onprem-epct.YOURDOMAIN.com;

sub_filter_once on;

sub_filter ‘ESS_API_PATH’ https://ess-api.YOURDOMAIN.com;

sub_filter_types application/javascript;

#listen 0.0.0.0:80; -> REMOVE THE #

#Enable for SSL

listen 0.0.0.0:443; -> ADD a # to the start of the line

ssl on; -> ADD a # to the start of the line

ssl_certificate /etc/nginx/certs/YOURDOMAIN_cert.pem; -> ADD a # to the start of the line

ssl_certificate_key /etc/nginx/certs/YOURDOMAIN_key.pem; -> ADD a # to the start of the line

add_header Strict-Transport-Security “max-age=31536000; includeSubDomains” always -> ADD a # to the start of the line

location / {

proxy_pass http://mss:8000;

}

}

server{

server_name ~.*onprem-ep.YOURDOMAIN.com;

sub_filter_once on;

sub_filter ‘ESS_API_PATH’ https://ess-api.YOURDOMAIN.com;

sub_filter_types application/javascript;

#listen 0.0.0.0:80; -> REMOVE THE #

#Enable for SSL

listen 0.0.0.0:443;-> ADD a # to the start of the line

ssl on;-> ADD a # to the start of the line

ssl_certificate /etc/nginx/certs/YOURDOMAIN_cert.pem; -> ADD a # to the start of the line

ssl_certificate_key /etc/nginx/certs/YOURDOMAIN_com_key.pem; -> ADD a # to the start of the line

add_header Strict-Transport-Security “max-age=31536000; includeSubDomains” always; -> ADD a # to the start of the line

location / {

proxy_pass http://ess2:8000;

}

}

3. Save this file.

/prismhr/configs/nginx/ess-api.conf file

1. Edit the file: /prismhr/configs/nginx/ess-api.conf

[root@dockerce ~]# vim /prismhr/configs/nginx/ess-api.conf

2. Find each block of code that contains “#Enable for SSL”

server {

add_header X-Request-Id $request_id;

add_header Strict-Transport-Security “max-age=31536000; includeSubDomains” always;

set $cors ““;

server_name ess-api.YOURDOMAIN.com;

#listen 0.0.0.0:80; -> REMOVE THE #

#Enable for SSL

listen 0.0.0.0:443; -> ADD a # to the start of the line

ssl on; -> ADD a # to the start of the line

ssl_certificate /etc/nginx/certs/YOURDOMAIN_cert.pem; -> ADD a # to the start of the line

ssl_certificate_key /etc/nginx/certs/YOURDOMAIN_key.pem; -> ADD a # to the start of the line

if ($http_origin ~* (?:(?:.*.YOURDOMAIN.com)) ) {

set $cors “true”;

}

location / {

if ($cors = “true”) {

add_header Strict-Transport-Security “max-age=31536000; includeSubDomains” always;

add_header ‘Access-Control-Allow-Origin’ $http_origin always;

add_header ‘Access-Control-Allow-Methods’ ‘POST, PUT, PATCH, DELETE, GET, OPTIONS, HEAD’ always;

add_header ‘Access-Control-Allow-Headers’ ‘Origin, X-Requested-With, Content-Type, Accept’ always;

add_header ‘Access-Control-Allow-Credentials’ ‘true’ always;

}

proxy_set_header X-Forwarded-Proto https;

proxy_set_header X-Request-Id $request_id;

proxy_set_header Host $host;

proxy_pass http://ess-api:1337;

}

}

3. Save this file.

4. Copy the ess and ess-api conf files to the /prismhr/containerdata/nginx directory.

[root@dockerce prismhr]# cp /prismhr/configs/nginx/* /prismhr/containerdata/nginx/

Configure the Connection to your Data Sources

1. Edit or adjust the following file:

/prismhr/configs/config.json

[root@dockerce ~]# vim /prismhr/configs/config.json

[

{

“id”: “001”,

“name”: “Prototype”, -> Replace “Prototype” with something such as “Live”, “Test”, etc. so you have a unique value

“ess2Hostname”: “onprem-ep.YOURDOMAINHERE.com”,

“adminToolHostname”: “onprem-epct.YOURDOMAINHERE.com”,

“ess1Url”: “xxx.YOURDOMAINHERE.com/xxx”, -> This section is your ESS 1.0 URL (such as ess.YOURDOMAIN.com/phree)

“uoj”: {

“host”: “XXX.XXX.XXX.XXX”, -> Replace xxx.xxx.xxx.xxx with the IP address of your PrismHR DB server

“username”: “XXXXX”, -> Replace xxxxx with the username making the connection to the PrismHR DB server

“password”: “XXXXX”, -> Replace xxxxx with the password to the username you specified above

“account”: “X:\\davison\\accounts\\HRPY.DBRUN.XXX” -> Modify the path to the Prism account that you are connecting to

},

“docs”: {

“share”: “\\XXX.XXX.XXX.XXX\accounts”, -> Replace xxx.xxx.xxx.xxx with the IP address of your PrismHR Web Server. If your ESS 1.0 application is not under accounts, you will need to change it to that share name

“username”: “XXXXX”, -> Replace xxxxx with the username making the connection to the PrismHR web server

“domain”: “XXXXX”, -> Repalce xxxxx with the domain making the connection

“password”: “XXXXX”, -> Replace xxxxx with the password to the username you specified above

“globalDocsPath”: “XXX\custom\webdocs” -> Replace xxx with the corresponding PrismHR ESS webapp (often this will be phree\custom\webdocs)

},

“slavic”: {

“url”: “xxxxxx”, -> Optional: Replace xxxxx with URL used for your Slavic SSO

“clientId”: “xxxxxx” -> Optional: Replace xxxxx with ID provided by Slavic for SSO

}

}

]

2. Copy the config.json file to the /prismhr/containerdata/config directory.

[root@dockerce prismhr]# cp /prismhr/configs/config.json /prismhr/containerdata/configs/

Deploy and Start EP

Now that your configurations have been performed to customize your environment for SSL and domain name, you are ready to start using EP.

Perform the following:

1. [root@dockerce ~]# cd /prismhr/configs

2. [root@dockerce ~]# docker stack deploy --compose-file docker-compose.yml epstack

3. Wait approximately 2 minutes to allow all services to start.

4. [root@dockerce ~]# docker service ls

Note: Note: All services must run 1/1 replicas.

To verify that EP is running, open a web browser and enter the following:

• For SSL—https://IP-Address/

• For SSL-disabled environments—http://IP-Address

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

Setting Up Third-Party WOTC Form Integration

Source: https://tech-docs.prismhr.com/SP_help/Content/Task%20Sheets/OBE/Setting_Up_Third_Party_WOTC_Form_Integration.htm Path: Task Sheets/OBE/Setting_Up_Third_Party_WOTC_Form_Integration.htm

Setting Up Third-Party WOTC Form Integration

Third-party Work Opportunity Tax Credit (WOTC) forms can be included in the onboarding process using custom forms. When creating a custom form, a hyperlink to the third-party WOTC form can be included, along with any additional information about the form and a field to confirm the employee has completed the form. Once information for the third-party WOTC form has been defined, the custom form can be added to a workflow, and employees can use the hyperlink on the custom form to access and complete the third-party WOTC form during the normal onboarding process.

[Image: screenshot]

Adding a Third-Party URL to a Custom Form

1. Create a custom form as normal and access the Layout tab on the Edit Custom Form. Refer to Creating Custom Forms (Onboarding) for more information.

2. From Field Type, drag the Third Party URL field type to the layout on the right.

3. Click [Image: screenshot] on the Third Party URL field type to display the Field Details panel.

4. In the Field Label field, enter the text to display as a hyperlink on the form. For example, enter Click here to access the WOTC form.

5. In the Source URL field, enter the URL of the third-party WOTC form. When the employee clicks this hyperlink during onboarding, the employee’s prehire ID, the client ID, and the PEO ID are automatically appended to the URL, creating a unique URL for the employee. This unique URL allows the form provider to collect information about the employee using an API call and automatically enter that information in the appropriate fields on the WOTC form, eliminating the need for the employee to manually enter their information again.

6. Click Done to close the Field Details panel.

7. Optional: drag additional field types to the layout on the right as needed. For example, use the Paragraph field type to enter additional information about the form, or use the Checkbox field type to add a checkbox for the employee to confirm they have completed the form.

8. Optional: to preview the form before saving, click Preview Form. If additional languages are enabled on your system, a form preview includes an additional language, such as Spanish.

9. Click Save. The Submit Form dialog box opens, prompting you to specify when the change goes into effect. Refer to Creating Custom Forms (Onboarding) for more information.

10. Click Submit Form when the form is complete.

11. Add the form to a workflow as normal. Refer to Creating a Workflow (Onboarding) for more information.

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

Setting Up ASO Client Accounting

Source: https://tech-docs.prismhr.com/SP_help/Content/Task%20Sheets/PD/ASO_Client_Company_Accounting.htm Path: Task Sheets/PD/ASO_Client_Company_Accounting.htm

Setting Up ASO Client Accounting

Note: These instructions assume you have already setup an ASO client.

You can setup ASO Client Accounting using these Client menu options:

• ASO Accounting Codes

• ASO G/L Account Setup

• ASO Global G/L Account Setup

Creating ASO Accounting Codes

Use the ASO Accounting Codes form to create the core chart of account numbers for your client.

To create the core chart of account numbers, do the following:

1. Select ASO Accounting Codes from the Client|Change menu. The ASO Accounting Codes form opens.

[Image: screenshot]

2. Enter the Account code.

3. Enter the Account Name.

4. Select Prefix/Suffix Allowed if the client uses a prefix or a suffix in addition to the core account number.

5. Click Save.

6. Repeat this procedure for each account you need to setup.

Setting Up ASO Global G/L Account

Use the ASO Global General Ledger Account Setup form to setup global parameters and build the structure that determines how to assign the account numbers to codes within PrismHR.

To setup global parameters and build the structure, do the following:

1. Select ASO Global G/L Account Setup from the Client|Change menu. The ASO Global G/L Account Setup form opens.

[Image: screenshot]

2. Select Allocate Company Contributions if the allocation of company contributions is for cost accounting purposes. The system allocates the company contributions in the same proportion as time sheet earnings.

3. Select Allocate Employee Deductions to base the allocation of the employee deductions on the same proportion as time sheet earnings. The system allocates the employee deductions in the same proportion as time sheet earnings.

4. Enter an Account Prefix the client can use.

5. Enter an Account Suffix the client can use.

6. Select a Segment Delimiter to separate your client’s G/L account segments.

7. Enter a Core Account Segment No that indicates the segment of the account number contained in the G/L account setup.

8. Select an Accounting System Type that determines the type of download PrismHR will create for the client.

Note: Accounting packages that use comma-delimited text files can use the Peachtree format. Therefore, it is also the generic choice for the accounting system type.

9. Use the Prefix/Suffix Overrides panel to create rules for the global prefix/suffix options.

[Image: screenshot]

Note: This example shows that if the DEPARTMENT code in the system was ADMIN, the client wants the number 100 instead.

10. Use these panels to setup the ASO Client Accounting, so the G/L codes are assigned to various codes within PrismHR.

[Image: screenshot]

• You can assign a specific G/L to each pay code, deduction code, benefit plan (including retirement plans), workers’ compensation plan, tax code, and cash account.

• You can indicate all codes by using an * in the code field and then assigning it a G/L number. You can also assign a G/L account number to the Administration Fee charged to the client.

• You can setup ASO Client Accounting for a client with a simple chart of accounts, or one that is more complex. The system cannot accommodate all structures, but there are several ways to set these up using the prefix/suffix options to achieve what the client needs.

11. Use the Bill Code ASO Accounts panel to enter any bill code and account information.

[Image: screenshot]

12. Click Save.

Setting Up ASO G/L Account

Use the ASO General Ledger Account Setup form to build the structure for chart of account number segments if they are different than what is setup in the global parameters. Here you can indicate what overrides, if any, are necessary to meet the client’s account structure requirements.

To build the structure for chart of account number segments, do the following:

1. Select ASO G/L Account Setup from the Client|Change menu. The ASO G/L Account Setup form opens.

[Image: screenshot]

2. Enter the core Account code.

3. Select a Segment Delimiter to separate your client’s G/L account segments.

4. Enter an account Prefix Value, if required.

5. Enter an account Suffix Value, if required.

6. Enter an Account Prefix/Suffix Override the client can use.

7. Enter an Account Override the client may use.

• The example shows the department code ACCT (as setup in the Department Codes for the client) is replaced with a numeric value of 700. This means that the account number would show as 700-6000 in the report or download for the client.

• The example also shows that LOCATION was chosen as the field to create an override. When it is equal to MAIN, PrismHR overrides it with an account number 6000.10. So instead of the account number displaying as 6000, it is 6000.10.

If you had both the Prefix/Suffix and the Account overrides filled out in this example, the account number for reports and downloads would be 700-6000.10.

8. Click Save.

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

Setting Up Form W-2 Billing Fees

Source: https://tech-docs.prismhr.com/SP_help/Content/Task%20Sheets/PD/Billing/Annual-W2-Fee/Form_W-2_Billing_Fees.htm Path: Task Sheets/PD/Billing/Annual-W2-Fee/Form_W-2_Billing_Fees.htm

Setting Up Form W-2 Billing Fees

Your organization can set up billing for Forms W-2 (W-2s) as a production fee and a per employee fee. You need to define billing codes and billing rules to enable this feature.

Background

Some important things to know about the fees generated by these billing rules:

• Both rules generate a one-time yearly charge for the client-billing rule combination.

• The Annual W-2 Production Fee is a one-time flat fee that the system will bill for the current year the first time the rule applies (for example, it would run in 2024 if included in a payroll). If your organization would prefer that it run in January, set the Rule Start Date to a date in January 2025.

• The Annual Fee per Form W-2 billing rule is based on a count of generated W‑2s. W‑2s are generated in the first quarter of the following year (for example, your organization would generate 2024 W‑2s in Q1 2025). If W‑2s have not been generated yet (such as in early January), then the system processes the rule during each payroll until your organization generates the W‑2s.

PrismHR recommends that you use the option to generate all Form W‑2s at once; you might need to make adjustments for additional Form W‑2s generated after the fee is charged.

• Each rule generates a miscellaneous billing charge.

Billing Codes

You must set up the billing codes that you intend to use for any client.

To set up the appropriate billing codes:

1. Create billing codes W2EE and W2BASE.

2. Set the descriptions and other information as needed.

[Image: Using the Billing Codes form to create codes W2EE and W2BASE.]

Billing Rules

Create unbundled billing rules for each client that should be charged the fees. You can use either or both as needed.

• For the rule that charges per Form W-2, select Annual Fee Per W-2 from the Based On drop-down.

• For the rule that charges once per production of all W-2s, select Annual W-2 Production Fee from the Based On drop-down. To ensure that the rule runs only in January, specify a Rule Start Date.

[Image: Using the Billing Rules (Unbundled) form to set up rules based on Annual W-2 Production Fee and Annual Fee Per W-2.]

The system generates the fees when a user creates the employee W-2s (see Printing Employee W-2 Forms).

Related Topics

Using Billing Codes

Using Unbundled Billing Rules

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

Viewing Bill Pending for Clients

Source: https://tech-docs.prismhr.com/SP_help/Content/Task%20Sheets/PD/Billing/Client-Bill-Pending-Import/Bill_Pending_For_Clients.htm Path: Task Sheets/PD/Billing/Client-Bill-Pending-Import/Bill_Pending_For_Clients.htm

Viewing Bill Pending for Clients

Use the Bill Pending form to view the bill pending entry for the client.

To view the bill pending entry, do the following:

1. On the Client|Action menu, select Bill Pending.

2. The bill pending events display for the client. For example:

[Image: Example of some Bill Pending Events]

Related Topics

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

Importing the File

Source: https://tech-docs.prismhr.com/SP_help/Content/Task%20Sheets/PD/Billing/Client-Bill-Pending-Import/Client_Bill_Pending_Import.htm Path: Task Sheets/PD/Billing/Client-Bill-Pending-Import/Client_Bill_Pending_Import.htm

Importing the File

Important! The Bill Pending Import form has been retired. Instead, use the Bill Pending import template in the Data Import Tool. (Refer to the PrismHR Payroll Administration Guide for more information.)

Note: Note the following:

• If your user role is set to FULL for the Data Import Tool and you enter Bill Pending Import in the search box or select it from the Operations|Import Processing menu, the system redirects you to the Data Import Tool.

• If your user role is set to INQUIRY for the Data Import Tool, when you try to access the Bill Pending Import form a message displays, “The Bill Pending Import has been moved to the Data Import Tool. Access to the Data Import Tool will need to be added to your user role.” You can access the Data Import Tool by either entering it in the search box or selecting it from the Operations|Import Processing menu, but you cannot use it for importing until you set your user role to FULL. (Clicking OK in the message does not open the Data Import Tool.)

