PARTNER PORTAL TOOLKIT
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- Lee Taylor
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1 Revised 7/26/2018 PARTNER PORTAL TOOLKIT Financial Advisors
2 TABLE OF CONTENTS Partner Portal Toolkit... 3 User Accounts... 4 Partner Portal... 5 Select Company or Set... 6 Recent Hires... 6 Recent Terminations k Participation... 9 Record Details...10 Employee Memos Sent...11 What's New...13 Feedback...13 Notifications...14 Employee Search...16 Employee Information...17 Data Insights...18 HR Insights...19 Headcount Trends...21 Turnover Insights...22 Employee Record Detail...23 How to Run Reports in the Library...24 Overview of Available Reports...26 TPA 401k Census Report...27 Code Groups...28 Custom Fields...29 Company Groups...30 Administrator Training Documents...31 Preferences...31 Paylocity Contact Information...32 Appendix
3 PARTNER PORTAL TOOLKIT ABOUT THIS DOCUMENT The purpose of this document is to provide an overview of the Partner Portal capabilities as well as some insight into the functionality that is limited to Web Pay Company Administrators for the companies that have a partner relationship. This valuable tool will serve as an excellent resource that will support a cohesive dialogue between Partners and Companies when managing Web Pay data. LOGIN PROCESS You will be assigned unique credentials for accessing the Partner Portal. These credentials include the Partner Id, your User Name, and your Password. Use these credentials during your initial login. Access the Partner Portal at Bookmark for quick access. In the Company ID field, enter the Partner Id that has been assigned by Paylocity. Enter the Username. Enter the Password. Click Login to enter the Partner Portal. Check the box next to Remember My Username to have the system automatically populate the Company ID and Username fields when logging in on the same computer. Users can change username, password, and notification preferences via the Partner Set > Preferences page. Users who have entered an address can reset their own password by clicking the Forgot link to access the password reset wizard. New Passwords must be different from the four previous passwords stored in the user s password history. Users will be locked out of the system after multiple unsuccessful login attempts and may be required to contact the Partner Set Administrator for User Name verification and/or password reset. 3
4 USER ACCOUNTS There are two Partner Set Security Groups available. PARTNER SET ADMINISTRATOR Granted full access to the partner portal. Can create and manage user accounts, schedule reports, and configure notifications. PARTNER SET STAFF Granted limited access to the partner portal. Cannot create or manage user accounts, schedule reports, or configure notifications. MANAGING USER ACCOUNTS Partner Set Administrators have the ability to manage user accounts for staff that require access to view Partner data and reporting. Once logged in, navigate to Security > User Accounts Click Add Non-Employee to add a new account. Click Id to edit a current user. Select the applicable Security Group via the drop down: Partner Set Administrator or Partner Set Staff. If the new user account should be the primary contact for the set, check the Primary Contact box. There can only be one primary contact. This is the contact Paylocity will reach out to in case there are any questions or concerns. Complete the required fields and any other fields as necessary in the Id/Name/Contact Information section. Enter a unique User Name. The Force User to Change Password on Login and Change Password boxes are checked by default to require the user to create a new password after logging in with the temporary password. Enter the temporary password into the Password and Confirm Password fields. 4
5 Click Save & Return to create the new user account and navigate back to the User Accounts page. NOTE: You MUST notify the new user of their username and temporary password. User will NOT be automatically notified. PARTNER PORTAL The Partner Portal provides easy access to Recent Hires, Recent Terminations, 401k Participation, and Employee Memos Sent. Partner Set users can be notified of any recent hires and/or terminations within the partner set on a weekly basis. Click What's New? to view the latest feature updates. Use Select Company or Set to limit or expand the display of information. Click the Feedback button to provide feedback. 5
