Setting General System Parameters

Calculates payroll deduction amounts for employee benefit contributions. Options are 48 or 52 weeks, but you can override this setting for individual clients.

This setting has consequences for the calculation of weekly, bi-weekly,semi-monthly, or monthly premiums. Typically, 48 weeks is recommended because the total amount deducted from the client and employee always equals the same monthly premium (and invoice) from the insurance carrier. You can override this at the client level (Client|Change|Benefit Plan Setup).

Validation amount used during payroll calculation that flags checks with gross pay amounts less than this value.

This dollar amount is per pay period. The recommended amount is 0.00. If the system does a credit check, you will receive a warning message which you can override at the client level.

Note:  This field was renamed from "Cross-Company Tax Calculation Lock" to "Tax Calculation Lock," and the "No" setting was renamed to "Yes, Lock on Client." However, the functionality of this setting has not changed.

Tax calculation locking mechanism used when many employees work for multiple clients. This ensures that calculations such as retirement plan contribution limits are handled correctly. Options are:

• Yes, Lock on Client: This is the equivalent of the old "No" feature. It has the same exact functionality: it locks payrolls when multiple payroll batches within a single client include the same employee. Payroll processors can only process the batches one at a time, rather than simultaneously.
• Yes, Lock on Employee: Locks payrolls when one or more payroll batches include the same employee. Users can only process those payrolls one at a time rather than simultaneously. This lock applies even if the employee is being paid on batches under two different employers or clients.
• Yes, Lock On Employer: Locks the calculation at the employer level. If an employee works for two or more clients of the same employer, users can only process those clients’ payrolls one at a time. If the employee is in payroll batches for different clients and those clients have different employers, calculations are not locked and payrolls can be processed simultaneously.

An existing delivery code to set automatic mailing capability, when items in a payroll batch are shipped.

When a delivery method code is entered in this field, the system sets all payrolls that use the same delivery method to Mailed. Payrolls with different delivery methods must have their status manually set to Mailed. For example, if USPS is entered as a code, the system sets all payrolls sent by US mail to Mailed. Payrolls sent by FedEx must have their status manually set so that the tracking number or other information is logged.

Enter ALL to set all payrolls to Mailed status, regardless of the Delivery method.

A blank entry means users must manually change the status for every payroll.

Type of Automated Clearing House (ACH) processing method used. Options include:

Enables legacy Workers’ Compensation Rate Table Maintenance methodology. The system then employs template-based W/C calculations that incorporate policy and rate group designations. You cannot select this option until you have all the codes required to support it. Otherwise, payroll processors cannot initialize payroll batches.

PrismHR and Employee Portal (EP). Review these SS masking options before making a selection. Results are the same for PrismHR and Employee Portal (EP) unless otherwise specified.

• Leave Blank (): Appears blank.
• Show All (123-45-6789): Full SS# is displayed.
• Show Last Four (###-##-6789): Masks all but the last 4 digits.
• Mask All (###-##-####): : Masks all the digits.
• Show EE ID if active client(X12345): Show employee ID for active client in PrismHR and masks all but the last 4 digits in Employee Portal (EP).
• Don't mask if DIF download: DIF downloads are not masked in PrismHR and all but the last 4 digits are masked in Employee Portal (EP).
• Show EE number if Active Company: Displays the employee number for an active company in PrismHR and masks all but the last 4 digits in Employee Portal (EP).

Converts new employee names and addresses to the proper case when they are hired. Options are:

Configures Third Party Check Printing Mode:

• --Select--: Third party checks are not processed.
• Batch Mode: Consolidates liabilities and prints third party checks in batch mode.
• Real Time: Prints third party checks when a payroll batch posts with other payroll reports. If you have deductions for consolidated garnishments, when you post payroll the system will print checks for the payee.

Important! If you do not select an option in the Third Party Check Printing Mode field (that is, this field selection remains "--Select--"), the system processes as though it was in Batch Mode. However, to access third party check processing, you must set this field to Batch Mode.

Note:  In the backend system, you can manage Third Party Check Printing Mode in mvQuery Third Party Checks Maintenance along with the third party check format, logo, and signature. The setting is always the same setting in both forms.

The method that PrismHR uses to validate the pay date. Options include:

• No Validation: No pay date validation.
• Pay Date < Curr Date, Auth Code Required: If the pay date is before the current date, an authorization code is required.
• Pay Date < Curr Date, Approval Required: If the pay date is before the current date, the payroll requires user approval.
• Pay Date < Curr Date, Warning Only: If the pay date is before the current date, payroll processors see only a warning.
• Pay Date <= Curr Date, Auth Code Required: If the pay date is on or before the current date, an authorization code is required.
• Pay Date <= Curr Date, Approval Required:  If the pay date is on or before the current date, the payroll requires user approval.
• Pay Date <= Curr Date, Warning Only: If the pay date is on or before the current date, payroll processors see only a warning.