• If your user role is set to DENY for the Data Import Tool, you cannot access it.

Related Topic

Viewing Bill Pending for Clients

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

Importing Client Bill Pending Data

Source: https://tech-docs.prismhr.com/SP_help/Content/Task%20Sheets/PD/Billing/Client-Bill-Pending-Import/Import_Bill_Pending_for_Clients.htm Path: Task Sheets/PD/Billing/Client-Bill-Pending-Import/Import_Bill_Pending_for_Clients.htm

Importing Client Bill Pending Data

This feature allows you to import client bill pending data for one or more clients. The validations are similar to those in the Bill Pending Details entry form. The system reports the valid data and any errors that occurred from the validation.

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

Setting Up Garnishment Setup Fees

Source: https://tech-docs.prismhr.com/SP_help/Content/Task%20Sheets/PD/Billing/Garnishment_Setup_Fee.htm Path: Task Sheets/PD/Billing/Garnishment_Setup_Fee.htm

Setting Up Garnishment Setup Fees

You can set up a billing event for garnishment setup fees and add it to client records for any clients that are charged for those setups.

This system triggers the billing event when a user sets up and saves a garnishment using the Employee Garnishments form. See Notes About Take-On Clients.) You must setup the billing event as described below, and then assign the GSF event code to each client that you need to charge.

Creating GSF Billing Event Code

To begin, you must create a billing event code named GSF. Once you have this in PrismHR, you can use it for all clients that should be charged this fee.

To create a billing event code, do the following:

1. Click Back Office.

2. On the System|Change menu, select Billing Events.

3. Enter GSF as the Bill Event Code.

4. Enter a Description for the garnishment setup fee.

5. Enter the Bill Code related to the garnishment setup fee.

6. Select Show Detailed if you want to display the details of this billing event on an invoice.

[Image: Creation of GSF billing event with GARNFEE bill code.]

7. The Standard Price is not used for this particular fee. You will enter the rate for each client in the Client Details Billing tab (see below).

8. If appropriate, enter values in the other fields (see Establishing Billing Events for more information).

9. Click Save.

Assigning Fee Setup in Client Details

Once the GSF billing event exists, you assign it to each client that you want to charge for garnishment setups. The system only charges the fee to clients that have it assigned.

To assign the GSF billing event, do the following:

1. On the Client|Change menu, select Client Details.

2. Select the Billing tab.

3. In the Fee Rate Overrides panel, enter or select GSF as the Bill Event Code.

4. Enter the Rate to charge the client for each garnishment setup.

[Image: Assigning a rate to GSF in the Fee Rate Overrides panel]

5. If appropriate, enter values in the other fields (see Specifying Client Billing Options).

6. Click Save.

Notes About Take-On Clients

The garnishment setup fee billing event does not trigger if there are any garnishments setup when importing a take-on client. You should assume that the client is exempt from the fee during that time, or that you can manually enter it as a one-line bulk fee.

Also, note that if you have a new client and the billing template is set to skip employee fees for new clients, the system will not trigger the billing event for any garnishments setup during the first 30 days. This is the same as the behavior of the new employee setup (NES) fee. (See Defining Methods for Billing Clients.)

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

Stack Invoice with Workers’ Comp Broken Out

Source: https://tech-docs.prismhr.com/SP_help/Content/Task%20Sheets/PD/Billing/StackWC_Format_Invoice.htm Path: Task Sheets/PD/Billing/StackWC_Format_Invoice.htm

Stack Invoice with Workers’ Comp Broken Out

Your organization can use a stack invoice with workers’ compensation broken out for clients.

Once you have completed these procedures, the next time you process a payroll the reports will include the invoice with the report title “Client Invoice Print using STACKWC format”. Workers’ compensation breaks out by state and class combination.

Set Up the Billing Format

You need to create a billing format (invoice) with the Stack Invoice with Workers Comp Broken out alternate print routine.

To set up the billing format:

1. Open Billing Formats (found in the Back Office menu under System|Change).

2. Enter the Format ID.

3. Enter the Format Description.

4. Select Stack Invoice with Workers Comp Broken out from the Alternate Print Routine drop-down.

5. Enter a Message ID for any special message format. These formats are defined in System Parameters.

6. Select Show Past Due to include any open/past due amounts on the invoice.

7. Select Past Due In Invoice Total to show open and past due invoices in the invoice total. Otherwise, there is only a statement listing at the end.

8. Select Show On Remit to show open/past due invoice listings on the remittance form.

[Image: Example STACKWC billing format with Alternate Print Routine set to Stack Invoice with Workers Comp Broken Out]

9. For each line:

• Enter the Line Description that appears on the invoice in the position indicated, depending on the value of the Print if 0 field.

Note: Note: Position indicated means the order of these line items determines the order of the billing lines when printed. In other words, the first description in this column is the first line printed on the bill, the second description is the second line printed, and so on.

• If appropriate, enter the Company Account number used to show clients what journal effect to post on their records. This is for special client accounting.

• Select Yes from the Print if zero drop-down to print the line on the invoice even when the value is zero. If you select No, the invoice does not include the line if its value is zero for that invoice.

Click

[Image: magnifying glass over paper]

to see the list of bill codes included in the line.

Click

[Image: pen and paper]

to add bill codes to the line item.

Enter each Bill Code. The Bill Description displays.

Click Save in the Bill Codes for Line Item form.

[Image: Example of the Bill Codes for GROSS WAGES grid]

10. Click Save in the Billing Formats form.

Set Up the Billing Template

Make sure that the billing template used by the client is set to bill for and sort by workers’ compensation.

To set up the billing template:

1. Open Billing Templates (found in the Back Office menu under System|Change).

2. Enter the Template ID used for the client.

3. Verify that the Workers Comp Sort is selected.

4. Verify that Workers Comp (if Hourly) and Workers Comp TRIA are selected in the Add column.

[Image: Unbundled PEO billing template. Workers Comp Sort is enabled, along with Workers Comp (if Hourly), Workers Comp TRIA. Other W/C fields are highlighted as well.]

Note: Note: See Defining Methods for Billing Clients for information on the other fields in the form.

5. Click Save.

Set Billing Information for the Client

Verify that the client is set up to use the stack invoice with workers’ compensation broken out billing format.

1. Make sure that the correct client record displays.

2. Open Client Details (found in the Client menu under Client|Change).

3. Select the Billing tab.

4. Verify that Billing Template is one that bills for workers’ compensation (see Set Up the Billing Template).

5. Verify that the Bill Format is the one that you set up to use the Stack Invoice with Workers Comp Broken out alternate print routine (see Set Up the Billing Format).

6. Select Pay Codes with W/C Class w/Price Levels from the Bundled Billing Based On drop-down.

[Image: Billing panel with Unbundled Billing Template, STACKWC Bill Format, and bundled billing based on Pay Codes with W/C Class w/ Price Levels.]

7. Click Save.

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

Blocking and Suppressing Taxes

Source: https://tech-docs.prismhr.com/SP_help/Content/Task%20Sheets/PD/Blocking_and_Suppressing_Taxes.htm Path: Task Sheets/PD/Blocking_and_Suppressing_Taxes.htm

Blocking and Suppressing Taxes

There are several ways to block or suppress taxes. For example, you may want to block a local tax. You may also have taxable wages, but no tax.

Resolution or Workaround

Blocking a Tax

There are several ways to block taxes. When you block taxes, the wages will still accrue, but the tax calculation will be blocked.

• Open the Tax tab on Employee Details (found in the HR menu under HR|Change).

[Image: screenshot]

• You can override for Federal Income Tax in the yellow highlighted section. In the Override Type drop-down, select Block Withholding.

In the following example, the employee’s Federal Income Tax calculation is $238.88.

[Image: screenshot]

The​ Block Withholding​ option allows you to block calculated tax. Wages will still accrue. For example, if you have requested to block the tax, then the amount withheld will be $0.00. The override is denoted in the Filing Status panel of the Employee Voucher in the Override Type and Override Amount fields.

[Image: screenshot]

• You can override for State Income Tax in the purple highlighted section. One of the options available is to Block Withholding.

In the following example, the employee’s State Income Tax calculation is $50.30.

[Image: screenshot]

The Block Withholding option allows you to block calculated tax. Wages will still accrue. For example, if you have requested to block the tax, then the amount withheld will be $0.00. The override is denoted in the Filing Status panel of the voucher in the Override Type and Override Amount fields.

[Image: screenshot]

Tax Calculation Overrides

• Open Tax Calculation Overrides (found in the Payroll menu under Payroll|Action).

[Image: screenshot]

In the Income Tax Overrides panel, you can override all the taxes in the same section. One of the options in the Override Type drop-down is Block Withholding.

To override, enter the authority ID (not the whole Tax Deduction Code). Entering 00 will only affect Federal Income Tax and entering a state code will only affect the State Income Tax.

A Starting Pay Date and Ending Pay Date must be entered in order for these to take effect. The entry will be ignored if there is no date.

In the following example, the employee’s Federal Income Tax calculation is $224.60. The State Income Tax calculation is $39.00.

[Image: screenshot]

The Block Withholding option allows you to block calculated tax. Wages will still accrue. For example, if you have requested to block Federal Income Tax and State Income Tax, then the amount withheld will be $0.00 and $0.00. The override is denoted in the Filing Status panel of the voucher in the Override Type and Override Amount.

Note: Note: This will not affect Local Income Tax. Even if entered, it will be ignored.

[Image: screenshot]

Suppress Taxes

There are several places in the system that can be used to suppress taxes. Suppressing taxes not only suppresses the tax calculation, but will also suppress the wages from accruing. In most cases, reciprocity is still taken into consideration when using suppress.

The following are examples:

• Open System Parameters (found in the Back Office menu under System|Change). Open Miscellaneous Global Parameters by selecting Miscellaneous Parameters in the Actions menu [Image: screenshot] .

This will suppress taxes system-wide and is available for all tax codes (employee and/or employer).

Note: Note: Reciprocity is still taken into consideration when using suppress at the system level.

[Image: screenshot]

In the example above, the tax code 38-26 is being suppressed. This means on the calculated voucher, this tax will not appear at all.

[Image: screenshot]

If the tax suppression is removed, the wages are accrued and the tax is calculated:

[Image: screenshot]

• Open the Tax tab on Client Details (found in the Client menu under Client|Change).

This will suppress taxes client-wide and is available for all tax codes (employee and/or employer).

Note: Note: Reciprocity is still taken into consideration when using suppress at the client level.

[Image: screenshot]

In the example above, the tax code 361133200-39 is being suppressed. This means on the calculated voucher, this tax will not appear at all.

[Image: screenshot]

If the tax suppression is removed, the wages are accrued and the tax is calculated:

[Image: screenshot]

• Open Tax Calculation Overrides (found in the Payroll menu under Payroll|Action). In the Miscellaneous Overrides panel, check the Suppress Local Tax checkbox.

This checkbox will allow you suppress either the resident city tax or the resident local tax for the specified employee.

Note: Note: Reciprocity is still taken into consideration when using suppress here.

[Image: screenshot]

In the example above, the resident city tax is chosen. This will suppress both the wages and the taxes. The tax code will not appear on the voucher at all.

[Image: screenshot]

If the tax suppression is removed, the wages are accrued and the tax is calculated:

[Image: screenshot]

• Open Tax Calculation Overrides (found in the Payroll under Payroll|Action). In the Miscellaneous Overrides panel, select Yes in the Suppress Work State Tax drop-down.

This will allow you suppress the work state tax for the specified employee.

Note: Note: Reciprocity is also suppressed using this option.

[Image: screenshot]

In the example above, this will suppress both the wages and the taxes. The tax code will not appear on the voucher at all (in this case, New Jersey Income Tax (tax code 31-20)).

[Image: screenshot]

If the tax suppression is removed, the wages are accrued and the tax is calculated:

[Image: screenshot]

• Open Tax Calculation Overrides (found in the Payroll menu under Payroll|Action). In the Actions menu [Image: screenshot] , select Suppress Taxes.

This screen allows you to suppress taxes at the employee level for all tax codes.

Note: Note: Reciprocity is still taken into consideration when using suppress here.

[Image: screenshot]

In the example above, this will suppress both the wages and the taxes. The tax code will not appear on the voucher at all (in this case, New Jersey Income Tax (tax code 31-20).

[Image: screenshot]

If the tax suppression is removed, the wages are accrued and the tax is calculated:

[Image: screenshot]

Blocking and Suppressing Taxes

• The tax is suppressed, but the resident tax is still not taking enough

If you want to suppress a tax and not have the reciprocity taken into consideration, what you would want to do is both block the tax and suppress the tax. This will act like the suppression (i.e., no wages will accrue), but will block the tax from reciprocity.

In the following example, the employee lives in Norwalk, OH and works in Sandusky, OH. The tax rate for Norwalk is 1.5% and the tax rate for Sandusky is 1.25%.

The following conditions are applicable to wages taxes for Ohio residents who live and work in different Ohio municipalities:

• Withhold tax for city employment, and

• Withhold tax for the city of residence, reduced by the credit amount allowed by the city of residence.

With no suppressions or blocks, the employee’s tax will calculate at 1.25% for Sandusky and will calculate at .25% for Norwalk. This is because Norwalk allows a 100% credit up to 1.50% for the tax paid to the city of employment (which was 1.25%).

[Image: screenshot]

If the Sandusky location is suppressed, it will suppress both the tax and the wages. Reciprocity is still taken into consideration when using suppress, so the Norwalk taxes will still be reduced by what would have calculated for Sandusky.

[Image: screenshot]

If the Sandusky tax is blocked, it will just block the tax from calculating but the wages will still accrue. Reciprocity is also blocked here.

[Image: screenshot]

But, if you do not want the wages to accrue either, if you block and suppress the tax, it will act like a suppression but will block the reciprocity.

[Image: screenshot]

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

Calculating Overtime Using FLSA Rulesets

Source: https://tech-docs.prismhr.com/SP_help/Content/Task%20Sheets/PD/Calculating_OT_Using_FLSA_Rulesets.htm Path: Task Sheets/PD/Calculating_OT_Using_FLSA_Rulesets.htm

Calculating Overtime Using FLSA Rulesets

The Fair Labor Standard Act (FLSA) instructs employers how to calculate overtime. Before using the FLSA Ruleset, there are some system setup issues that need to be completed.

The tasks that need to be completed are:

• Set up pay codes and additional pay options

• Set up FLSA Rulesets

• Update system parameters, pay codes, and pay groups

• Assign an FLSA Ruleset

Pay Code Setup

FLSA pay codes can be set up on the Pay Codes form. The following sections assume you have already navigated this form.

To set up pay codes for FLSA rulesets:

1. In the Back Office menu, select System|Change > System Parameters.

2. Enter pay code information in the Pay Codes panel.

3. Enter relevant bill codes in the Billing panel.

4. Select any additional pay code attributes in the Processing Options panel.

5. Click Save.

The following example will explain how to set up pay codes for half-time pay (HALF) and overtime pay (O/T1).

For more information on each field in the three panels, see Working with Pay Codes.

Setting Up Half-Time Pay Codes

1. Enter the Pay Code ID, such as Half.

2. Enter the following information in the Pay Codes panel:

Enter any other field values as required.

3. Enter the following information in the Standard Method Rules panel:

4. In the Billing panel, set the Bill Code to 000.

5. In the Processing Options panel, select Pay Code is Used to Pay Productive Work.

6. Click Save.

Setting Up Overtime Pay

1. Enter the Pay Code ID, such as O/T1.

2. Enter the following information in the Pay Codes panel:

Enter any other field values as required.

3. Enter the following information in the Standard Method Rules panel:

4. In the Billing panel, set the Bill Code to 000.

5. In the Processing Options panel, select Pay Code is Used to Pay Productive Work.

6. Click Save.

Including Additional Pay

You can use several pay code Processing Options to tell PrismHR what additional pay should be included.

Make the following updates to any pay codes that should be included in the overtime calculation, such as commissions, discretionary bonuses, and tips.

1. Enter or select the pay code to modify.

2. In the Processing Options panel, select either Include Hours/Amount Paid in Overtime Calculation or Include Amount Paid Only in Overtime Calculation:

Field Name — Description

Include Hours/Amount Paid in Overtime Calculation — Enable this option if you want the system to look at the Hours/Units Paid record when calculating the overtime hours.

Use Hours Paid instead of Hours Worked in Overtime Calculation — Enable this option if you want the system to look at the Hours Worked field to calculate the overtime hours/rate (excluding Sick, Vac, and so on).

Include Amount Paid Only in Overtime Calculation — For any fixed amount pay codes (such as Bonus) that you want the system to calculate into the weighted O/T rate.

Note: Note: Do not try to enter hours worked into a fixed-amount pay code and then mark it to calculate based on hours worked – this will not work. Hours worked and fixed flat amounts must be reported separately for FLSA calculations.

FLSA Ruleset Setup

You can now assign these pay codes to the FLSA Ruleset.