6 SELECT COMPANY OR SET The default view of the Partner Portal displays All Companies and Sets. To see the data for one specific company or a company set, type into the search field or click the drop down arrow for a list of available companies. Select the applicable company or set to view the selected data. You must select only one company from the drop down to send memos. RECENT HIRES Displays any employees hired in the past 45 days for all companies, a company set, or a specific company within the partner set depending on the view selected in the Select Company or Set drop down. Use the Hire Date fields to change the display of employees. Partner Set users can be notified of any recent hires on a weekly basis. A message appears in the Message Center when there is at least one hire in an authorized company in the set in a given week. Users who have selected Work in the Notifications section of Preferences or User Accounts will also receive an . Select a specific company to send a memo directly to these employees to introduce yourself or send them important HR documents. Verify the correct company or companies are selected for display. Use the Hire Date fields to change the display of employees based on hire date. The default display shows employees hired in the past 45 days. Use the Other Filters to change the display of information based on other details such as name or position. Use the horizontal scroll bar to view all employee information such as employee ID, pay type, employment type, position, hire date, rehire date, and more. Use the vertical scroll bar to navigate up and down the page. Click the link in the Emp ID column to access the Employee Information page. Click Export to Excel to download the information to an Excel spreadsheet. Click Learn More to view details about sending memos. 6
7 When you have selected one company from the Select Company or Set drop down, you can check the box adjacent to any applicable employees to send a memo to the selected employees. RECENT TERMINATIONS Displays any employees terminated in the past 45 days for all companies, a company set, or a specific company within the partner set depending on the view selected in the Select Company or Set drop down. Use the Termination Date fields to change the display of employees. Partner Set users can be notified of any recent terminations on a weekly basis. A message appears in the Message Center when there is at least one termination in an authorized company in the set in a given week. Users who have selected Work in the Notifications section of Preferences or User Accounts will also receive an . Select a specific company to send a memo directly to these employees. Verify the correct company or companies are selected for display. Use the Termination Date fields to change the display of employees based on termination date. The default display shows employees terminated in the past 45 days. Use the Other Filters to change the display of information. 7
8 Use the horizontal scroll bar to view all employee information such as employee ID, pay type, employment type, position, hire date, rehire date, termination date, tenure, high compensation employee, and termination reason if one is provided. Use the vertical scroll bar to navigate up and down the page. The data reflects what has been entered in Web Pay by the client. Tenure is calculated based on the most recent date associated with a hiring activity. In cases where an employee has been re-hired, tenure will be shorter than the time between Hire Date and Term Date displayed. Click the link in the Emp ID column to access the Employee Information page. Click Export to Excel to download the information to an Excel spreadsheet. Click Learn More to view details about sending memos. When you have selected one company from the Select Company or Set drop down, you can check the box adjacent to any applicable employees to send a memo to the selected employees. 8
9 401K PARTICIPATION Displays 401k information for all companies, a company set, or a specific company within the partner set depending on the view selected in the Select Company or Set drop down. All active employees are included. Eligibility is currently not considered due to the complexity in plan rules and potential for incomplete data. Verify the correct company or companies are selected for display. Click Export Dashboard to download a PDF of the dashboard. COMPANY MATCH BREAKDOWN Tracks the percentage or dollar amount for employee contributions and company match. At the top of the chart, select 8 Quarters, 12 Months, or 6 Months to change the display. At the top of the chart, select % to display percentage or $ to display dollars. The chart can display memos that have been sent. Hover over any data point on the Bookmarks line at the top of the chart to see the description. Click the data point to access the Employee Memos Sent page. Click the ellipsis and select Bookmarks to view and configure the display of bookmarks. Hover over the data points on the applicable line to see an actual value. Click the data point to access employee record details. Click the categories to the right of the chart to hide or display the details. TOTAL CONTRIBUTIONS Tracks two 401k categories in a 12-month timeframe: Employee Contributions to the 401k plan and Employer Contributions to the 401k match. Hover over the applicable section of the chart to see the specific dollar amount. Click the categories below the chart to hide or display the details. TOTAL PARTICIPATION Tracks two 401k categories in a 12-month timeframe: Employee Participation in the 401k plan and Participation Gap. Hover over the applicable section of the chart to see the actual percentage related to the category. Click the categories below the chart to hide or display the details. 9