Amount processed in a single ACH transaction batch. Any amount in excess of this is moved to the next batch in the file.

Minimum number of days required to process ACH transactions. Any payroll batch with an ACH transaction must be at least this many days in the future. If not, the system will generate paychecks to print instead of ACH transactions.

For example, let’s say you put a 0 (zero) in this field. If you run a payroll dated today and the employee has direct deposit, that direct deposit item would go as a direct deposit when you build the file tonight. It would go the bank now, but it will not get to the employee’s account until tomorrow because the day has already passed.

However, let’s say you put a 1 (one) in this field. If you run a payroll dated today and the employee has direct deposit, the system will give you a message that says this will be a live check.

Number of days to offset ACH for invoicing. For example, if the system drafts the ACH the day before the payroll, enter -1 in this field.

Note that all ACH files are date-sensitive, so you can post a payroll and create/send the NACHA file several days before the effective date. The funds for both paying and collecting will follow the effective date of each transaction.

If you enter a negative number, you will draw the funds that number of days before the pay date.

You can override this setting at the client level.

Number of days into the future for ACH selection after which PrismHR selects ACH transactions to submit to the ACH originating bank. Check with your financial institution to make sure they allow you to send transactions no matter what the date is. Some institutions restrict you to a certain number of days.

For example, if you enter 99 in this field, you may build the ACH file up to 99 days ahead of today’s date. However, if you enter 2 in this field, you may only build the ACH file 2 days ahead.

This is important for organizations that build ACH files and run payroll on Monday or Tuesday for a Friday pay date.

Suppresses automatic calculation of benefit adjustments on a global basis. This is not recommended because all Benefit adjustments (which are automatically created by the system) would be suppressed. You can set up overrides at individual benefit or client level, if applicable.

Suppresses the global creation of arrearage vouchers. This is a zero voucher, created when an employee is active, but they do not get paid. This is a global setting that may be overridden at the client level (Client|Change|Client Controls).

Note:  The PrismHR Customer Support Team strongly recommends that you do not select the Suppress Arrearage Vouchers option.

Suppresses accelerated billing of benefit premiums when an employee is terminated.

For example, if an employee is terminated mid-month and coverage goes to the end of the month, the system will accelerate the billing to the client and bill the client for any deductions that have not yet been taken from the employee. When you take the deductions from the employee, the client receives a credit.

Suppresses benefits billing. This is used for a short time after a conversion to not bill for benefits already billed on a prior system.

Prevents new hires from selecting a direct deposit method when defining direct deposit settings in Onboarding. Instead, a message displays to indicate that all of the new hire's net pay will be deposited into their direct deposit account.

The client name to display in all employee experience products (Onboarding, Benefits Enrollment, and Employee Portal). The list includes the following options:

Disables the Marketplace link on the PrismHR menu bar for service providers.

Enables payday email notifications globally for all clients.

Enables payroll submission notifications globally for all clients. (Note: This setting only enables email notifications.)

When you select the Enable payroll submission notifications field a confirmation message displays, "This setting will enable payroll submission notifications across all clients. You can override this at the client level under other options. Are you sure you want to enable this feature for all clients?" Select Yes to globally enable the payroll submission notifications. (Selecting No returns you to the form.)

Enables notifications prior to the payroll's cutoff date, if the payroll has not been completed.

Enables a warning message that displays during payroll calculation to indicate that the system will create a live check.

Note: The Enable payroll live check calculation warning field is disabled by default at the system level, but can be overridden at the client level.

This field has the following drop-down options:

Note:  This does not work if custom feature code VSUPPLEMENTAL is enabled in the System Parameters form.

Use this field to allow your group to restrict future dated tax adjustments. Select one of the following options from the dropdown:

Manages codes developed for use with an installation. (For questions about any custom feature codes, contact the PrismHR Customer Support Team before using them.)

Note the following:

If you have garnishments, the system creates a paper check or electronic funds. This setting suppresses garnishment payments by check or EFT.

This is a global setting. If it is enabled, no garnishment payments are created. You can override this at the client level (Client|Change|Client Controls).

By default this field is unchecked. This functionality is beneficial to employers who regularly pay their employees outside of regularly scheduled pay cycles. An example of this would be when you regularly pay an employee both in a regular payroll cycle and additional wages for the same pay period through a manual or special payroll batch.