To create and update FLSA rulesets:

1. Click Back Office.

2. Under System|Change, select FLSA Ruleset.

3. Enter or select a Ruleset ID.

There are two Reporting Methods: (O) Overtime Hours Reported Separately and (S) Straight Hours Reported on One Pay Code.

(O) Overtime Hours Reported Separately

In the Premium Pay Code field, enter the pay code you set up with a factor of 0.50. (Example: HALF).

(S) Straight Hours Reported on One Pay Code

Set the straight reporting method:

1. In the When Hours Worked in a Week Are Greater Than field, enter the number of hours worked on a weekly basis before overtime is to be applied.

For example, 40.

2. In the Pay Excess Hours with Pay Code field, enter the pay code used to pay employees who work overtime.

(Premium pay code with 0.50 factor, for example: HALF).

Set up the daily overtime rules:

3. In When Hours Worked in a Day are Greater Than, enter the number of hours worked in a day if there is a daily straight pay hour limit.

4. In the Pay Excess Hours with Pay Code field, enter the premium pay code of appropriate factor, example: HALF.

5. In the When Consecutive Days Worked in a Week is GT field, enter the minimum number of consecutive days employees must work in one week to receive premium pay.

6. Click Save.

Tipped Positions

In order to create FLSA rulesets for tipped positions, the following actions must be completed first:

• Updating System Parameters

• Updating Pay Codes

• Updating Position Codes

• Updating Pay Groups

After setting these up, you can assign the FLSA ruleset.

Updating Pay Codes

Create Pay Codes: System / Change / Pay Codes

Tip Credit Makeup

1. Enter or select the Pay Code ID, for example, TCM.

2. Set up the Pay Codes panel:

Enter any other field values as required.

3. Enter the following information in the Standard Method Rules panel:

4. In the Billing panel, set the Bill Code to 000.

5. In the Processing Options panel, enable the following options:

• Pay Code is Used to Pay Productive Work

• Used to Pay Cash Wage for Tipped Employees

• Include Amount Paid Only in Overtime Calculation

6. Click Save.

Reported Tips

1. Enter or select the Pay Code ID, for example RTIPS.

2. Set up the Pay Codes panel:

Enter any other field values as required.

3. In the Fixed Method Rules panel, set the Rate Class to Straight.

4. In the Billing panel, set the Bill Code to 000.

Set Non-Cash Rebate Bill Code to TIPCR.

5. Leave the Processing Options disabled.

6. Click Save.

Updating System Parameters

After setting up the Tip Credit Make Up pay code, assign it globally using the Global Codes panel of the System Parameters form.

[Image: TCM pay code entered in the Tip Credit Make Up Pay Code field on System Parameters]

Updating Position Codes

To update position codes for FLSA rulesets:

1. Select the Client menu.

2. Under Client|Change, select Positions.

3. Enter or select the appropriate Position Code.

4. Enable the Tipped Position option.

5. Update any other fields as required.

6. Click Save.

Assigning the FLSA Ruleset to a Client

To assign an FLSA ruleset to a client:

1. Select the Client menu.

2. Under Client|Change, select Client Details.

3. Select the Payroll tab.

4. Enter the ruleset ID in the FLSA Ruleset field.

5. Specify the FLSA Work Week Ends On day.

6. Click Save.

Updating Worksite Locations

To update worksite locations for FLSA rulesets:

1. Select the Client menu.

2. Under Client|Change, select Worksite Locations.

3. Enter or select the appropriate Location Code.

4. Expand the Other Parameters panel.

5. Enter the FLSA Ruleset and, for tipped employees, the FLSA Ruleset (Tipped EE).

6. Update any other fields as required.

7. Click Save.

Updating Pay Groups

To update pay groups for FLSA rulesets:

1. Select the Client menu.

2. Under Client|Change, select Pay Groups.

3. Enter or select the appropriate Pay Group.

4. Select a day in the Work Week Ends On field.

5. Update any other fields as required.

6. Click Save.

Time Entry and Calculation

Depending on the FLSA reporting method you chose to set up, you will submit all of the straight hours either under one pay code OR reporting the overtime separately, along with any additional pay codes (such as your tip code).

Once you finalize and calculate it, the payroll will reflect the weighted overtime on review vouchers and reports.

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

Setting Up Certified Payroll Reporting

Source: https://tech-docs.prismhr.com/SP_help/Content/Task%20Sheets/PD/Certified_Payroll_Reporting.htm Path: Task Sheets/PD/Certified_Payroll_Reporting.htm

Setting Up Certified Payroll Reporting

PrismHR provides features to support the completion of Form WH-347 and other Certified Payroll Reporting documents.

You can use these features to:

• Set up the Pay Codes and Project Codes you want to include in the certified payroll

• Configure project information on the Time Sheet Detail screen of the payroll batch

• Generate Certified Payroll Reports to guide you in your data entry and submission

You can use the Certified Payroll Report Format to apply a set of options to state-specific Certified Payroll Reports. You can also create reports for specific states if they require additional information that is not on the standard Form WH-347 report.

Background

If an organization performs contracted or sub-contracted work on an industrial government project — such as construction or waste management — it must pay its employees in accordance with federal guidelines and demonstrate its compliance by filing Certified Payroll Reporting forms. These forms provide Time Sheet data to prove that employees were paid appropriately for their work. The federal version is Form WH-347, but states can also define their own versions. For example, the state of California has special guidelines for submitting compliance information in an XML format.

You can also set up PrismHR to track this data under a “Certified Payroll” project. There are five major steps in this setup process:

1. Create Pay Codes and flag them for Certified Payroll Reporting.

2. Create a new Project to track this work under the appropriate client.

3. When entering Time Sheet information, specify employee certified payroll hours using these new Pay and Project Codes.

4. Optional (Only complete this step if you know what you’re doing!): Set up additional Certified Payroll Reporting Formats as needed.

5. Generate the report.

Step 1: Defining Pay Codes for Certified Payroll Reporting

You can use the Pay Codes form to flag a specific pay code as Certified Payroll Reporting-related.

Note: Note: For some state-specific versions of the Certified Payroll Report, you must assign fringe class codes to the appropriate fringe pay codes used by the company. Otherwise, no amounts will display in that section of the report.

To define a Pay Code for certified payroll:

1. Click Back Office. Select System > Change > Pay Codes.

2. Enter any required information in the Pay Codes panel.

3. Locate the Processing Options panel at the bottom of the screen.

4. Select Include in Certified Pay Report Detail if you want employee hours worked to display on the report.

5. If you want employee fringe benefits (meals, pension contributions, and others) to display on the report, select Include on Certified Pay Report Fringe Summary.

6. If you enabled the option in the previous step, select the appropriate value from the Certified Pay Report Fringe Class field.

7. Click Save.

Repeat this process for every pay code you need to include in the Certified Payroll Report. Don’t forget to set up this Pay Code on the Control and Time Sheet tabs of the Client Details form, as you would for any other pay code.

Step 2: Defining a Project for Certified Payroll

Use the Client > Change > Projects form to specify the details that will appear on your report.

Initial Setup

To define a client project for certified payroll:

1. Open the Client > Change > Projects form.

2. Enter a Project Code, or click Project to select one from a list.

3. Enter a Description for this certified payroll project code.

4. Select Certified Payroll. The Certified Payroll Details panel displays.

5. In the Certified Payroll Details panel, enter the appropriate Certified Payroll Report Format, or click Certified Payroll Report Format to select one from a list.

Entering Other Certified Payroll Details

Fill out the other Certified Payroll Details information, if required:

• Enter the Wage Decision Number for this certified payroll project.

• Enter the Wage Decision Date for this certified payroll project.

• Enter the Project City.

• Enter the two-character Project State postal code, or select from a list by clicking Project State.

Setting up Calculation Options for Certified Pay Rates

You can use the Certified Pay Rates table to enter the certified pay rate information for each position code related to the project.

You can also use the settings below to modify the system pay rate calculation logic:

• First, the system compares the employee’s Hourly Rate (displayed in their Employee Details) with the sum of the Base Rate and Fringe Rate in the Certified Pay Rates record. If the Hourly Rate is higher than the sum of Base Rate and Fringe Rate, then the employee’s Hourly Rate is used.
• If the employee’s Hourly Rate is not higher than the combined Project Base Rate and Fringe Rate, then the system compares the Hourly Rate to the Project Base Rate and pays the higher of the two. Then, the system compares the employee Benefits Per Hour (stored in Employee Details) with the Project Fringe Rate. If the employee Benefits Per Hour is higher, then no action is required and the system calculates the pay as the higher of the employee Hourly Rate or Project Base Rate.
• If the Project Fringe Rate is higher, the system pays the difference between the two in the employee’s Hourly Rate of pay. | Subtract Benefits/Hour from Calculate Pay Rate | Select this option if the employee’s cost of benefits per hour should be subtracted from their pay rate when the system is determining the higher of the employee or job rate (see description above). | | Filter Cert Pay on Job | Select this option if you want to use position codes to determine whether to include wages in the Certified Payroll Report. | ### Setting Up Basic Report Information

To start setting up certified payroll reporting:

1. Indicate whether you are working with a Contractor Or [a] Subcontractor.

2. Enter the Name and Address of the Contractor.

3. Enter the Project and Location.

4. Enter the Project or Contract No.

5. Enter the Signatory Name of the person working on this project.

6. Enter the Signatory Title of the person working on this project.

7. Select the Fringe Benefits Paid to Approved Plans option if fringe benefits are paid for this project.

8. Select the Fringe Benefits Paid in Cash option if fringe benefits are paid in cash for this project.

9. Select Report Hours Paid Instead Of Hours Worked? if you want to include pay codes that are flagged for inclusion in the Certified Payroll Report, but which do not represent hours worked — for example, sick time.

Setting Up Parameters for the Certified Payroll California XML Output

In the Certified Payroll California XML Parameters panel, enter any required information for clients that submit certified payrolls in XML format to the state of California.

[Image: screenshot]

To configure parameters for the CA XML output:

1. Select the CA License Type. The options are: Contractor State License Board, Professional License, or Other License.

2. Enter the CA License No that should be presented in the CA XML file.

If you selected Other License as the CA License Type, enter the license type and license number in this field, separated by a colon. For example: California Motor Carrier Permit: 0123456.

3. Enter the CA PWCR, which is the 10-digit California Public Works Contractor Registration number. Enter NA in this field for “not applicable”.

4. Enter the CA Ins Number for this project.

5. Enter the CA Contractor Email for this project.

6. Enter the Awarding Body for this project.

7. Enter the Contract Agency Id and the name of the Contract Agency.

8. Enter the CA Awarding Body ID, which is the ID number of the public entity that owns the project.

9. Enter the CA Awarding Body Proj No, which is the project number assigned to the project by the public entity.

10. Enter the CA Awarding Body Contract ID, which is the contract ID given by the public entity to the project.

11. Select CA Stmt of NonPerformance only if you need to indicate a state of non-performance. The system will not include employees in the file. Do not select this option if you want to include employees in the file (this is typical, and the value in the CA XML file will be false for this option).

Proceed to the Options panel.

Setting Up Other Options

Note: Note: If this project is no longer active, select Obsolete.

To set up other certified payroll options:

1. Select Track Phases if the phases of this project are tracked for job costing purposes.

2. Enter the Project Class, or click Project Class to select one from a list.

3. Select Other W/C Coverage in Place if other Workers’ Compensation coverage applies to this project.

4. If this is a union project, select the Union Project option. Then, enter the Union Code to use for the Union Trust Fund Report. If you select this option, the “OC” sub-class will be used for hours worked on this project.

5. When you finish with your setup, click Save.

6. Repeat this process for every Project you want to include in the Certified Payroll Report.

Step 3 (Optional): Maintaining Certified Payroll Report Formats

WARNING: Do not change the fields in the Certified Payroll Report Format form unless PrismHR directs you to do so.

You can use the Certified Payroll Report Format form to ensure that your report meets Federal or State specifications. More specifically, this form configures the options available for displaying Certified Payroll Reports generated using mvQuery.

Please note that the information on the Certified Payroll Report Format form controls the mvQuery version of the Certified Payroll Report.

To configure Certified Payroll Report formats:

1. Open the Client > Change > Projects form.

2. Select Certified Payroll Report Format to select the appropriate format for the certified payroll report. If the project is federally-funded, then you should select FG (federal government) as the Certified Payroll Report Format. If the project is state-funded and the state report requires additional information, then you should use the format for that specific state.

3. Enter a Wage Decision Number.

4. Enter a Wage Decision Date.

5. Enter a Project City.

6. Enter the two-character Project State code.

7. Click Save.

Step 4: Entering Time Sheet Data

Once you have set up the appropriate Pay Codes and Project Codes, you can associate them with individual employees using their Detail Time Sheet Entry form.

To enter detailed time sheet information for certified payrolls:

1. Open the SuperBatch form (found in the Back Office menu under Operations > Action).

2. After you enter the necessary information in the SuperBatch form, click the time sheet icon for the appropriate client. The Summary Time Sheet Entry form displays.

3. Click an employee to display the Detail Time Sheet Entry form for that employee.

4. If you need to change the Charge Date, place your cursor in the field and enter the correct date (or select it from the calendar).

5. Enter any remaining information.

6. Ensure that the Project field contains the Certified Payroll Project. If you need to change the Project, you can enter the correct Project code or click Project to select it.

7. Click Save. Repeat this process for another charge date, if necessary.

8. When you finish with this employee, click Return. The system returns you to the Summary Time Sheet Entry form.

9. Repeat this process for each employee as necessary.

10. Click Return. The system returns you to the SuperBatch form.

11. Repeat this process as needed for every payroll batch you need to include in the Certified Payroll Report.

Step 5: Creating Certified Payroll Reports

You can create a Certified Payroll Report using PrismHR. Currently, only the WH-347 format is supported in Web Edition.

Creating a Certified Payroll Report in PrismHR

Certified Payroll Report formats are controlled by the Certified Payroll Report Parameters form in PrismHR. Make sure you set up the proper format before creating a report (see Step 3 (Optional): Maintaining Certified Payroll Report Formats).

Note: Note: If you are running this report for vouchers that have not been posted yet, select the Process Initialized Vouchers Instead of Posted option.

[Image: screenshot]

To create a Certified Payroll Report in PrismHR:

1. ClickReports menu and select Payroll > Report > Certified Payroll Report.

2. Enter the Week Ending Date.

3. Enter values for the Project Code and Payroll Number.

4. Click Run to create the report. Samples of the Certified Payroll Report are shown below.

[Image: screenshot]

[Image: screenshot]

Automatically Generated Form WH-347 PDF File - Page 1

[Image: screenshot]

Automatically Generated Form WH-347 PDF File - Page 2

[Image: screenshot]

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

Converting a PEO Client to an ASO Client

Source: https://tech-docs.prismhr.com/SP_help/Content/Task%20Sheets/PD/Converting_PEO_to_ASO.htm Path: Task Sheets/PD/Converting_PEO_to_ASO.htm

Converting a PEO Client to an ASO Client

Note: You should have a basic understanding of Employer Details and Client Details in PrismHR before completing this process.

To perform this conversion, complete the following steps:

1. Entering Employer Details: Create a new employer.

2. Establishing Employer SUTA Rate: Enter the SUTA cost for the new employer.

3. Establishing Employer W/C Accrual Mods: Set up the Workers’ Compensation cost for the new employer.

4. Entering Employer Bank Accounts: Set up the employer’s bank accounts for cutting checks and/or direct deposit.

5. Defining Employer Billing Templates: Set up billing templates for the ASO.

6. Selecting Client Details: Select the client that is changing to the ASO; update the Detail, Control, and Billing tabs.

Entering Employer Details

Use the Employer Details form to enter a new employer ID and general information about the employer. For example:

[Image: screenshot]

To enter a new employer ID and general information about the employer, do the following:

1. Click Back Office.

2. From Employer|Change, select Employer Details.

3. Enter the new Employer ID, which should be the same as the ASO’s current client ID.

4. Enter the Employer Print Name, which is the way the employer’s name should print on checks, reports, and so on.

5. Enter the Federal EIN issued to the employer by the IRS in the format ##-#######.

Note: The accounting files put the company number before the account number. QuickBooks and PeachTree cannot process the numbers, so PrismHR removes the company number when it builds files for those programs. You can use the G/L Company Number for accounting purposes to group data, such as for an ASO.

6. Enter the G/L Company Number used as the prefix to the general ledger account number.

7. Refer to the online help or the Employer Administration User Guide for information on the other fields in Employee Details form.

8. Click Save.

Establishing Employer SUTA Rate

Use the Employer Tax Rates (SUTA) form to establish the SUTA and State Disability Insurance rate information for an employer and the states where they do business. For example:

[Image: screenshot]

To establish the SUTA and State Disability Insurance rate information, do the following:

1. Click Back Office.

2. From Employer|Change, select Employer Tax Rates (SUTA).

3. Define the general Tax Rate information:

Employer — Enter the Employer ID.

