Working with the Custom Code Translation Table

Use the Custom Code Translation Table for PrismHR-assisted data conversions only. Custom Code Translation Tables are used to create and maintain mapping/translation tables to convert legacy software data into PrismHR.

Adding and Updating Translation Codes

Select the Table ID. The Table ID is used to categorize different types of codes.

Enter Legacy Code. Enter the code from the legacy platform. This must be a unique value.

Enter the Prism Code. Enter the corresponding Prism Code related to the Legacy Code on the same row.

Enter Additional Columns. Enter additional Prism Codes in the applicable columns for each table.

Click Save.

Most data conversions use a standard set of translation (mapping) tables. The format and need for each type of table will vary based on your specific conversion. Use the various column headings as a guide on how to enter each translation table. For more information, see the section Translation Table Overview.

If there are a large quantity of codes you need to add to the table at once, Data Engineering can upload them for you. Prepare a spreadsheet per Table ID with a layout matching the headings of the Tabe ID and send to your Data Engineer.

Sorting Codes

Sort By — Use the drop-downs menus to sort the specific column by ascending or descending order.

Searching Codes

Search—Use the drop-down to select either the Legacy Code or Prism Code column for a specific value.

Search Value—Enter the specific value you want to search for. This value can be the entire code or a portion of the code. The search will look for that phrase found anywhere in the column specified above.

Click Search.

Clicking Search again will take you to the next value that meets your search criteria. To see all matching records, continue clicking Search until you receive a message that the last value has been found.

Exporting Translation Tables

Select the Code Translation Table ID you want to export.

Select Download Type. Either .xls or .csv from the drop-down menu.

Click Export.

Code Translation Table Overview

Code Translation Tables uniquely identify legacy system codes and map them to PrismHR codes. All legacy system codes must be unique. You can map multiple legacy codes to the same PrismHR code if they are set up the same. You may have multiple legacy software databases that will be used as part of the legacy code.

For example, if you had two pay codes, “REGULAR” and “REGULAR1”, that have the same set up in the legacy system, you can map both pay codes to the same pay code in PrismHR (REG). Doing this allows you to consolidate similar codes during the conversion and minimize the amount of codes to set up in PrismHR.

Legacy Code	Prism Code
REGULAR	REG
REGULAR1	REG

Depending on the Code Translation Table, if a Legacy Code is set up differently for a specific client, you can make the code specific to that client by adding a “^” and the Legacy Client ID (refer to Legacy Code in the CM Code Translation Table).

Deduction Codes are the most common codes that are used differently by client in legacy software.

For example, you have a Legacy Deduction Code = DENTAL125. For the majority of clients this Legacy Deduction Code should be mapped in PrismHR to “DEN125”. But for Legacy Client ID = 01-123 it is set up differently than the majority and should be mapped to a different PrismHR Deduction Code = CDEN125 that will be specific to that client. You would enter one row that will map the majority of clients and an additional rows for mappings that are specific to individual clients.

Refer to the sample below for the proper mappings to accomplish this.

Legacy Code	Prism Code
DENTAL125	DEN125
DENTAL125^01-123	CDEN125

Clients Import Translation Tables

The following Code Translation Table IDs are used to convert client-level information. Most conversions will need the all the Code Translation Table IDs noted as required below, but may vary based on your specific conversion.

CM - Client Mapping Table (Required)

CM Code Translation Table is used to map the Legacy Client ID to their new PrismHR Client ID. You can map multiple Legacy Client IDs to a single PrismHR Client ID if you are consolidating multiple Legacy Clients together as a part of the conversion. This Code Translation Table can also be used to set various client parameters that may differ for each individual Legacy Client ID (i.e. Billing Template, Bill Format, Retirement Plan, etc.). Refer to the column headings set up for your conversion for the various client parameters.

EM - Employer Mapping Table (Required)

EM Code Translation Table is used to map the Legacy Employer ID to their new PrismHR Employer ID. You will need to enter a mapping for each PEO and ASO Legacy Employer ID.

DM - Delivery Method Mapping Table (Required)

DM Code Translation Table is used to map the Legacy Delivery Method Code to their new PrismHR Delivery Method Code (System/Change/Delivery Methods).