Also when this field is checked, the system will ensure that the garnishment amount for a State Levy docket does not exceed the flat amount of a given State Levy docket minus the sum of all garnishment deductions made for said docket, during the applicable pay cycle. If an employee has been paid in a previous payroll batch for the same pay period with garnished wages, the State Levy garnishment will only deduct the difference of the total flat amount less the amount garnished on a prior batch for that period. If the State Levy garnishment is reduced to zero, then the system will not calculate garnishment fee for the State Levy as the garnishment for State Levy on current payroll is not deductible.

Note:  Now when you process a manual or a special payroll batch, and if any employee has a flat amount as a garnishment which is not for child support, then the system will provide a warning for the same indicating the Employee ID and the docket number so that you can review and make adjustments as needed. (This will work only if the Enhanced Garnishment Capping field is checked.)

Days after which the system activates pre-noted accounts that were successfully processed through a payroll.

This setting works in conjunction with the Prenote on Next Pay Date fields. It is the number of days you want the system to automatically activate the direct deposit after the prenote (test file) was sent to the bank. Normally, the value is between 0 and 7, with 0 indicating no prenote process.

Automatically assigns IDs to new client records. The system default is enabled so that when you create a new client, the system automatically assigns the next available number.

Method to post register reversals. Options are:

• Yes: Posts register reversals on the date the reversal was processed. If you do a void today and have this set to Yes, the system records the accounting and the taxes as of today’s date. This is the default setting and is recommended).
• No: Does not use the date period derived from the date the reversal was processed. If you do a void today and have this set to No, the accounting and the taxes go back to the original pay date.
• Table Based: Selectively posts reversals based on a table. This setting is not commonly used. The table is located in System Administration | File | System Code Files | Tax Codes | Table Based Back-Dated Void Authorization.

Specifies the number of days viewed notes are retained by the system. Anything older than this value is deleted.

A common value for this field is 30 days. For example, you can put in processing notes for payroll to remind you to take action on an employee. When you run the payroll, this note will display and you can mark the notice as completed. This number indicates the number of days after completion that the note remains in the system.

Enter a code to run a test case of direct deposit information before an EFT occurs. Options include:

• N - No: Runs the prenote on the current date and does not wait until the next pay date.
• Y - Next Pay Date: Sets the prenote date for an employee as the next scheduled pay date.
• B-Next Banking Day: Sets the prenote to the next banking day.

Note:  When Prenote On Next Pay Date is set to Y - Next Pay Date or B - Next Banking Day, Worksite Managers and Worksite Trusted Advisors cannot change the Direct Deposit option from Prenotification to Deposit Active.

Prevents posting of same day checks after the specified time. This is used to complete tax processing or daily reporting before the check is posted.

If clients are doing same day checks, payroll must be done by this time to process the ACH and positive pay files to send to the bank. This uses the Central Time Zone and Military Time.

Method used to temporarily lock users out of certain types of processing.

For example, let’s say you are planning to update Vertex. If users are performing normal tasks, their calculations would be inconsistent because you are updating Vertex while they are processing. You can lock users out and update Vertex to ensure that the calculations are consistent.

Enables you to use the New Hire form to enter an employee’s time sheet hours for the first pay period. This is typically used when entering hours for an employee with auto time sheet hours that started in the middle of a pay period.

The New Hire field, called First Pay Period Hours, is located in the Pay Details panel.

This setting can be overridden at the client level in the Client Details Control tab.

The fields in the Independent Contractors section indicate how to pay 1099 contractors, so you can easily manage large groups of these employee types:

Note the following about the Independent Contractors section:

Provides the following alternatives to traditional gender options:

• Gender Non Binary: A spectrum of gender identities that are not exclusively masculine or feminine‍ (‌identities that are outside the gender binary).
• Gender Decline to State: Provides the option of not identifying gender.

Add these options to the Gender field on the Employee Details|Personal tab. If these fields are enabled, employees can also select these options in EP.

Note:  Enabling new gender options can cause issues with benefits and reporting functionality.

Note:  This option requires enabling the custom feature code STATUS.CHG.ELIG.

Disables the enhanced ACA eligibility determination logic. Select this option to ignore part-time employees on the ACA Offered Employees form when determining eligibility for offers of ACA coverage.

Displays the account's version in read-only format.

Displays the account's holding company in read-only format.

Enter the minimum and maximum benefit adjustment values to allow without producing warnings. The system generates a warning message when a user tries to manually create (or import) benefit adjustment values outside this range. This specifically affects the Bill Amount, Employee Contribution, and Insurance Cost fields.

Enables you to adjust the lookback period for the SuperBatch process (see the Payroll Processing Guide for details). Any numeric value entered here changes the lookback period the system uses for the Cutoff Date Up To field on the SuperBatch form.

Note: This field only displays if you enable the SUPERBATCHLOOKBACK custom feature code. (See Using Custom Feature Codes.)

Enables the payroll Reason field as required on the Payroll Control form for manual payrolls.