State — Enter or select the State in which the employer does business.

Effective Date or New Date — Select an existing Effective Date, or click New Date and enter the date on which the rates go into effect. Note: The effective date is when the rate goes into effect, not when the employer received the rate.

4. Enter the employer’s SUTA Rate for the state.

5. Enter other information as needed. (Refer to the online help or the Employer Administration User Guide.)

6. Click Save.

Establishing Employer W/C Accrual Mods

Use the Employer W/C Accrual Mods form to establish the workers’ compensation rates for a selected employer and state. For example:

[Image: screenshot]

To establish the workers’ compensation rates, do the following:

1. Click Back Office.

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

3. Enter the Employer ID.

4. Enter or select the State Code in which the employer does business.

5. Enter a new Effective Date, or select an existing date.

6. Enter the employer’s Discount/Debit rate for this state.

7. Enter the employer’s Modifier rate for this state.

The Effective Rate displays, based on the Discount/Debit and Modifier rates.

8. You can override the rates by policy in the Override by W/C Policy panel.

9. Enter other information as needed. (Refer to the online help or the Employer Administration User Guide.)

10. Click Save.

Entering Employer Bank Accounts

If you are going to cut checks or direct deposit information from the client’s own bank account, enter the basic information about the account in the Bank Account panel of the Bank Accounts form. For example:

[Image: screenshot]

Note: The 00 Checking Account is a special purpose account, the master account for all transactions. Each file header shows the 00 Checking Account as the main file header, with the funds being transferred into the account from whatever checking account the individual ACH shows it is processed. This adds a level of abstraction to the process, but allows a single account to process all the ACH clearing with only summary transactions from each of the actual checking accounts.

To enter employer bank account information, do the following:

1. Click Back Office.

2. From System|Change, select Bank Accounts.

3. Enter the bank Account ID for this account. It must be an integer.

4. Enter a Reference for the name of the financial institution where this account is maintained, as well as any other information. For example, ASO’s Payroll Cash Account at Fleet Bank.

5. Enter the Bank Name.

6. Enter the Bank Address and City, State & ZIP Code, which is the street or mailing address.

7. Enter the Transit Number assigned to this financial institution. This number prints on checks drawn on this bank unless you enter a different number in Transit Number (Chks) below.

8. Enter the client’s Account Number at this financial institution. This account is debited when an offsetting settlement entry is created.

9. Enter the Fractional Transit number that appears on checks. This number is the same for all checks drawn on a unique checking account, typically in the format NN/NNN.

10. Enter the Check Title.

11. Enter the Employer ID who is the owner of the checking account, from a general ledger point of view. (See See Entering Employer Details.)

12. Enter other information as needed; refer to the online help or the Payroll User Guide.

13. Click Save.

Defining Employer Billing Templates

Use the Billing Templates form to define an ASO template for the client, if necessary. For example:

[Image: screenshot]

To define an ASO template, do the following:

1. Click Back Office.

2. From System|Change, select Billing Templates.

3. Enter the Template ID used to access this billing template.

4. From the Template Type drop-down, select ASO.

5. Complete the other fields as needed for this client. (Refer to the online help or the Billing User Guide for more information.)

6. Click Save.

Selecting Client Details

Select the client you are changing to an ASO client;

To update the information, do the following:

1. Make sure the correct client record is shown near the top of the page. If not, click it and then select the correct client.

2. From Client|Change, select Client Details.

Detail Tab: Status

The Status panel contains client business information. For example:

[Image: screenshot]

3. Select Administrative Services Only from the Service Type drop-down.

4. Enter the Employer ID that you created in Employer Details.

5. Click Save.

Control Tab: Employer Accounting

In the Employer Accounting panel, you can specify the ASO general ledger template that contains an association between benefit plans, retirement plans, billing codes, or pay codes to general ledger accounts if necessary.

Note: Note: You will only change this information if you have a separate general ledger template for ASO service types.

[Image: screenshot]

6. Select the G/L Template to use for checking accounts, accounts receivable, or inter-company transaction accounts. Template codes allow different clients to use different G/L account numbers for posting.

7. Enter any G/L codes you want to use.

8. Click Save.

Account Tab: Bank Account

Note: Note: You will only need to change this if you are using the client’s bank account information. (See See Entering Employer Bank Accounts.)

The Bank Accounts panel establishes the various bank accounts used by the client. For example:

[Image: screenshot]

9. Select the account ID for each bank account:

Payroll Check Account — The account from which to draw payroll checks.

Direct Deposit Account — The account from which to draw direct deposit (ACH) amounts. If left blank, the system uses the Payroll Check Account.

Garnishment Check Account — The account from which to draw wage garnishments checks of the company’s employees.

Child Support EFT Account — The account from which to draw child support garnishments electronically.

Receipts Account — The account to use for ACH or Credit Card receipts.

Third Party Check Account — The account from which to draw Third Party checks.

10. Click Save.

Billing Tab: Billing

Use the Billing panel found in the Billing tab to specify the information required to bill the client. For example:

[Image: screenshot]

11. Select the Billing Template used to compute billing for this client.

12. Enter the Bill Format of the invoice to send to the customer.

13. Enter the A/R Customer No., which is the ID of the client to bill.

14. Click Save.

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Correcting a Duplicate Employee Record

Source: https://tech-docs.prismhr.com/SP_help/Content/Task%20Sheets/PD/Correcting_a_Duplicate_Employee_Record_Prism.htm Path: Task Sheets/PD/Correcting_a_Duplicate_Employee_Record_Prism.htm

Correcting a Duplicate Employee Record

WARNING: PrismHR strongly advises you to test this in your Demo account before performing these tasks in your Live account.

If an employee is entered twice with two different Social Security numbers (SSNs), two different sets of records for that employee exist in the system. If the system pays the employee under both SSNs, you must transfer the information from the incorrect record to the correct record to ensure that only one Form W-2 generates.

Terminating Employee Record with Incorrect SSN

First, you must terminate the incorrect employee on the Employee Termination form.

To terminate the incorrect employee, do the following:

1. Click the HR menu.

2. From HR|Action, select Employee Termination. The Employee Termination form opens.

3. Complete the following:

4. Click Save.

Editing the Terminated Employee Record

After terminating the employee record with the incorrect SSN, you can edit the terminated employee SSN on the Employee Details form.

To edit the employee SSN, do the following:

1. Click the HR menu.

2. From HR|Change, select Employee Details. The Employee Details form opens.

3. Click the Personal tab.

4. In the Personal panel, click Edit SSN. Enter a unique SSN that differs from the correct employee record. For example, 777-88-9999.

[Image: screenshot]

5. Click the Name tab.

6. To prevent anyone from using the employee record, edit the employee name so users know it is not a valid employee record. For example, John Doe - DO NOT USE.

[Image: screenshot]

7. Click Save.

If the employee was paid under the incorrect SSN, you must transfer the tax amounts to the correct employee record. To transfer the tax amounts, subtract the taxes from the incorrect tax register and add them to the correct tax register. First, you must obtain the employee and employer tax totals for the employee paid under the incorrect SSN.

Obtaining Tax Totals for Tax Adjustments

You can find the employee and employer tax totals for the employee paid under the incorrect SSN on the Payroll Voucher form.

To obtain tax totals for tax adjustments, do the following:

1. Click the Payroll menu.

2. From Payroll|View, select Payroll Voucher. The Payroll Voucher form opens.

3. Select the correct Voucher Number, then click the Tax tab. Make note of the information in the Employee Tax and Employer Tax panels.

After obtaining the employee and employer tax totals, you can adjust the taxes.

Adjusting Taxes

With the employee and employer tax totals for the employee paid under the incorrect SSN, you can make a tax adjustment on the Tax Adjustment form.

To make tax adjustments for the employee paid with the incorrect SSN, do the following:

1. Click the Payroll menu.

2. From Payroll|Change, select Tax Adjustment. The Tax Adjustment form opens.

3. Enter the Employee ID, Adjustment Date, Employer, and negative amount for taxes.

If you do not want to bill the client for the tax adjustment, enable Suppress Billing. If disabled, the system bills the client for the adjustment and updates the billing registers. Then, you must enter both the employee and employer tax withholdings.

4. Click Save.

To make tax adjustments for the employee with the correct SSN, do the following:

1. Click the Payroll menu.

2. From Payroll|Change, select Tax Adjustment. The Tax Adjustment form opens.

3. Click New adjustment.

4. Enter the Employee ID, Adjustment Date, Employer, and a positive amount for taxes.

If you do not want to bill the client for the tax adjustment, enable Suppress Billing. If disabled, the system bills the client for the adjustment and updates the billing registers. Then, you must enter both the employee and employer tax withholdings.

5. Click Save. The system displays a dialog box asking if you want to print a refund check now, of if you want to update scheduled payments and reimburse next pay period. Click No.

After clicking No, you can go to the Scheduled Payments form to delete the tax refund for both the incorrect and correct employee record.

Deleting Tax Refunds

To delete the tax refund for both the incorrect and correct employee record, use the Scheduled Payments form.

To delete the tax refunds, do the following:

1. Click the Payroll menu.

2. From Payroll|Change, select Scheduled Payments. The Scheduled Payments form opens.

3. Enter the Employee ID.

4. Delete the tax refund from the grid.

[Image: screenshot]

5. Click Save.

After deleting the tax refunds from the system, you can use the Employee Tax Summary form to verify the taxable earnings and tax amounts for the incorrect and correct employee.

Verifying Taxes Adjusted Correctly

To verify the taxable earnings and tax amounts for the incorrect and correct employee, use the Employee Tax Summary form.

To verify the tax information, do the following:

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

2. From Employer|View, select Employee Tax Summary. The Employee Tax Summary form opens.

3. Enter the incorrect Employee ID and Year. (No data displays.)

4. Enter the correct Employee ID and Year. The amounts should reflect the tax adjustment and any wages paid under the correct employee ID.

Both employees have adjustment vouchers in their history explaining the pay and tax adjustments.

If you do not want to perform a tax adjustment to correct the paid wages and taxes, you can void payroll vouchers for the incorrect SSN and then calculate and post the pay for the correct SSN. Things to consider:

• You can post pay by pay date or by quarter.

• Do not to enter pay that crosses from one quarter to the next.

• Before processing your ACH file, remove any ACH entries for crediting and debiting the employee and client.

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

Maintaining Sales Commissions

Source: https://tech-docs.prismhr.com/SP_help/Content/Task%20Sheets/PD/Maintain_Sales_Commissions.htm Path: Task Sheets/PD/Maintain_Sales_Commissions.htm

Maintaining Sales Commissions

The system provides ways to create commission structures and automatically calculate commissions for sales staff. Use the following procedures to define and maintain sales commissions.

Note: Click on this topic’s bookmark to open/move to the topics in this article.

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

Managing Employee PTO

Source: https://tech-docs.prismhr.com/SP_help/Content/Task%20Sheets/PD/Managing_EE_PTO.htm Path: Task Sheets/PD/Managing_EE_PTO.htm

Managing Employee PTO

When an employee submits a Time Off request, the manager/supervisor will receive in-product and e-mail notifications. The manager must log in to PrismHR (not Employee Portal (EP)) to manage their employees’ time off requests. Worksite managers and trusted advisors can view, approve, and cancel employee Time Off requests.

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Performing Multiple ACH Processing

Source: https://tech-docs.prismhr.com/SP_help/Content/Task%20Sheets/PD/Multiple_ACH_Processing.htm Path: Task Sheets/PD/Multiple_ACH_Processing.htm

Performing Multiple ACH Processing

To complete multiple ACH processing, the following must occur:

• Define email addresses for ACH orignators and user who runs ACH process

• Select ACH files and process them by clicking Build File

• Verify processing status

• Review system-generated emails

• System sends files to SFTP server

Step 1: Before Processing Multiple ACH Files

Perform the following steps before starting multiple ACH processing:

1. Define email addresses for employees who must be notified about ACH processing in the Email addresses for multiple ACH processing panel on the ACH Originators form, which maintains the financial institution information. For example:

[Image: screenshot]

2. Note the email address of the user who runs the ACH process because that user also receives an email after the process finishes. For example:

[Image: screenshot]

Step 2: Processing Multiple ACH Files

To process multiple ACH files at once:

1. Access the ACH Processing form on the Operations|Action menu. (Note: Click Select All if you want to process multiple files or select individual files.) For example:

[Image: screenshot]

2. After selecting all the files you want to process, click Build File. For example:

[Image: screenshot]

3. To complete the process, click Yes in the message that displays. For example:

[Image: screenshot]

Step 3: Verifying Processing Status

To verify multiple ACH processing status, access the Process Control Dashboard form. For example:

[Image: screenshot]

Step 4: Reviewing Email Verifications

The system generates the following emails when multiple ACH processing finishes:

• The following example displays the email that the system delivers to the email addresses listed on the ACH Originators form.

Note: The system generates an email for each originator processed. For example, if two files were selected for processing, then two emails are generated.

[Image: screenshot]

• The following example displays the email that the system delivers to the user who built the files, which includes a summary of the originators that processed and whether they were successful or failed.

[Image: screenshot]

Step 5: After Multiple ACH Processing Finishes

Once the process is complete and the emails are generated, the files are sent to the PrismHR SFTP server.

Note: PrismHR is responsible for defining and setting up the SFTP server for clients when processing multiple ACH files.

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

New Hire Download Processing

Source: https://tech-docs.prismhr.com/SP_help/Content/Task%20Sheets/PD/New_Hire_Proc/New_Hire_DL_Proc_PHR.htm Path: Task Sheets/PD/New_Hire_Proc/New_Hire_DL_Proc_PHR.htm

New Hire Download Processing

Note: Note that the New Hire Reporting form (Process ID: HRPY.WORK*NEW.HIRE.REPORTING.ENTRY) can include information on employees from restricted clients. The system produces a complete file which includes annual salary without exceptions based on the Client Access Group and the restricted clients listed in it. For this reason, it is recommended that access to this form be limited to users with unrestricted access to all clients in the database.

The New Hire Reporting feature builds a file that includes all required criteria and meets specifications for all states.

The utilities for new hire report processing are:

• New Hire Reporting - Creates a New Hire Report that you can review for accuracy before building the download file to send to the state. See Previewing New Hire Reporting.

• Clear New Hire Reporting Dates - Clears the previously assigned Hire Report Dates so you can run New Hire Reporting again. Currently this process is performed in the backend system for PrismHR; .

• Set New Hire Reporting Dates - Sets the date for previously reported employees so they will not be included in the New Hire Reporting file. This process is also performed in the backend system for PrismHR; .

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O Method FLSA Calculation of D/T Hours

Source: https://tech-docs.prismhr.com/SP_help/Content/Task%20Sheets/PD/O_Method_FLSA_Calc_DT_Hours_HRP.htm Path: Task Sheets/PD/O_Method_FLSA_Calc_DT_Hours_HRP.htm

O Method FLSA Calculation of D/T Hours

In California, double-time (D/T) hours are paid at one times the regular rate of pay. When there are more than two rates of pay or non-discretionary income, the weighted average method is used for calculation premium pay or HALF pay.

Your organization can set up the system to allow for the 50% premium pay calculation for the D/T pay code, thus including D/T in the weighted average at one times the regular rate, and the DT1 pay code (for straight double-time pay) then calculates at one time the weighted average rate.

Your organization can use a DT1 pay code as the regular double-time pay code using the 1x pay rate, and DTPREM as the premium double pay code, with a rate that is 1x the calculated weighted average rate for the O-type FLSA Rulesets.

1. Set up the DT1 pay code so that the Add to D/T Hours (Threshold) option is selected.

[Image: screenshot]

2. Set up the DTPREM pay code as required.

[Image: screenshot]

3. Set up an FLSA Ruleset where:

• The Reporting Method is set to (O) Overtime Hours Reported Separately.

• The Premium Pay Code is set to HALF.

• The Double Premium Pay Code is set to DTPREM.

[Image: screenshot]

4. In PrismHR, enter the ruleset ID in the FLSA Ruleset field of the Client Details Payroll tab.

5. Enter the FLSA Work Week Ends On day.

[Image: screenshot]

6. The next payroll will calculate correctly.

Note: Note: Note that the payroll’s period end date must coincide with the FLSA Work Week Ends On day.

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

Overriding Geocode for Employee Residence

Source: https://tech-docs.prismhr.com/SP_help/Content/Task%20Sheets/PD/Override_GeoCode_EE_Residence.htm Path: Task Sheets/PD/Override_GeoCode_EE_Residence.htm

Overriding Geocode for Employee Residence

You can override the employee’s Resident Address Geocode on the Employee Details form, so the system will calculate taxes using a different taxing municipality than the one for their residence.

Note: Before beginning this process, refer to the Vertex Calculation Guide in the Customer Resource Center to determine the geocode for the appropriate taxing municipality for the selected employee.