USER - User Mapping Table (Required)

USER Code Translation Table is used to map the Legacy User ID to their new PrismHR Service Provider User ID (System/Change/Users).

LC - Location Mapping Table (Optional)

LC Code Translation Table is used to map the Legacy Client Worksite Location Code to their new PrismHR Worksite Location Code (Client/Change/Worksite Locations). The Legacy Code should be a combination of the Legacy Client ID^Legacy Worksite Location Code (i.e. Legacy Worksite Location Code = Main for Legacy Client ID = 01-123 would be Legacy Code = 01-123^Main).

CK - Bank Account Mapping Table (Optional)

CK Code Translation Table is used to map the Legacy Bank Accounts to their new PrismHR Bank Account ID (System/Change/Bank Accounts).

WCP - W/C Policy Mapping Table (Optional)

WCP Code Translation Table is used to map Legacy Workers Compensation Plan Codes to their new PrismHR Workers Compensation Policy ID (System/Change/W/C Policies).

Employees Import Translation Tables

The following Code Translation Table IDs are used to be able to convert Employee information. Most conversions will need the all the Code Translation Table IDs noted as required below, but may vary based on your specific conversion.

CM—Client Mapping Table (Required) - Refer to Clients Import Translation Tables for Details.

EM—Employer Mapping Table (Required) - Refer to Clients Import Translation Tables for Details.

ES - Employee Status Mapping Table (Required)

ES Code Translation Table is used to map the Legacy Employee Status Codes to their new PrismHR Employee Status Codes (System/Change/Employee Statuses).

ET—Employee Type Mapping Table (Required)

ET Code Translation Table is used to map the Legacy Employee Type Codes to their new PrismHR Employee Type Codes (System/Change/Employee Types).

EC—Ethnicity Code Mapping Table (Required)

EC Code Translation Table is used to map the Legacy Ethnicity Codes to their new PrismHR EEO Ethnic Codes (System/Change/EEO Ethnic Codes).

ETR—Employee Term Reasons Mapping Table (Required)

ETR Code Translation Table is used to map the Legacy Employee Term Reason Codes to their new PrismHR Reason Codes (System/Change/Reasons).

FS—Tax Filing Status Mapping Table (Required)

FS Code Translation Table is used to map the Legacy Filing Status Codes to their new PrismHR Filing Status Codes (HR/Change/Employee Tax > Tax tab). Legacy Code is commonly the State combined with the Filing Status, however, Legacy Code may be entered with dashes between the State and FIling Status depending on your Legacy software.

Please see sample below for States without Alternate Calculations.

Legacy Code	Prism Code
ALMAR	M
ALSINGLE	S

Certain States have Alternate Calculations as their Filing Status. Similar to the above sample, map the Legacy Filing Status Code to their new PrismHR Filing Status Code and/or the Alternate Calculation Code as applicable.

Please see sample below for States with Alternate Calculations.

Legacy Code	Prism Code	Alt. Calc Code
AZ1.3		9
NJMARA	M	1

Employee Deduction Import Translation Tables

The following Code Translation Table IDs are used to be able to convert Employee Deduction information. Most conversions will need the all the Code Translation Table IDs noted as required below, but may vary based on your specific conversion.

D—Deduction Code Mapping Table (Required)

D Code Translation Table is used to map the Legacy Deduction Codes to their new PrismHR Deduction Codes (System / Change / Deduction Codes).

The following are records that are created from the Employee Deduction Import:

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Recurring Deductions - (Payroll / Change / Recurring Deductions)

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Retirement Plan Enrollments - (HR / Change / Retirement Plan Enrollment)

•

FSA/HSA Enrollment - (HR / Change / Employee Flexible Spending Accounts)

•

Employee Garnishments - (Payroll / Change / Employee Garnishments)

•

Employee Loans - (Payroll / Change / Employee Loans)

•

Retirement Loans - (HR / Change / Employee Retirement Loans)

•

Group Benefit Enrollment - (HR / Action / Employee Benefits Enrollment)

For all Legacy Deduction Codes enter the respective PrismHR Deduction Code.