10 RECORD DETAILS View employee details. Use the horizontal scroll bar to view all employee information such as employee ID, pay type, employment type, position, and more. Use the vertical scroll bar to navigate up and down the page. Click the link in the Emp ID column to access the Employee Information page. Click Export to Excel to download the information to an Excel spreadsheet. Use the Hire Date fields to change the display of employees based on hire date. Use the Other Filters to change the display of information based on other details such as name or position. Click Close to return to the main screen. 10
11 When you have selected one company from the Select Company or Set drop down, you can check the box adjacent to any applicable employees to send a memo to the selected employees. EMPLOYEE MEMOS SENT Review memos sent from the partner set. Send memos when an individual company has been selected from the Select Company or Set drop down. Select one company from the Select Company or Set drop down. Click Send Memo to create a new memo. Select a memo and click Send Follow-Up to send a follow-up memo. Use the arrows to expand or collapse a section. In the Recipients section: 11
12 Click Export to Excel to download the information to an Excel spreadsheet. Click the link in the Emp ID column to access the Employee Information page. Search for any previously sent memos by entering a keyword in the search field and clicking Enter. Important Notes You can only send memos when the following requirements are met: You have selected one company from the Select Company or Set drop down. Memos are authorized for the selected company within the partner set. Web Pay Company Administrator rights required for memo authorization configuration. The selected company has Employee Self Service (ESS) enabled. 12
13 WHAT'S NEW Click What s New? at the top right of the page to view the latest feature updates. Click Close to return to the main screen. FEEDBACK Use the Feedback button at the bottom right of the page to provide feedback on your Partner Portal user experience or suggest enhancement ideas. Enter your address in the Requester field. Enter the Subject of your feedback or request. Enter your feedback or feature request. Add an attachment, if applicable. 13
14 Click Send Feedback. NOTIFICATIONS All Partner Set users can now be made aware of any recent hires and/or terminations within the partner set on a weekly basis. As long as there is at least one hire or termination applied to an authorized client within the set in a given week, any partner set user will be notified of the update in their Message Center. Financial Advisors can also be notified about 401k contributions since the last payroll. Users will be notified of the employee changes based on the setup of their Preferences page. VIEW NOTIFICATIONS VIA THE MESSAGE CENTER Hover over the number in the top right corner of any page and click View All Messages. 14
15 Click the link in the Received column to view the message. The message will display the number of hires and/or terminations within the past week. Click Partner Set Overview to be directed to the Partner Set Overview page to analyze the data via the Recent Hires and/or Recent Terminations pages. VIEW NOTIFICATIONS VIA Log into your work account that was entered on the Preferences page. Open the notification . The will display the number of hires and/or terminations within the past week. Click Partner Set Overview to be directed to login page of the Partner Set. Log into the Partner Set as normal to be directed to the Partner Set Overview page to analyze the data via the Recent Hires and/or Recent Terminations pages. 15
16 EMPLOYEE SEARCH Search for applicable employees in the partner portal to review relevant employee details. To see the data for one specific company or a company set, click the Select Company or Set drop down arrow for a list of available companies. Verify the correct company or companies are selected for display. Use the horizontal scroll bar to view all employee information such as employee ID, employee status, employment type, hire date, and more. Use the vertical scroll bar to navigate up and down the page. Use the Benefits Eligibility Date fields to change the display of employees. Use the Other Filters to change the display of information based on other details such as name or employee status. Click Export to Excel to download the displayed employees to an Excel spreadsheet. Click the link in the Emp ID column to access the Employee Information page. Click Learn More to view details about sending memos. When you have selected one company from the Select Company or Set drop down, you can check the box adjacent to any applicable employees to send a memo to the selected employees. 16