To override the geocode for the employee residence, do the following:

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

2. Enter the Employee ID, then select the Address tab.

[Image: screenshot]

3. In the Override Geocode field, enter the geocode determined in step 1.

4. Enter the Override End Date on which the Override Geocode should no longer be used.

Note: If there is no end date at this time, then leave this field blank. The geocode override remains in effect until it is changed.

5. Click Save.

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

Setting Up Pay Cards and Direct Deposit

Source: https://tech-docs.prismhr.com/SP_help/Content/Task%20Sheets/PD/Pay_Card/Pay_Cards_and_Direct_Deposit.htm Path: Task Sheets/PD/Pay_Card/Pay_Cards_and_Direct_Deposit.htm

Setting Up Pay Cards and Direct Deposit

Your organization can set up employees with a pay card, for the employee to receive their pay. If employees choose to, they can set up a checking account to use for direct deposit instead. The system automatically shifts their pay from the pay card to the checking account once the checking account passes pre-note.

Custom Feature Code for the Client

You need to set the custom feature for each client to enable this feature.

To enable the custom feature code:

1. Open Client Details (found in the Client menu under Client|Change).

2. Open the Actions menu [Image: screenshot] and select Custom Features.

3. Enter the Feature Code PAYCARD-AUTOMOVE.C.

[Image: Feature Code PAYCARD-AUTOMOVE.C]

4. Click Accept.

5. Click Save in Client Details.

Bank Routing for Pay Cards

You need to set up the information for the financial institution to be used for pay cards with the debit card update option.

To set up bank routing for pay cards:

1. Open Bank Routing (found in the Back Office menu under System|Change).

2. Enter the Routing Code for the financial institution (also known as the transit number). The other information populates.

3. Select PayCard (Automove). This indicates that your organization uses the account for pay cards that can automatically be replaced by a checking account.

4. Select Debit Card Update. This indicates that this routing code supports debit cards and requires an update to the issuer for use of a new card.

5. If you track debit card updates, the Debit Card Track option displays. Select this option if this financial institution tracks a debit card ID. The system then requests the debit card ID at ACH entry.

[Image: Bank routing setup with PayCard enabled]

6. Click Save.

Pay Card for Employee

You need to set up each employee with the pay card.

To set up employee pay cards:

1. Open Employee Details (found in the Back Office menu under HR|Change).

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

3. Select the Deposit tab.

4. Ensure that the Status fields are set correctly.

[Image: Deposit status settings]

5. Enter the Direct Deposit Information:

• From the Type drop-down, select Checking.

• Enter the Transit Number (routing code). The Bank Name displays.

• Enter the employee’s Account Number.

• Select the appropriate option from Pay Type (typically All).

• Select the appropriate option from the Method drop-down (typically Remaining Balance).

• If appropriate, enter values in the Amount and Limit fields.

• From the Status drop-down, select Deposit Active.

[Image: Direct Deposit Information panel]

6. Click Save.

The account displays in Employee Portal (EP) as a Pay Card account.

Direct Deposit Settings

The employee can go into EP and change the direct deposit settings. For example, they might want to send some or all of their pay to a checking account.

1. The employee logs into EP.

2. They navigate to their direct deposit settings (your organization determines the menu path).

3. The employee clicks Add Account and then enters their account information. They must define a checking account.

[Image: Transit Number, Account Number, Calculation Method (remainder), and Account Type (checking)]

4. The employee saves their changes. The account is added to the list as Pending.

[Image: Checking account and pay card accounts set up]

The checking account is in prenotification status.

[Image: Direct Deposit Information panel, with a checking account in Prenotification status]

Once it passes pre-note, the system deactivates the pay card and distributes the employee’s pay to the new account. Until that time, the system continues to pay the employee via the pay card.

Note: Note: If the employee chooses to continue to deposit some moneys to the pay card and some to the new account, the system distributes the amounts appropriately.

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Processing Payroll: Wire Transfer Pending Status

Source: https://tech-docs.prismhr.com/SP_help/Content/Task%20Sheets/PD/Payroll_Proc_WTP_Status.htm Path: Task Sheets/PD/Payroll_Proc_WTP_Status.htm

Processing Payroll: Wire Transfer Pending Status

Payroll processing includes an approval step called Wire Transfer Pending (WT.PEND) to ensure that a client’s electronic funds have been successfully transferred before payroll checks can be processed.

• Setting the Client to Wire Transfer

• Processing the Wire Transfer

• Resetting the Wire Transfer Status

Setting the Client to Wire Transfer

Use this procedure to set up the client to be use wire transfer.

Note: Note: During payroll processing, you cannot bypass the payroll approval step if the client is set up for wire transfer. Instead, the system automatically sends the approval notification email after you calculate the payroll.

1. Make sure the correct client record is shown near the top of the page. If not, click on it and then select the correct client.

2. Open Client Details (found in the Client menu under Client|Change).

3. Select the Billing tab, then locate the Electronic Billing panel.

4. Set the ACH Status to Wire Transfer Client.

[Image: screenshot]

5. Click Save.

Processing the Wire Transfer

Once the client has been established as a Wire Transfer Client, and after the payroll calculation (and any other intervening steps that apply), the payroll enters Wire Transfer Pending status

[Image: screenshot]

.

Note: Note: Refer to the relevant topics in the payroll online help for the procedures involved in processing a payroll.

[Image: screenshot]

The payroll remains in the Wire Transfer Pending status until a user indicates that your organization has received the funds.

1. Open Payments Pending (found in the Back Office menu under Operations|Action).

2. Click the Payroll number. The entire row highlights.

[Image: screenshot]

3. Click Mark Received. The line clears from Payments Pending.

4. In SuperBatch, the status becomes Wire Transfer Received and Payroll Is Ready to Finalize. Users can continue to process the payroll.

[Image: screenshot]

Note: Note that if a user recalculates the payroll, the status resets. Return to step 1 of processing the wire transfer.

Resetting the Wire Transfer Status

Users can reset the payroll from Wire Transfer Pending to Payroll Pending Review (INIT.COMP) from Payroll Control.

[Image: screenshot]

1. If the payroll is currently in the Wire Transfer Pending status and needs to be reset to Payroll Review, open Payroll Control:

• From SuperBatch, click the options button for the payroll [Image: screenshot] and select Payroll Control.

• From the Payroll menu, select Payroll Control (found under Payroll|Change) and then enter the Payroll Number.

2. Click Reset Wire Transfer.

3. Click Yes in the message to confirm that you want to reset the payroll to Payroll Pending Review status.

4. When you are finished, click Save.

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Accounting for 401(k) Retirement Plan Matches

Source: https://tech-docs.prismhr.com/SP_help/Content/Task%20Sheets/PD/PEO_Client_Accounting_401K_Match.htm Path: Task Sheets/PD/PEO_Client_Accounting_401K_Match.htm

Performing PEO Client Accounting for 401(k) Match

Occasionally, you may need to account for a 401(k) Retirement Plan Match when the client isn’t billed for the match. In this instance, use the following instructions to do this in PrismHR.

To account for a 401(k) Retirement Plan Match, do the following:

1. Click Back Office.

2. From System|Change, select Billing Codes.

3. On the Billing Codes form, create a memo bill code. For example:

[Image: screenshot]

4. To update the G/L Setup, navigate to the G/L Setup form on the System|Change menu. Select the desired GL Template, then select Billing Code in the GL Type field. Enter the GL Account Number in the applicable memo billing code and save the record.

[Image: screenshot]

5. Next, add the billing code to the retirement plan. Click Back Office. From System|Change, select Retirement Plans. On the Retirement Plans form, scroll to the Deduction/Bill Code Setup panel. For example:

[Image: screenshot]

6. Add the code to the PEO Client Accounting form. In the Other Bill Code field, add the new 401(K) MEMO CODE and the MEMO-OFFSET billing code. Click Save and proceed to initializing the payroll. For example:

[Image: screenshot]

With these codes in place, the 401(k) match that is calculated at the plan level will be accounted for at the PEO client accounting level. See the following example of the Invoice Client Accounting form.

[Image: screenshot]

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Daily Method

Source: https://tech-docs.prismhr.com/SP_help/Content/Task%20Sheets/PD/PerDiemWages/Per_Diem_Daily_Method.htm Path: Task Sheets/PD/PerDiemWages/Per_Diem_Daily_Method.htm

Daily Method

With the daily method, the client reports total wages, along with the number of days each individual driver has been out. The system takes the number of days out that the user enters and multiplies it by the per day amount. The daily amount is set up on an individual employee basis.

Create a per diem Daily method pay code:

1. Open Pay Codes form (found in the Back Office menu under System|Change).

2. Enter a per diem Daily Pay Code and Pay Description for your organization.

3. Complete the fields in the Pay Code, Per Diem Method Rules, and Billing Code panels as appropriate.

[Image: screenshot]

4. Click Save.

Set up Daily Per Diem rate for an employee:

1. Open the Employee Details form (found in the HR menu under HR|Change).

2. Enter the Employee to whom the daily per diem method applies.

3. Select the Pay tab.

[Image: screenshot]

4. Enter the Daily Per Diem rate for this employee.

5. Click Save.

Related Topics

Setting Up Per Diem Wages

Percentage Method

Mileage Method

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Mileage Method

Source: https://tech-docs.prismhr.com/SP_help/Content/Task%20Sheets/PD/PerDiemWages/Per_Diem_Mileage_Method.htm Path: Task Sheets/PD/PerDiemWages/Per_Diem_Mileage_Method.htm

Mileage Method

With the mileage method, the client reports the total mileage. The pay rate per mile varies by tier and is broken into taxable wages and non-taxable per diem wages. Both the taxable and non-taxable per diem wages are defined as rate per mile.

Note: Note: This works only for companies that do not have Shift set as an entry for Detail Time Sheet Parameters.

Ceate a per diem Mileage method pay code:

1. Open the Pay Codes form (found in the Back Office menu under System|Change).

2. Enter a per diem Mileage Pay Code and Pay Description for your organization.

3. Complete the fields in the Pay Code, Per Diem Method Rules, and Billing Code panels as appropriate.

[Image: screenshot]

4. Click Save.

Set up Mileage Rates for per diem:

1. Open the Mileage Rates form (found in the Client menu under Client|Change).

[Image: screenshot]

2. Enter the Mileage Code to use for per diem rates.

3. Enter a Description.

4. Enter the Mileage Rate, which is the gross amount paid per mile.

5. Enter the Per Diem Rate, which is a portion of the total rate that makes up the non-taxable per diem. The system automatically calculates the Taxable Rate.

6. Click Save.

Add Mileage as an option in Detail Time Sheet Entry:

1. Select the appropriate client and then open Client Details.

2. Select the Time Sheet tab.

3. In the Detail Time Entry Parameters panel, enter a new row.

4. Add Mileage as a Detail Time Sheet Field.

5. Set the Required, User Access, and Hidden options as appropriate.

[Image: screenshot]

6. Click Save.

Payroll processors must enter the defined mileage code and mileage rate:

1. When processing the payroll, for each employee who earned mileage, enter the information as described below:

[Image: screenshot]

2. When ready, process the payroll.

Related Topics

Setting Up Per Diem Wages

Percentage Method

Daily Method

Entering Time Sheets

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

Percentage Method

Source: https://tech-docs.prismhr.com/SP_help/Content/Task%20Sheets/PD/PerDiemWages/Per_Diem_Percentage_Method.htm Path: Task Sheets/PD/PerDiemWages/Per_Diem_Percentage_Method.htm

Percentage Method

With the percentage method, total wages are entered as a whole and PrismHR breaks this information down into taxable wages and non-taxable per diem wages. The percentage used to calculate the non-taxable per diem amount is set up at the Position or Department level.

Use the Pay Codes form to create a per diem Percentage method pay code.

1. Open the Pay Codes form (found in the Back Office menu under System|Change).

2. Enter a per diem Percentage Pay Code and Pay Description for your organization.

3. Complete the fields in the Pay Code, Per Diem Method Rules, and Billing Code panels as appropriate.

[Image: screenshot]

4. Click Save.

Use the Payroll tab of the Client Details form to set up a client company for per diem.

5. Open Client Details form (found in the Client menu under Client|Change).

6. Select the Payroll tab.

7. Select Department or Position from the Per Diem Rate Source drop-down for the per diem calculation.

[Image: screenshot]

• If you selected Department in step 7, use the Departments form to define a per diem percentage:

3. — Enter the Per Diem Percent, which is the percentage of pay to allocate to non-taxable per diem for this department.

[Image: screenshot]

8. Click Save.

• If you selected Position in step 7, use the Positions form to define a per diem percentage.

3. — Enter the Per Diem Percent, which is the percentage of pay to allocate to non-taxable per diem for this position.

[Image: screenshot]

9. Click Save.

Related Topics

Setting Up Per Diem Wages

Mileage Method

Daily Method

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

Setting Up Per Diem Wages

Source: https://tech-docs.prismhr.com/SP_help/Content/Task%20Sheets/PD/PerDiemWages/Per_Diem_Wages.htm Path: Task Sheets/PD/PerDiemWages/Per_Diem_Wages.htm

Setting Up Per Diem Wages

This section describes how to set up driver per diem wages in PrismHR that are particular to the trucking industry.

You can define per diem wages using one of three methods:

• Percentage method: Total wages are entered as a whole and PrismHR breaks this information down into taxable wages and non-taxable per diem wages. The percentage used to calculate the non-taxable per diem amount is set up at the Position or Department level.

• Mileage method: The client reports the total mileage. The pay rate per mile varies by tier and is broken into taxable wages and non-taxable per diem wages. Both the taxable and non-taxable per diem wages are defined as rate per mile.

• Daily method: The client reports the total wages, along with the number of days each individual driver has been out. The system takes the number of days out that the user enters and multiplies it by the per day amount. The daily amount is set up on an individual employee basis.

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

Processing Pay On-Demand Payments

Source: https://tech-docs.prismhr.com/SP_help/Content/Task%20Sheets/PD/Processing_Pay_On_Demand_Payments.htm Path: Task Sheets/PD/Processing_Pay_On_Demand_Payments.htm

Processing Pay On-Demand Payments

Using the Pay On-Demand feature, you can pay employees in real time without having to wait for an ACH transaction. This process uses pay cards to pay employees off-cycle for instant payment. The most common uses for this feature are:

• Paying someone quickly for hours missed

• Paying a terminated employee’s wages on the same day they are terminated

To generate a file for processing payments, use the Pay On-Demand Processing, which is available on the Operations|Action menu. For example:

[Image: screenshot]

Note: Only service providers can run pay on-demand files to pay employees. However, worksite managers are also allowed to set up pay on-demand accounts and process pay on-demand payrolls.

Using the Pay On-Demand Feature

Perform the following tasks in order when you are ready to use the Pay On-Demand feature:

Task/Guide — Description

Store employees’ account information — Use the Pay On-Demand Account panel on the Employee Details form to store employees’ account information for pay on-demand processing.

Payroll Setup Guide — Create a manual payroll to use for pay on-demand processing.

Mark manual payroll as Pay On-Demand payroll — Select the Pay On-Demand option on the Payroll Options form to pay employees on-demand through a manual payroll, where the system places the funding information in a file format for the pay on-demand vendor.

Add employees with active Pay On-Demand Account on Payroll Control form — When a manual payroll is set to Pay On-Demand, only employees with an active pay on-demand account display in the list when you select an Employee in the third panel on the Payroll Control form. (This also applies when selecting employees using the Quick Load option.)

Payroll Processing Guide — Process the manual payroll.

Generate pay on-demand file — Use the Pay On-Demand Processing form to generate the pay information in a file that can be uploaded to a vendor.

Provide the vendor with the generated file — Clients are responsible for transferring the generated file to the vendor.

Setting Up Employee’s Account Information

Enter the employees’ account information for pay on-demand processing in the Pay On-Demand Account panel on the Deposit tab in the Employee Details form. For example:

[Image: screenshot]

Note: An employee might also have this pay card information set up in the Direct Deposit Information panel. However, if they need to use this pay card for Pay On-Demand payments, you also need to enter the account information in the Pay On-Demand Account panel. (The system only uses the account information entered in the Direct Deposit Information panel for ACH transactions.)

When you set the pay on-demand account Status to Active, after you enter a Transit Number and move to the Account Number field, the system automatically displays the Vendor associated with that transit number. In this example, the transit number is associated with the rapid! PayCard vendor:

[Image: screenshot]

Note: In addition to the Pathward transit number (124085244), the system also pre-populates the Vendor field with rapid! PayCard if you use the Greendot transit number (124303162).

Note: Note the following:

• Employees are only allowed one pay on-demand account where these types of funds will be deposited.

• You can only use a pay on-demand account when the payroll is marked as Manual in the payroll options. (The system ignores this account for any other payroll type.).

• If you complete some of the fields but not all of them and click Save, the following error message displays, “You must complete the Pay On-Demand Account setup on the direct deposit section.” Click OK to continue.