For Legacy Deduction Codes that you desire to create Employee Benefit Enrollments, add the PrismHR Group Benefit Plan ID (System / Change / Group Benefit Plans) in the “Benefit Plan ID” column. Also, if the Legacy Deduction Code uniquely identifies the Benefit Plan Type, add the PrismHR Benefit Plan Type (System / Change / Group Benefit Plan Types) into the “Plan Type” column.

Note: Note that the D table is used differently based on the “Deduction Type” of the PrismHR Deduction Code mapped. Only populate columns as instructed above or as directed by your Implementation Consultant or Data Engineer.

PAYEE—Payee Mapping Table (Required)

PAYEE Code Translation Table is used to map the Legacy Payee Codes to their new PrismHR Payee Codes (System/Change/Payees).

B—Benefit Plans Mapping Table (Required for conversions from Pay Plus)

B Code Translation Table is used to map the Legacy Benefit Plan Codes to their new PrismHR Group Benefit Plan Codes (System / Change / Group Benefit Plans).

BP - Benefit Plan Types Mapping Table (Required for conversions from Pay Plus)

BP Code Translation Table is used to map the Legacy Benefit Plan Type Codes to their new PrismHR Group Benefit Plan Type Codes (System / Change / Group Benefit Plan Types).

Employee YTD Import Translation Tables

The following Code Translation Table IDs are used to be able to convert Employee YTD Check History information. Most conversions will need the all the Code Translation Table IDs noted as required below, but may vary based on your specific conversion.

P - Pay Code Mapping Table (Required)

P Code Translation Table is used to map the Legacy Pay Codes to their new PrismHR Pay Codes (System / Change / Pay Codes). P Code Translation Table is used when importing the following types of records:

•

Scheduled Payments - (Payroll / Change / Scheduled Payments)

•

Check History - (Payroll / View / Employee Payroll Vouchers)

D—Deduction Code Mapping Table (Required) - Refer to Employee Deductions Import Translation Tables for Details.

EET—Employee Paid Tax Codes Mapping Table (Required)

EET Code Translation Table is used to map the legacy system Employee Paid Tax codes to their new PrismHR Employee Paid Tax Deduction Codes (System / Change / Tax Deductions). The Legacy Code is usually a combination of the Tax Authority and Tax Code columns in YTD Check History data files. The Prism Code should be mapped as a combination of the PrismHR Tax Authority and Tax Deduction concatenated by a dash.

Please see sample below:

Legacy Code	Prism Code
ALSTATEINC	01-20
FEDINC	00-10

For Legacy Employee Paid Tax Codes that are Local School District Tax Codes, add the School District Tax ID with the School District Tax Code. Additionally, you will need to add the PrismHR (Vertex) School District Code in the respective column of the EET Table.

ERT—Employer Paid Tax and Employer Match Codes Mapping Table (Required)

ERT Code Translation Table is used to map Legacy Employer Paid Tax Codes and Employer Paid Benefit Match Codes in YTD Check History data files.

Employer Paid Tax Codes

The Legacy Code is usually a combination of the Tax Authority and Tax Code columns in the check history data files. The Prism Code should be mapped as a combination of the PrismHR Tax Authority and Tax Deduction concatenated by a dash.

Please see sample below:

Legacy Code	Prism Code
FEDERALFUTA	00-17
ALSUTA	01-24

Employer Paid Benefit Match Codes

Use ERT Code Translation Table to map Legacy ER Benefit Match Codes to the respective Employer Match Code listed below. These categories are used to direct the applicable amounts to the correct sections of the converted Payroll Vouchers.

Employer Match Code Type = Prism Employer Match Code

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Client Paid Retirement Match = MATCH

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PEO Paid Retirement Match = PEOMATCH

•

Non-Elective Retirement Match = MATCHNE

•

Safe Harbor 1 Retirement Match = MATCHSH1

•

Safe Harbor 2 Retirement Match = MATCHSH2

•

HSA Match = HSA

•

FSA Match = FSA

•

Employer Paid Contributions/Premiums for W-2 reporting = W2BEN

•

No match/skip match amount (does not fall into categories above) = *

Note: Not all legacy systems can provide the information needed to properly populate the information needed for Employer Matches that are Employer Paid Contributions/Premiums for W-2 reporting. You will be advised by your Implementation Consultant or Data Engineer if that import is possible.