17 EMPLOYEE INFORMATION Review the employee information. Click the ellipsis. Select Export Details to download employee information to an Excel spreadsheet. Make the applicable selections to display or mask sensitive information. Select Send Memo to send a memo to the employee. Click Show or Hide to display or mask sensitive information. Use the employee drop down to select different employees. Click the section title, View Details, or View All to view additional details. 17
18 DATA INSIGHTS Analyze key data to spot trends. Analyzing data will help you stay a step ahead in exploring potential opportunities. Select an insight chart from the left side of the screen. Use the Select Company or Set drop down to choose an individual company, a company set, or all partner set companies. Select an option from the Page Export drop down to download the dashboard view for saving and/or printing. Click the ellipsis adjacent to a chart to use available downloading options for the applicable chart. 18
19 You may also have the option to Take a Tour of the selected dashboard and/or leave Feedback. HR INSIGHTS Use the dashboard to view employee information. View Headcount, Hired, Termed, and Average Tenure. Click the link to view employee record details. Click the information bubble for additional details. 19
20 View Growth Rate and Turnover Rate percentages. Click the information bubble for additional details. View Active Employees by Cost Center. Click the bar graph to view employee record details. Use the Cost Center Level and CC s to view drop downs to change the display of information. View Ethnicity for Equal Employment Opportunity (EEO) statistics. Hover over a specific section to view more details. Click the categories to the right of the chart to hide or display information. View percentage of employees by Pay Type. Hover over a specific section to view more details. Click the Hourly or Salary area to view employee record details. View percentage of employees by Gender. Hover over a specific section to view more details. View Generation information. 20
21 Select Current to view current generation information. Hover over a specific section to view more details. Click the categories to the right of the chart to hide or display information. Select Trends to view generation trends over the last few years. Hover over a specific year to view more details. Click the categories below the chart to hide or display information. HEADCOUNT TRENDS Use the dashboard to view year over year information for headcount. View Active Employee Trends. Click the yearly data point to view employee record details. View Turnover Rate Trends percentages. View Hired Employees by Pay Type Trends. Click the bar graph to view employee record details. Click Hourly or Salary below the chart to hide or display the information. View Overall Headcount Trends. Click the bar graph to view employee record details. Click Hired or Terminated below the chart to hide or display the information. 21
22 TURNOVER INSIGHTS Use the dashboard to view turnover information. View Turnover Rate for a rolling 12 months. Hover over the line to display information. Click the category headings to see employee record details. Click the information bubble for additional details. View Terminations and Active Employee for a rolling 12 months. Hover over the line to display information. Click the category headings to see employee record details. View Areas of Interest. Click the percentage to view employee record details. Use the Cost Center Level drop down to change the display of information. View Turnover Rate: Cost Center Level. Hover over the bubble to display information. Click the bubble to view employee record details. Use the Cost Center Level drop down to change the display of information. View Turnover Rate: Tenure, Turnover Rate: Supervisor, and Turnover Rate: Position. Hover over the bubble to display information. Click the bubble to view employee record details. 22
23 EMPLOYEE RECORD DETAIL View employee details. Use the horizontal scroll bar to view all employee information such as employee ID, pay type, and more. Click Export to Excel to download entries to an Excel spreadsheet. Click Close to return to the main screen. 23
24 HOW TO RUN REPORTS IN THE LIBRARY The Reports Library screen will display all available reports. Users can add the report to the favorite My Reports group by clicking the star in the My Reports column. To search for a report, users can select or enter the needed criteria and click Search to view all reports that match the criteria. When searching, the percent symbol can be used as a wildcard. If the report is configured as needed, the user can select the report and run it directly from the Reports Library. To run a report, check the box adjacent to the report and click Run at the bottom of the screen. This will generate the report and navigate the user directly to the reports Pickup page to view the report. Before running a report, the user can configure the report to achieve a desired output by clicking the Name link of the specified report to access the details screen. 24