• The system records changes made to the pay on-demand account information in the audit log.

• Payrolls set to Pay On-Demandignore the settings in the Amounts Excluded from Direct Deposit panel.

Setting Field Security for Pay On-Demand Account Panel Fields

In addition, you can set field security for the fields in the Pay On-Demand Account panel by doing the following:

1. Open the User Roles form on the System|Change menu and select the user role.

2. Select Field in the EMPLOYEE.PER*MAINT.DEPOSIT process ID row. The Field Security Maintenance form opens.

3. Click Add and select the Pay On-Demand Account panel fields, which begin with “POD,” then click Accept. The fields display in the Field Security Maintenance form. For example:

[Image: screenshot]

4. Click N in the Required column to set the field security to Y.

Note: You can also set field permissions to Enable, Disable, or Hidden on the employee record. (When set to Hidden, the Manager field does not display.)

5. Click Save, then click Save in the User Roles form.

Setting Up Payroll

Set up employee on-demand payments by selecting the Pay On-Demand field on the Payroll Options form. For example:

[Image: screenshot]

Note: To access the Payroll Options form, select Options on the Actions menu in the Payroll Control form.

Selecting Pay On-Demand allows you to pay employees on-demand through a manual payroll, where the system places the funding information in a file format for the pay on-demand vendor.

Note: Manual payrolls set to Pay On-Demanddo not pay employees using the ACH process.

Note: Note the following when using Pay On-Demand:

• If you save a manual payroll with Pay On-Demand enabled and then later disable it, the following warning displays:

[Image: screenshot]

• If you select Suppress ACH with Pay On-Demand selected, the following error message displays:

[Image: screenshot]

Note: This message also displays if you create a manual payroll with Pay On-Demand selected and then apply a Payroll Option Template with Suppress ACH selected within a timesheet. The error message displays and the system does not apply the Payroll Option Template.

Before Initiating Pay On-Demand Processing

When you’re setting up a manual Pay On-Demand payroll, it’s important to note the following:

• If you enter employees who do not have a pay on-demand account in their employee record before setting the payroll to Pay On-Demand on the Payroll Options form and click Save, the following error message displays:

[Image: screenshot]

In this situation, make a selection as follows:

• Yes: Employees without an active pay on-demand account are removed from the payroll, then you can click Save again and the payroll will save.

• No: Employees without an active pay on-demand account are not removed, but you cannot save the payroll. At this point, you must either disable Pay On-Demand or manually remove these employees from the payroll.

In addition, if you try to disable the Pay On-Demand field on the Payroll Options form after payroll calculation completes, this field is dimmed and you cannot make this change.

• If you apply a Payroll Option Template that is set to Suppress ACH to a manual Pay On-Demand payroll and click Save, the following error message displays:

[Image: screenshot]

Click OK to continue, then select a non-ACH Payroll Option Template.

Working with the Pay Date

When you set a manual payroll to Pay On-Demand, the system automatically sets the Pay Date to the current date since the employee will be paid today (instant payment). For example:

[Image: screenshot]

Adding Employees with Active Pay On-Demand Account

When a manual payroll is set to Pay On-Demand, only employees with an active pay on-demand account display in the list when you select an Employee in the third panel on the Payroll Control form. (This also applies when selecting employees using the Quick Load option.)

Note: If you enter an Employee who does not have an active pay on-demand account an error message displays, “Employee <xxxxx> must have an active Pay On-Demand account to be added to a Pay On-Demand payroll.”

Note: Note the following:

• If you try to change that automated Pay Date the system displays a warning, “This is a Pay On-Demand payroll so the Pay Date must be the current date.” (Click OK to continue.)

• If you enter or select a Pay Date that is not the current date and then select the Pay On-Demand field on the Payroll Options form the system displays a warning, “Pay On-Demand payroll must be paid using the current date. By selecting this option the pay date is updated to today.” (Click OK to continue.)

After you click Accept and return to the Payroll Control form, the system automatically changes the Pay Date to the current date.

Reviewing Pay On-Demand Employee Status

After you process a pay on-demand payroll, D*PD displays in the Status column on the Banking tab in the Payroll Voucher form for employees whose direct deposit account is set to Pay On-Demand in their payroll control record. For example:

[Image: screenshot]

Reviewing the Number of Pay On-Demand Checks Paid

You can review the number of checks paid in payrolls that use the Pay On-Demand feature (that is, the payroll type is Manual and the vouchers have the D*PD status) in the Pay On-Demand Count column. This column displays on the Payroll History form, which is available on the Payroll|View menu. For example:

[Image: screenshot]

Generating the Pay On-Demand File

After you complete the tasks listed above, use the Pay On-Demand Processing form to generate the pay information in a file that can be uploaded to a vendor. (Note: Clients are responsible for transferring the generated file to the vendor.)

Note: After generating the file, it remains in the File History, so you can reference this information if there is an issue with the file transfer or if you need to review what was included in the last file.

To generate a file that contains employees set to Pay On-Demand:

1. Select Pay On-Demand Processing from the Operations|Action menu.

Note: Note the following:

• When you access the Pay On-Demand Processing form, the system locks the form to ensure that other users cannot process the file at the same time. After you click Close, the system unlocks the form and the following message displays:

[Image: screenshot]

• If the Pay On-Demand Processing form is locked when you access it, you can clear the lock by selecting Pay On-Demand Clear Lock on the Operations|Change menu.

2. Generate a file that contains the pay on-demand information by selecting the Vendor Type. After you generate this file, you can transfer it to the selected vendor. (The system adds the file to the File History panel.)

Note: Note the following:

• If the selected Vendor Type does not have any additional pay on-demand payrolls available for processing the following error message displays, “There are no Pay On-Demand vouchers to be processed for the vendor <vendor name>.” Click OK to continue.

• Select the rapid! PayCard vendor type to process a pay on-demand file for the rapid! Paycard vendor, so the file format is set to match the vendor’s expected output.

• Select the Other vendor type to process a pay on-demand file for a vendor who is not supported, which provides access to information that you can relay to your vendor.

3. The system displays the Voucher Count and the Total amount (the net pay value of all the vouchers) for the selected vendor type.

4. Click Generate File. The system stores the file in the File History panel and a Download File link displays, where you can do the following:

• Download File link: Click this link to open a browser window that displays a link to the file in the bottom-left corner, then click that link to open the file in .csv format. This file contains data that you need to provide to the pay card vendor.

• File History panel: After generating the file, you can review the data again that displays in this panel. (After selecting the sort criteria, the vendor’s most-recent files display.)

Searching for a File

After generating a file that you can upload to its vendor, you can view the file’s data again by searching for it using the sort criteria in the File History panel:

• File Date: Enter or select the date when the file was run.

• Vendor Type: Select the vendor type. (See step 1, above, for more information about the Vendor Type.)

Note: The system stores files for up to six months.

After making the sort criteria selections, the table displays up to 100 of the vendor’s most-recent files. (If there are more than 100 files, you can use the paging options to scroll through the rest of the files.)

The table displays the following information:

• Date/Time: Date and time the file was initially run

• Created By: User name of the user who generated the file

• File Name: Unique name of the file

• Vendor: Name of the vendor selected when the file was created

• Voucher Count: Number of vouchers included in the file

• Total: Net total of the vouchers listed in the table

• File: Link that opens the file

Viewing Employees Set Up with Pay On-Demand Accounts

You can view which employees have pay on-demand accounts and which of those accounts are active or inactive on the Pay On-Demand Account Report form.

To access this form, select the Pay On-Demand Account Report link, which displays on the Pay On-Demand Processing form, under the Related Actions header. (You can also access this report on the Operations|Payroll menu.) For example:

[Image: screenshot]

Note: Note the following:

• This form uses Client Access Group security.

• Service providers and worksite managers can only view employees who they are allowed to access.

• The Pay On-Demand Account Report link does not display for users whose roles are set to INQUIRY or DENY for the Pay On-Demand Account Report form.

• If you view the Pay On-Demand Account Report before clicking Generate File but after selecting a Vendor Type in the Pay On-Demand Processing form the file generation fails and the following error message displays, “There were no Pay On-Demand vouchers to be processed for <vendor>,” even if there are vouchers available to process.

• If you re-select the Vendor Type and generate the file again without viewing the Pay On-Demand Account Report, the system completes the process.

Voiding Pay On-Demand Payments

Employees who are paid using pay on-demand processing have an invoice amount that is debited on the ACH file. However, if you void the pay on-demand voucher, the invoice amount displays as a credit on the ACH file.

Note: Note the following:

• If you run the pay on-demand process (that is, you generate a file) and then you complete a void, no changes occur in the history file.

• If you do not generate a file and a void occurs, then the system does not include the voucher in the next file creation.

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

Recalculating Overtime in a Payroll

Source: https://tech-docs.prismhr.com/SP_help/Content/Task%20Sheets/PD/Recalc_OT_In_Payroll.htm Path: Task Sheets/PD/Recalc_OT_In_Payroll.htm

Recalculating Overtime in a Payroll

These instructions explain how to recalculate overtime for a payroll in PrismHR.

Overview

In this example, the process calculates any additional overtime for hourly salespersons that were:

• Paid weekly on an hourly basis

• Paid a bonus or commission on the first week of each month for sales in the previous month

The calculations are based on regulations defined in the Code of Federal Regulations, Title 29, Part 778 published by the Department of Labor (DOL) because the employees were paid overtime on weekly pay cycles based on a fluctuating work week. When the company pays the commission that covered the prior pay periods, the company must recalculate the overtime, incorporating the paid commission amounts and paying the overage to the employee at the same time as the bonus or commission.

For example:

• An employee has earned $384 in bonuses or commissions for a four-week period.

• You must pay their bonus or commission in a payroll type of Special (created in Payroll Control) and enter the bonus or commission amount on the Batch Payments form for that payroll.

• The employee is due overtime compensation after 40 hours.

• During the prior four-week period, the salesperson worked 44, 40, 44, and 48 hours.

Therefore, the salesperson is due additional compensation weeks 1, 3, and 4. They are not owed any additional compensation for week 2 because they did not work overtime.

Based on the following formula (described in Part 778 of the regulations), the employee is due additional compensation of $4.36 each for week 1 and week 3:

• $384 (bonus/commission) / 4 (weeks) = $96

• $96 / 44 (hours worked that week) = $2.18

• $2.18 / 2 = $1.09

• $1.09 x 4 (overtime hours) = $4.36 additional compensation

Using the same formula above, you would pay an extra $8 for week 4 in which the employee worked 8 overtime hours.

How to Recalculate Overtime

Use this procedure to recalculate overtime for a payroll.

1. Open Pay Codes (found in the Back Office menu under System|Change.

Show me an example of the Pay Codes panel:

Figure 89: Pay Codes

[Image: screenshot]

2. Define the pay code that you use to pay the commission (or any other type of pay) along with the following values:

• Select Fixed in the Calculation Method field

• Select Units in the Pay Reason field

3. Click Save. Use this pay code to pay the additional overtime for the company.

4. Open Client Details (found in the Client menu under Client|Change).

5. Select the Payroll tab.

6. In the Payroll Processing Options panel, enter the new pay code in the Recalculated O/T Pay Code field.

Show me an example of the Payroll Processing Options panel:

Figure 90: Payroll Processing Options

[Image: screenshot]

7. Click Save.

8. Open the Batch Payments form (found in the Payroll menu under Payroll|Change.

Show me an example of the Batch Payments form:

Figure 91: Batch Payments

[Image: screenshot]

Note: Note: Bonus/commission amounts must be paid in a Special batch.

When you set up the payroll to pay the bonuses/commissions on the Payroll Control form, the Period Start and Period End fields must reflect the period during which the employee was paid overtime. You must also indicate that the system needs to recalculate overtime.

Referring to the previous example, assume the four-week period was in February and the commission batch has a pay date of March 4th. The Period Start date is set as 1/31/18 and the Period End date is 2/25/18.

9. Select the Payroll Number.

10. Select the Employee ID.

11. Select the Pay Code.

12. Enter the Pay Amount.

13. Open the Actions menu [Image: screenshot] and select Options.

14. Select the Recalculate Overtime option in Payroll Options.

Show me an example of the Recalculate Overtime option in the Payroll Options form:

Figure 92: Recalculate Overtime option in Payroll Options

[Image: screenshot]

15. Click Accept.

16. Click Save.

17. Calculate the payroll and PrismHR recalculates overtime.

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

Refunding a Garnishment Payment

Source: https://tech-docs.prismhr.com/SP_help/Content/Task%20Sheets/PD/Refund_Garnishment_Payment.htm Path: Task Sheets/PD/Refund_Garnishment_Payment.htm

Refunding a Garnishment Payment

You might need to refund a garnishment payment when:

• Your organization took a garnishment payment in error.

• The payee returned the garnishment check and you need to credit the employee.

Step 1: Void the Garnishment Check

1. Open Void and Reissue Checks (found in the Payroll menu under Payroll|Action).

2. You can enter the Checking Account from which the check was drawn. If you use the search to locate the checks, the search form lists only checks drawn from that account.

3. For each check you need to void:

1. — Enter the Check Number of the check to void. It must be a check issued for the selected client (displayed at the top of the form). The other fields populate with the information on that check.

2. — Enter a Void Reason for the check. This will display on the Banking tab of the Payroll Voucher form.

4. Click Void and Reissue Checks. The system voids the check in the list.

Step 2: Refund Employee

Since the system does not automatically create a refund to an employee for the garnishment deduction, you need to set it up as a negative deduction on the employee’s garnishment record.

1. Open Employee Garnishments (found in the Payroll menu under Payroll|Action).

2. Enter the Docket Number. The other fields in the form populate.

3. Make sure that there is no Stop Date on the actual garnishment record.

If the garnishment truly needs to be stopped going forward, enter the date it should stop after you process this refund.

[Image: screenshot]

4. In the Override Rules panel, enter the amount as a negative in the Override Amount field.

5. Enter the pay date of the current payroll batch in the Override Start Date and Override Stop Date fields.

If you need to issue the refund off-cycle, you need to create a manual batch with a “penny” check (.01 hours at .01 cents per hour) and use the date from that batch.

[Image: screenshot]

6. In the Calculation Rules panel, make sure the Total Garnishment is one cent over what has been collected to date, so the system will read the record as active.

[Image: screenshot]

[Image: screenshot]

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Setting Up Reported Tips

Source: https://tech-docs.prismhr.com/SP_help/Content/Task%20Sheets/PD/Reported_Tips.htm Path: Task Sheets/PD/Reported_Tips.htm

Setting Up Reported Tips

This topic guides you through the payroll process of setting up reported tips and tip overtime. The procedures include:

• Updating System Parameters

• Updating Position Codes

• Updating Pay Codes

• Setting Up FLSA Rulesets

• Updating Pay Groups

• Viewing Time Sheet Entry

Updating System Parameters

Use the Tip Credit Make Up Pay Code field on the System Parameters form to enter the code for tip credit.

To set the global tip credit make up pay code:

1. Open System Parameters (found in the Back Office menu under System|Change).

2. Scroll down to the Global Codes Setup panel.

[Image: screenshot]

3. Select the appropriate Tip Credit Make Up Pay Code. The code will be used to pay the tip credit make up amount calculated.

4. Click Save.

Updating Position Codes

Use the Positions form to indicate this job is a tipped position.

To set up a position code as a tipped position:

1. Open the Positions form (found in the Client menu under Client|Change).

2. Enter the Position Code to edit.

3. Select Tipped Position to indicate this is a tipped position.

[Image: screenshot]

4. Click Save.

Updating Pay Codes

Use the Pay Codes form to update pay codes to properly calculate tips.

To set up pay codes for tipped employees:

1. Open the Pay Codes form (found in the Back Office menu under System|Change).

2. Enter the Pay Code to edit.

3. Scroll down to the Processing Options panel.

4. If appropriate, select one of these options:

• Select Used to Pay Cash Wage for Tipped Employees if this pay code is used to pay cash wages for tipped employees.

• Select Pay Codes Used to Pay Employees for Charged Tips to compensate an employee for charged tips.

5. If this is a reported tip pay code, you can select Collect Tip Sales on Time Sheet to display the Tip Sales column next to this pay code column in Summary Time Sheet Entry. This is a memo field for recording the sale amount associated with the reported tip and is used for reporting purposes.

[Image: screenshot]

6. Click Save.

Sample Pay Codes

This pay code is used to pay tipped personnel a Minimum Cash Wage:

[Image: screenshot]

This pay code is an example of Reported Tips:

[Image: screenshot]

This pay code is used to pay the Tip Credit Make Up Amount Calculated:

[Image: screenshot]

Setting Up FLSA Rulesets

Use the FLSA Ruleset form to set up Fair Labor Standards Act (FLSA) Rulesets for calculating overtime.

To set up an FLSA ruleset for tipped employees:

1. Open the FLSA Ruleset form (found in the Back Office menu under (System | Change).

[Image: screenshot]

2. Enter the Ruleset ID.

3. Select (O) Overtime Hours Reported Separately from the Reporting Method drop-down.

Note: Note: Be sure to select a Premium Pay Code of HALF.

4. Enter the HALF Premium Pay Code.

5. Click Save.

Use the Billing tab in Client Details to determine the number of days to delay New Employee Setup fees.

6. Open the Client Details form (found in the Client menu under Client|Change).

7. Select the Billing tab.

[Image: screenshot]

8. Enter the New Hire Fee Day Offset to determine the number of days to delay New Employee Setup fees.

Use the Other Options panel to indicate that this client’s bill and pay rates are set by the job.

9. Select the Other tab in Client Details.

[Image: screenshot]

10. Select Yes from the Job Rates Used drop-down.

Use the Payroll Processing Options panel to make sure overtime is properly calculated.

11. Select Payroll tab in Client Details.

[Image: screenshot]

12. Select the FLSA Ruleset to calculate overtime.

13. Select the day on which the FLSA Work Week Ends On.

Use the Tipped Employees panel to properly adjust taxes.

[Image: screenshot]

14. In the Adjust Taxes to Cover Cash Shortfall field, indicate the tax adjustment process to use if there is a shortage of cash earnings.

15. Select Adjust Reported Tips to Minimum to adjust reported tips to meet the minimum wage level.

16. Enter the Allocated Tip Calc Percent if the system should use allocated tips calculation process, otherwise leave this field blank. (For example, 8% would be 8.00.)

17. Click Save.

You can override the FLSA Ruleset on the Worksite Locations form with one per location. You can also have one used exclusively for calculations with tipped employees.

18. Open the Worksite Locations form (found in the Client menu under Client|Change).

19. Enter the Location Code.

20. Open the Other Parameters panel.

[Image: screenshot]

21. Select the FLSA Ruleset to be overridden.

22. Select the FLSA Ruleset (Tipped EE) to be overridden for the employee.

23. Click Save.

Updating Pay Groups

Use the Pay Groups form to change the day the work week ends for this pay group.

To set up a pay group for tipped employees:

1. Open Pay Groups (found in the Payroll menu under Payroll|Change).

[Image: screenshot]

Note: Note: The Work Week Ends On date must coincide with the period end date.

2. Select the day on which the Work Week Ends On to override the value in the Client Details form.

3. Click Save.

Viewing Time Sheet Entry

Use the Time Sheet Entry form to review payroll information.

To review time sheet entry data:

1. Open Summary Time Sheet Entry. This is typically accessed through Payroll Process or SuperBatch.

2. Select the Payroll # you want to view. The Payroll Time Sheet opens.

[Image: screenshot]

The example below shows an example of an employee working 60 hours at minimum cash wage and reported tips of $120.00. The tips reported are not enough to bring rate of pay up to minimum, so PrismHR calculates a tip credit make up amount.

3. Click Return.

Use the Payroll Summary to view the Employee Voucher detail.

4. Open the Payroll Summary form (found in the Payroll menu under Payroll|View).

5. Select the Payroll Number. Payroll information displays.

6. Click the Voucher # for the desired employee. The Employee Payroll Voucher opens.

[Image: screenshot]

7. Select the Pay tab.

[Image: screenshot]

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Security Best Practices

Source: https://tech-docs.prismhr.com/SP_help/Content/Task%20Sheets/PD/Security_Best_Practices.htm Path: Task Sheets/PD/Security_Best_Practices.htm

Security Best Practices

System Security Features

You can use PrismHR security features to mitigate risk, including multi-factor authentication (MFA), direct deposit change notifications, password expiration and complexity settings, Internet Protocol (IP) whitelisting, and several audit reports.

Multi-Factor Authentication (MFA)

Enabling MFA offers an additional layer of security to verify a user’s identity and prevent unauthorized access to employee data. In addition to a username and password, MFA requires one more method of authentication to verify the user’s identity before login access is granted on a particular device. The system sends a generated code to the user’s email account or mobile device through SMS text messaging to further verify the user’s identity. If enabled, the MFA process triggers when it does not recognize the browser or device attempting to login, or if a set number of days have passed since the last MFA attempt.

In PrismHR, your organization can enable multi-factor authentication at the system, client, or user level. Enabling MFA at the system level affects all service provider, worksite manager, and worksite trusted advisor users. A separate option is also available for employees accessing Employee Portal (EP).

To enable MFA at the system level, use the Authentication Services form (Back Office > System Parameters > Action Menu > Authentication Services) in PrismHR:

[Image: screenshot]

Service Providers

MFA is enabled by default for all service provider users in PrismHR. For more information, please see Enabling Multi-Factor Authentication for Service Provider Users.

SMB Clients

MFA can be set up for all your clients or on an individual client basis. MFA is enabled automatically for all worksite managers and trusted advisors. All new managers and advisors will have MFA enabled by default.

Direct Deposit Notification

You can configure ClientSpace to notify employees when a change is made to their direct deposit information. These notifications can help worksite employees and service providers be more proactive in detecting and preventing fraud attempts.

Enforce Strong Passwords

A strong password is the foundation of system security. Strong passwords consist of at least six characters and are a combination of numbers, letters, and symbols. PrismHR passwords can be case-sensitive—both uppercase and lowercase letters are recommended.

Ensure your passwords for superusers and managers are sufficiently complex. You can encourage or even require your users to change passwords periodically. For help with passwords, use a password-generation resource such as strongpasswordgenerator.com and a password management solution such as lastpass.com.

In PrismHR, you can require the use of punctuation with passwords and set password expiration limits using the Authentication Services form (Back Office > System Parameters > Action Menu > Authentication Services).

Be Suspicious

Educate your users to be wary of emails with embedded links or attachments of any kind. While they may look legitimate, clicking a link or attachment can hand over access to your computer to hackers.

Phishing efforts often include requests for account credentials from what appears to be a co-worker. Once a hacker has access to your computer, all your stored passwords may be available.

Restrict User Access

In PrismHR, you can restrict individual user access to specific IP addresses or a range of addresses. This means that any device (computer, mobile phone, tablet) in your network must come from an approved IP address. By restricting user access, you limit the devices and networks with access to PrismHR, making it much more difficult for an outsider to gain entry to the system.

Audit Reports

PrismHR has robust reporting features that can help tip you off to suspicious activity. PrismHR strongly recommends that you run the following reports:

• Employee ACH Information and ACH Journal

• Checking Accounts and ACH Originators

• Client Banking Information

• Login History Report

• Sensitive Information Changes Report

When you inspect your reports, look for an unusual number of changes, or for account numbers/transit numbers that are the same or very similar. Confirm that any changes are accurate. Fraudulent fund transfers are typically initiated and tested in small amounts just before a large sum is removed from the system.

Additionally, PrismHR recommends a review of all ACH audit records, ideally right before the ACH files are transmitted. This will confirm that nothing was altered during the business day. Even one change that was not authorized can indicate a vulnerability.

Report Instructions

PrismHR strongly recommends that you run these reports. To check that changes are legitimate, run the same report (Find All Changes to a File) with different parameters (below).

Employee ACH Information and ACH Journal

1. Select System Administration > File > Audit Control Maintenance > File Audit Reports > Find Changes to a File Report.

2. In the Audited Filename field, enter one of the following:

• To run the report for employee ACH information, enter EMPLOYEE.ACH.

• To run the report on the ACH journals, enter ACH.JOURNAL.

3. Leave the Audited Record ID and Audited Fieldname fields blank.

4. For the dates:

• If running the report first thing in the morning, enter the previous day in the first Update date range field, and then enter T in the second field to indicate today’s date.

• If running the report in the evening, enter T in both fields to see all changes made today.

5. Leave Optional Company ID blank.

6. Click F2-Create Report.

Carefully review any changes in numeric fields (account numbers, transit numbers, and so on). Check for:

• Activity that occurs extremely late or extremely early in the day. This activity is suspicious.

• Changes from direct deposit of funds to Green Dot Bank or American Express pre-paid cards. These modifications require extra scrutiny to ensure they are legitimate.

Checking Accounts and ACH Originators

1. Select System > Report > Find Changes to a File.

2. In the Audited Filename field, enter one of the following:

• To run the report for checking accounts, enter CHECKING.ACCOUNTS.

• To run the report on the ACH origination accounts, enter ACH.ORIGINATORS.

3. Leave the Audited Record ID and Audited Fieldname fields blank.

4. For the dates:

• If running the report first thing in the morning, enter the previous day in the first Update date range field, and then enter T in the second field to indicate today’s date.

• If running the report in the evening, enter T in both fields to see all changes made today.

5. Leave Optional Company ID blank.

6. Click F2-Create Report.

7. Make sure the bank account numbers are correct. These bank account numbers are where transfers would go for refunds, payments to the originators, and so on.

Client Banking Information

1. Select System Administration > File > Audit Control Maintenance > File Audit Reports > Find Changes to a File Report.

2. In the Audited Filename field, enter CLIENT.MASTER.

3. Leave the Audited Record ID field blank.

4. In the Audited Fieldname field, enter one of the following:

• To check your clients’ ABA/Routing Numbers, enter ABA.NUMBER.

• To check your clients’ Bank Account Number, enter BANK.ACNO.

Note: Both of these numbers are maintained in the Client Details Billing tab in PrismHR.

5. For the dates:

• If running the report first thing in the morning, enter the previous day in the first Update date range field, and then enter T in the second field to indicate today’s date.

• If running the report in the evening, enter T in both fields to see all changes made today.

6. Leave Optional Company ID blank.

7. Click F2-Create Report.

8. Make sure that any changes are legitimate.

Login History Report

The Login History Report records login history information including the time, date, and IP address used for the login. This report is useful to identify any unusual IP addresses used to log in to a user’s account.

1. In PrismHR, click Reports.

2. From System|Report, select Login History Report. The Login History Report opens.

3. You can use the following selection criteria and sort options to filter the report results:

• Prism Users (HRP.USERS file)
• Webservice Users (WEBSERVICE.URSERS file) | Result | Select a result: - success - fail |
• success
• fail | Start Date on or after | Enter or select a date for the report to start. | | End Date on or after | Enter or select a date for the report to end. | | Primary Sort | Select one of the following sort options: - Date - Identifier - Result - Company - Employee |
• Date
• Identifier
• Result
• Company
• Employee | Secondary Sort | See options for Primary Sort. The list shows all options except for the Primary Sort. |

4. Click Run.

Sensitive Information Changes Report

In PrismHR, this report runs on the first calculation of a payroll. The process looks to see if any changes to sensitive employee information has changed since the last payroll run for the employee. This report is automatically generated.

[Image: screenshot]

Click View Report. The changes to sensitive employee information since the last payroll run and the report displays. In the following example, the ACH Transit Number of an employee’s ACH entry was changed to a popular routing number used for cash cards.

[Image: screenshot]

Create Processes

Ongoing vigilance is the best practice to minimize the vulnerability of your organization and your clients. To ensure the safety of system information, establish best practices for your company and work with a security expert to mitigate your overall security risk.

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Setting Up Flat Amount per Hours Worked Accrual Method

Source: https://tech-docs.prismhr.com/SP_help/Content/Task%20Sheets/PD/Setting%20Up%20Flat%20Amount%20PTO%20Accrual%20in%20PrismHR.htm Path: Task Sheets/PD/Setting Up Flat Amount PTO Accrual in PrismHR.htm

Setting Up Flat Amount per Hours Worked Accrual Method

Time Off plans support a flat amount per hours worked time off accrual method that complies with state-mandated paid sick leave laws.

Client Time Off Plans

To define the parameters that determine paid time off accruals for employees, use the Time Off Plans form.

To define paid time off accruals:

1. Click the Client menu.

2. From Client|Change, select Time Off Plans. The Time Off Plans form opens.

3. Complete the following:

• If you enter a Add Hours To Balance On First Accrual amount before selecting an Accrual Method option, after selecting an option the system removes that amount.
• If a current Time Off Plan contains a Add Hours To Balance On First Accrual amount, when you access that plan and select an unsupportedAccrual Method option and click Save, the system removes that amount. | Obsolete Date | Enter the time off expiration date. After this date, no paid time off accrues for this plan. | | Usage Waiting Period | Specify a usage waiting period to suppress employees’ accrued time off until after the specified period of time after their original hire date. Using the field and the drop-down, enter the number of hours, days, or months until employees can request time off, if appropriate for this Time Off plan. (This must be a whole number.) Note: Accrued time off will not display as available on pay stubs/advices until that many hours, days, or months have passed since their original hire date. If an employee leaves the company and is then rehired, the system uses the original hire date, not the rehire date. | | Maximum Usage Limit Per Plan Year | Enter the maximum use limit per register year an employee can use in one plan year. | | Display Payroll Warning when Maximum Usage Limit Exceeded | Select if the system must stop the calculation/initialization step of the time sheet process when one or more employees exceed the Maximum Usage Limit Per Plan Year. | | Display Used Amount on Pay Stub | Select this setting to display, on the memo line of the employee pay stub, the hours that the employee already used (year-to-date). Use this field to comply with California’s COVID-19 sick leave requirements for 2022. To use this setting, you must have Print On Check enabled for the corresponding Time Off Register Type. For details, see Creating Time Off Accrual Schedules. > Note: Note the following: - Most check formats support a maximum of four memo lines. - The system prints the Pay Stub Name from the Time Off Register Type in the memo line, if it exists. Otherwise, the Plan Description displays here. |
• Most check formats support a maximum of four memo lines.
• The system prints the Pay Stub Name from the Time Off Register Type in the memo line, if it exists. Otherwise, the Plan Description displays here.

4. Click Save.

Continue to the Flat Amount per Hours Worked panel.

Flat Amount per Hours Worked

[Image: screenshot]

1. In the Flat Amount per Hours Worked panel, complete the following:

• Enabled: Accrues 1.00 hour for every 30 hours worked. For example: 40 hours paid  30 hours worked = 1.33 hours accrued.
• Disabled: Accrues whole numbers instead of fractional. For example: 40 hours paid  30 hours worked = 1.33. One hour will accrue, and the 10 remaining hours will carry over to the next payroll until the employee is paid an additional 20 hours. | Maximum Amount Accrued Per Year | Enter the maximum amount accrued per year in hours. | | Stop Accrual if Balance Reaches | Enter the stop accrual if balance reaches amount in hours. The employee will not accrue time off once they reach this amount. | | Apply Current Hours Taken | Enable before applying stop‑balance limits to subtract the hours used in the payroll before applying a stop balance limit. | | Maximum hours for a detail time sheet entry | Enter the maximum number of hours available to use to specify the maximum hours available to use on employee check stubs. |

2. Click Save.

Continue to the Pay Codes For Hourly Accrual panel.

Setting Limits on Accruals

[Image: screenshot]

If the accruals should be limited to certain pay codes, enter Pay Codes for hourly accruals. If this field is left blank, the system will use all pay codes that are flagged as Pay Code is Used to Pay Productive Work.

Maximum Usage Limit Per Plan Year

With Display Payroll Warning when Maximum Usage Limit Exceeded enabled, if an employee uses more sick hours than allowed based on the Maximum Usage Limit Per Plan Year, a payroll calculation error occurs, “Time off hours exceeded the maximum for Employee ID <ID number>, Absence Code <code>, Time Off Accrual Schedule <accrual schedule>. Please correct problem and re-run initialization.”

Maximum hours for a detail time sheet entry

Entering an amount in the Maximum hours for a detail time sheet entry field prints this amount under the Paid Time Off section of the check stub. This amount appears as Sick Available for Use and is used when the employee can accrue more hours than they can use in the plan year.

[Image: screenshot]

Employee Time Off Plan Enrollment

Time Off Plan Start Date

When enrolling employees in the Employee Time Off Register, the Start Date must be entered carefully. The Flat Amount by Hours Worked accrual method will adjust automatically. If a past date is entered, on the first calculated payroll, hours will accrue retroactively for all payrolls since that date in the current register year. This will occur regardless of the Calculated Through Date entered during the enrollment.

In the following example, if payroll is processed and dated 6/30/2019, the employee will accrue sick time on all vouchers dated 4/8/19 to 6/30/19.

[Image: screenshot]

When enrolling employees in the plan retroactively, no adjustment is needed. On the first calculated payroll, PrismHR will calculate the total hours worked from the benefit start date of the current year to the payroll date and accrue in full. This calculation will occur with each payroll. Since this plan will automatically adjust, Time Off Register adjustments are not possible when using this method. Any adjustment made will be reversed on the next payroll, as the system will constantly calculate back to the benefit start date of the current year and accrue all hours.

If YTD Calculated hours are entered during the enrollment, no hours will accrue until the system calculates that the employee has exceeded the accrual that was entered based on hours paid.

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Setting Up Scheduled Time Off Register Accruals

Source: https://tech-docs.prismhr.com/SP_help/Content/Task%20Sheets/PD/Setting%20Up%20PTO%20Register%20Accrual%20Schedules_Prism.htm Path: Task Sheets/PD/Setting Up PTO Register Accrual Schedules_Prism.htm

Setting Up Scheduled Time Off Register Accruals

Scheduled accrual frequencies allow your organization to determine the setpoints at which the employee can accrue time off benefits. The starting point and basis for the calculations is the Benefit Start Date field on the Employee Time Off Register form, which you can define in a new or existing record.

The process is as follows:

• Set up Time Off Register Codes

• Create a new Accrual Register

• If required, modify an existing register

How the Accrual Calculations Work

To understand how to use the system properly, follow the explanation and read over the tips and tricks at the end of this section.

Explanation

When you initialize a payroll batch, these are the steps the system performs to arrive at whether the employee has reached an accrual setpoint:

• 05-01-2018 (3 months from Benefit Start Date)
• 08-01-2018 (6 months from Benefit Start Date)
• 02-01-2019 (12 months from Benefit Start Date) If any additional scheduled accrual dates were defined, they would be calculated in the same manner.

So in this example, the table of scheduled accrual dates so far is:

05-01-2018

08-01-2018

02-01-2019

Step — Action

3 — If the last scheduled accrual date is prior to the calculation date, the system uses the Subsequent Interval (in Months) parameter to add scheduled accrual dates until the last scheduled accrual date is after the calculation date. Continuing with the example, the last parameter for building the accrual table is the Subsequent Interval (in Months) which is 12. Since the last scheduled accrual date falls long before the calculation date of 08-01-2018, the system adds 12 months to the last scheduled accrual date. Now the last accrual date (02-01-2019) is after the calculation date, so the system stops building the accrual table.

The accrual dates table now looks like this:

05-01-2018

08-01-2019

02-01-2019

02-01-2020

Step — Action

4 — Once the table is built, the system looks through the list of scheduled accrual dates to determine if an accrual should be triggered for the employee time off record being processed. The system compares the scheduled accrual dates to the value it knows from the last time it successfully accrued, known as the Accrued Thru Date, which is also displays on the Employee Time Off Register form.

Note: Note the following:

• If the condition is false (either one of the questions is false) the system moves up one row to the preceding schedule date in the table.

• If this condition is true (both the questions are true) the system is “triggered” and sets the new “accrued through date” value to the scheduled accrual date.

Continuing with this example, the last Accrued Thru Date on the Time Off Auto Register Enrollment form is 02-01-2018. Since the calculation date is 08-01-2018, the accrual would be triggered when the system encounters the 02-01-2019 scheduled accrual date.

Tips & Tricks

Remembering how the scheduled triggers work is key when you are setting up your schedule, the most important being that the subsequent interval is added to the last starting monthly interval. The following examples illustrate several different kinds of scheduled triggers in PrismHR.

• If you want to set up an accrual schedule of once a quarter (every three months), your value in the Scheduled Triggers panel would be 3.

[Image: screenshot]

• If you want to set up an accrual schedule such that the subsequent interval falls on the anniversary of the Benefit Start Date on the Employee Time Off Register form, your last starting monthly interval value should be 12 and the subsequent interval should be 12.

[Image: screenshot]

If you set up an accrual schedule such that the last starting monthly interval value should be 8 and the subsequent interval is 12, the subsequent scheduled accrual dates will fall on the anniversary of the 8th month, not the Benefit Start Date on the Employee Time Off Register form.

[Image: screenshot]

Remembering the type of accrual frequency date is also important. If you are not aware of the value of the On field, you might become confused as to why an accrual did not “come through” when you expected:

• Today’s date is 07-26-2018. The value of the On field is Period End Date. The period end date 07-31-2018, but the pay date is defined as 08-01-2018.

• The system defines the “calculation date” based on the On option. The calculation date is 07-31-2018.

• The Benefit Start Date is 02-01-2018. Your values in the Scheduled Triggers panel are 6 and 6, so the next scheduled accrual date is 08-01-2018.

• It is easy to assume that the paycheck dated 08-01-2018 would show an accrual, since it coincides with a scheduled accrual date. However, an accrual would not be included. Since the calculation date is 07-31-2018, it is less than the next scheduled accrual date. The employee has not accrued anything as of the last day in July.

• The system will recognize the accrual on the next paycheck when the calculated date is greater than or equal to the scheduled accrual date.

Setting Up Time Off Accrual Schedules

Time Off accrual schedules must be set up first in order to create a new accrual record.

To create a new accrual schedule, perform the following steps:

1. Select Time Off Accrual Schedules under Client|Change. The Time Off Accrual Schedules form opens. For example:

[Image: screenshot]

2. Select the appropriate code in the Schedule Code field.

3. Select the appropriate Accrual Frequency.

4. If you selected Scheduled for an Accrual Frequency, perform the following step:

1. — The system displays the Scheduled Triggers panel where you can define the accrual pattern or schedule. The system creates a table based on this form. It calculates dates starting with the Benefit Start Date on the Employee Time Off Register form, adding the number of months in the Starting Monthly Intervals column to the Benefit Start Date, then the value of the Subsequent Interval (in Months) field.

[Image: screenshot]

5. Select the date type through which the accrual calculation is triggered in the On field. (The options vary based on the selected Accrual Frequency.)

Note: If you leave the On field blank, the system assumes the value is Pay Date. When you initialize the next payroll batch, the system defines the calculation date based on the On option.

6. Click Save.

More Information

For information about creating the employee Time Off register and modifying an existing employee Time Off register, refer to the Time Off User Guide.

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Setting a Percentage of Gross Pay to Non-Taxable

Source: https://tech-docs.prismhr.com/SP_help/Content/Task%20Sheets/PD/Setting_Percentage_Gross_Pay_Non_Taxable.htm Path: Task Sheets/PD/Setting_Percentage_Gross_Pay_Non_Taxable.htm

Setting a Percentage of Gross Pay to Non-Taxable

You can set up a pay code, a shift, and the client to have the system deduct a percentage of an employee’s gross pay and move that amount to a non-taxable pay code. This process ties the pay code to a shift code, but does not lower the employee’s gross pay.

For example, let’s say the gross pay were $1000.00 and you wanted to reduce it by 20%. That lowers the gross pay to $800.00. The difference of $200.00 can be assigned to a non-taxable pay code.

To set up PrismHR to support this, you must first create a pay code with specific settings:

1. Open the Pay Codes form (found in the Back Office menu [Image: screenshot] under System|Change).

2. Create a pay code with these settings (as in Figure 151):

• The Calculation Method is Per Diem.

• The Per Diem Method is Percentage.

• The Per Diem Taxable Pay Code is Regular.

• The Per Diem Non-Taxable Pay Code is Expense Reimbursement.

Show me an example of the Pay Code settings:

Figure 151: Pay Code settings example

[Image: screenshot]

3. Click Save.

Next, set up a shift for the client:

1. Open the Shifts form (found in the Client menu under Client|Change).

2. In addition to the settings you require, add the following:

• For the Differential Method, select Percentage .

• Enable the Include in Pay Rate option.

• Enter the Per Diem Percent.

3. Click Save.

Figure 152 shows the settings required for the preceding example.

Show me an example of the Shift settings:

Figure 152: Shift settings example

[Image: screenshot]

Next:

1. Open the Client Details form (found in the Client menu under Client|Change)

2. Click the Payroll tab`.

3. In the Payroll Processing Options panel, for the Per Diem Rate Source (Figure 153), select Shift.

4. Click Save.

Show me an example of the Per Diem Rate Source drop-down in Client Details:

Figure 153: Per Diem Rate Source in Client Details

[Image: screenshot]

5. Open the Time Sheet tab.

6. In the Detail Time Entry Parameters panel, set Shift as an optional Detail Time Sheet Field (Figure 154).

7. Click Save.

Show me an example of the Detail Time Sheet Fields panel:

Figure 154: Detail Time Sheet Fields with Shift

[Image: screenshot]

When the payroll processor runs a batch and enters the gross pay for the per diem and shift codes, the system transfers the calculated amount.

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Setting Up ACH Deposits with Cachet Financial Services

Source: https://tech-docs.prismhr.com/SP_help/Content/Task%20Sheets/PD/Setting_Up_NatPay_Prism.htm Path: Task Sheets/PD/Setting_Up_NatPay_Prism.htm

Setting Up ACH Deposits with Cachet Financial Services

This article describes the process of setting up an ACH Originator in PrismHR for Cachet.

This process includes:

• Setting up Cachet as your ACH Originator

• Creating a bank account for the client

• Creating/adjusting your existing payroll checking account

• Assigning the checking account to client companies

Setting Up Cachet as Your ACH Originator

In order to set up Cachet as an ACH Originator, you must first confirm that consolidated ACH file processing is enabled.

To enable consolidated ACH file processing, do the following:

1. Click Back Office. Select System Parameters under System|Change. The System Parameters form opens.

2. In the Consolidated ACH File Processing Used field, select Yes, if it is not already selected.

Once this setting has been confirmed, begin the process of setting up ACH Originators.

3. Click Back Office. Select ACH Originators under System|Change. The ACH Originators form opens.

[Image: ACH Originators fields]

4. Enter the appropriate ACH File Originator information for Cachet by completing the following fields. See Using ACH Originators for information about the other fields on this form.

Field — Description

Processor ID — Enter or select the financial institution. The PrismHR Customer Support Team recommends that you use easy-to-remember abbreviations for the processor IDs. (Note: Do not enter spaces in this field.)

Processing Bank ID — Enter or select the bank routing number for your bank.

Processing Company ID — Enter your Federal IRS Number (FEIN), beginning with the number 1. For example, if your FEIN number is “240000054,” then enter 1240000054.

Processing Company Name — Enter your company name as the PEO.

ACH File Options — Select the Put Company ID on ACH file detail lines position 40-54 option.

Third Party Format — Select Cachet.

5. In the Cachet panel, do the following:

[Image: screenshot]

Note: Note: Do not enter other information or select other fields in this panel.

6. Click Save.

Creating a Bank Account for the Client

To continue the ACH setup process, you must create a bank account for each client. For example, if there are 100 clients, then you need to create 100 client bank accounts.

To create a client bank account, do the following:

1. Click Back Office. Select Bank Accounts under System|Change. The Bank Accounts form displays.

[Image: Bank Accounts form]

Note: Note: Enter the same information as found on the Billing tab in the Client|Change > Client Details form, specifically in the Electronic Billing panel.

2. Complete the following fields to continue the bank account setup for each client you want to include in the Cachet file. See Maintaining Bank Accounts for information about the other fields.

Field — Description

Account ID — Enter or select your checking number, which must be an integer.

Reference — Enter the client’s name.

Bank Name/Bank Address — Enter the bank’s name and address that the client uses.

Offset Account ID — Enter or select the ID of your bank where you deposit or withdraw funds.

Rebate Bill Code — Enter NETPAY.

Employer ID — Enter or select the employer ID, which is the same ID on the Client Details record for that client, or enter the employer ID on your bank account, if the client is assigned a bank account with a different employer.

3. In the ACH Setup panel, enter the following information:

[Image: ACH Setup fields]

4. Click Save.

Creating/Adjusting Your Existing Payroll Checking Account

Cachet requires two checking accounts to perform ACH processing: one account for direct deposits to employees, and a second account for withdrawals from your client.

Note: Note: These steps may vary depending upon your payroll checking account set up. Please log in to the Customer Resource Center and click Request Customer Support, if you have any questions. A support representative will contact you as soon as possible.

Making Adjustments to Your Checking Account

If you have an established checking account for payroll, and you want to have Cachet process your ACH, then you need to input an Offset Account ID in the Bank Accounts form and change the ACH Processor ID to Cachet in the ACH Setup panel.

To make adjustments to your bank account, do the following:

1. Click Back Office. Select Bank Accounts under System|Change. The Bank Accounts form opens.

2. In your bank account, in the Offset Account ID field, enter or select the ID of the account you set up earlier.

3. In the ACH Setup panel, enter the following information:

4. Click Save.

Creating a New Checking Account for Client Withdrawals

To create a new checking account for client withdrawals, do the following:

1. Click Back Office. Select Bank Accounts under System|Change. The Bank Accounts form opens.

2. Enter the new Account ID and the same bank information as your established checking account.

3. In the ACH Setup panel, enter the following information:

4. Click Save.

Note: Note: If you do not have an account established for payroll, then you need to create a new checking account for employee deposits and employee withdrawals.

Assigning the Checking Account to Client Companies

To assign the checking account to client companies, do the following:

1. In the Client menu, select Client Details (under Client|Change). The Client Details form opens.

2. Select the Account tab.

3. In the Bank Accounts panel, enter the following information:

Field — Description

Direct Deposit Account — Assign the Bank Account that you created earlier.

Receipts Account — Enter your Bank Account where invoice payments and other payroll transactions related to this client will be processed.

4. Click Save.

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Performing Standard Pay Imports

Source: https://tech-docs.prismhr.com/SP_help/Content/Task%20Sheets/PD/Standard_Pay_Imports.htm Path: Task Sheets/PD/Standard_Pay_Imports.htm

Performing Standard Pay Imports

Importing pay data from time keeping systems typically requires a combination of the methods described (usually methods 2 and 3) due to the various levels of information being imported.

You will define the parameters related to the import, then decide how you will map the time keeping system codes to PrismHR codes by:

• Defining the parameters of import

• Mapping foreign codes to existing PrismHR pay codes

• Defining which data to import from the data file

Pay Import Definition

Use the Pay Import Definition form to define the parameters of a specific import scenario. Once set up, the Import Definition can be used repeatedly providing the import scenario does not change.

To define the parameters:

1. Open Pay Import Definition (found in the Back Office menu under System|Change).

[Image: screenshot]

2. Enter the Definition ID and Description used for this import definition.

3. Select Hourly Only to only allow hourly employees to be loaded from the download.

4. Select the File Format and Delimiter used to delimit the import record fields.

5. If necessary, enter a value for Number of Header Lines to Skip. This setting skips any header content lines in the import file, and begins the import after that. For example, if the first line in the file has the column headings, and the second line is the first record, enter 1.

6. Select Rates Have Four Decimal Places if the pay rates have four decimal places.

7. Select Allow Zero Pay on Time Sheets if zero amounts should be passed to time sheets.

Note: Note: Do not use the Special Processing Routine fields unless directed to do so by the PrismHR Customer Support Team.

8. Enter the Special Processing Routine used to convert this import file.

9. Enter the Special Routine after Import to execute immediately after importing the file.

10. Enter the Post Processing Routine to execute at the end of the import process.

Note: Note: You must select All Special Routines Using Message Format if this is a web-based import. If this parameter is not selected, do not select it unless directed to do so by the PrismHR Customer Support Team.

11. Select All Special Routines Using Message Format if the system uses a routine to pass back status and message information.

12. Select Show Original File Data in Error Report if the error report should show the complete line of data from the original file.

13. From the Use STD Allocation On drop-down, select the standard allocation to use for time.

In the When Posting Imported Data to Time Sheets panel:

[Image: screenshot]

14. From the Clear Existing Pay From Time Sheets for drop-down, select how to manage existing information:

• All Employees: Clears all pay information for all employees in a batch when the file imports.

• Employees in Import File Only: Employee data in the import file overwrites any existing data only for those employees. If other employee data exists in the payroll batch, their data is preserved.

• None: No data is cleared.

Note: Note: If you chose to clear existing pay (All Employees or Employees in Import File Only), you can only select Overwrite existing amounts from the Update existing pay on time sheets drop-down. If you chose not to clear existing data (None), then you can choose a method for how to handle existing pay.

15. From the Update existing pay on time sheets drop-down, select whether the imported data overwrites any existing pay data or adds to it.

16. Select Auto Add Option (when employee is in file import but not on payroll) to have the system automatically add active employee time sheets.

• Auto Add Active Employees to Payroll: The system automatically adds the time sheets for all active employees. There are some instances where employees will not be added:

• The employee’s onboarding is still in progress.

• It is a regular or special batch and the employee’s pay group is not included.

• It is a manual batch.

• Auto Add All Employees to Payroll: The system automatically adds all employees to the time sheet. This affects employees who were terminated and re-hired. They need to be paid but have not yet been re-hired in the system. They must also be assigned to the pay group in the import.

• Do Not Auto Add: The system will not automatically add active employees.

17. Select Recalculate Overtime Pay Rate to have the system recalculate overtime pay rates (based on the rate multiplier) on imported overtime hours that use the definition.

For example, an employee is included in the import with a pay rate of $10. If this option is not selected, then the employee will be paid $10. If this option is selected, then the employee will be paid at the overtime rate (such as $15 for a 1.5 multiplier).

18. Click Save.

Standard Pay Import - Method 1 - Mapping

The first method describes the process of setting up pay data import information by “mapping” pay codes from a time keeping system to existing pay codes in PrismHR.

Note: Note: The data in the following table will be used as an example to set up the Import Field Definitions and the Import Translation Maintenance screens.