25 Output: Contains a drop down with different format selections from which the user can choose to have the report display. The Output Type typically defaults to PDF. Users can make another selection from the drop down. You can enter an optional Output File Name for easier identification in the Reports Pickup screen (35 character limit). Payroll Filters: Allows for a specific time period of dates to be chosen before the report is run. The report output will reflect the time period selected. Use the Payroll Filters section to determine the date range the output should reflect. Most Recent Pay Period, Month, Quarter, and Year To Date are hard coded and utilize the most recently processed payroll check date as a reference. Selecting the Process Date From radio button will enable the Begin Date and End Date drop downs from which the user can choose an appropriate date range. The contents of this drop down reflect check dates previously processed. Standard and Additional Filters: Gives the user several options in which to limit the information that is displayed in the report. The fields in the Standard Filters section are enabled based on the selected report. When the field is enabled, the user can make selections from the drop down, check or uncheck the box, or enter text in the fields. The Company and Company Group drop downs allow the user to select a company group or a single company within the Partner Set and run the report for that group or single company. Click the radio button adjacent to Company or Company Group to make your selection. Check the applicable boxes in the Employee Status drop down to limit the report to employees with the selected employee statuses. Check the applicable boxes in the Employment Type drop down to limit the report to employees with the selected employment type. Use the Employee ID Range and/or Employee Last Name Range fields to limit the report to a certain range of employees. Check the applicable boxes in the Pay Type drop down to limit the report to the selected pay types. Check the applicable boxes in the Pay Group drop down to limit the report to employees assigned to a specific pay group. Check the applicable boxes in the Cost Center drop downs to limit the report to the selected cost centers. More than one cost center level may appear. The number of available cost center levels and the name of each level are configured on the Company > Setup > Cost Centers page in Web Pay. Check or clear the Show All Employees box to display or not display employees with no data in the report. Check or clear the Show filters in Report box to display or not display these parameter settings in the report. Select a Sort Order from the drop down to configure the display of information in the report. 25
26 Select Show, Mask, or Hide from the SSN drop down to display the employees' full or partial Social Security numbers or to hide the Social Security numbers in the report. Check the Group By Company box to have the report group information by company. The Custom Filters/Parameters section will display custom Run Time Parameters created for this report. When the field is enabled, the user can make selections from the drop down, check or uncheck the box, or enter text in the field. Once all sections are populated as desired, the user clicks Save & Run Report to save the current information and run the report. A notification will appear near the top of the screen directing the user to the reports Pickup screen to view the report. The report parameters will be saved for this user only. Users can click Reset Default Parameters to change the parameters back to their original setting. OVERVIEW OF AVAILABLE REPORTS 401 K Report Per pay period gross pay, pre-tax and post-tax employee and employer 401(k) contributions and 401(k) loan pay back information. 401K Census Export 401K Loan Listing Address List Standard employee demographic information and earning and deduction amounts for a specific date range. 401K loan listing Address Listing 26
27 Company Code Group Setup Company Deduction Setup Code groups set up for the company. Deductions set up for the company. Company Earning Setup Earnings set up for the company. Comprehensive Demographic Report A comprehensive overview of employee demographic information. Payroll Register ER Taxes Export Payroll Register with ER Taxes Data Export. Payroll Register Export Payroll Register Export by Check Payroll Register YTD Termination List TPA 401K Census Workers Compensation Report Year to Date Report PS TPA 401K CENSUS REPORT Employee wage and tax information with year-to-date (YTD) totals. Terminated employee information. Employee demographic information, earning and deduction amounts, and specified code groups for a specific date range. Custom parameters are available. Standard workers' compensation report. Detailed summary of earnings, taxes, & deductions The TPA 401k Census Report is a report that contains parameters that can be configured to gather company specific data. The TPA 401k Census Report also displays employee demographic information, earning and deduction amounts, and specified code groups for a specific date range. For optimal results, always select a specific Company ID or Company Group when running this report. For further assistance with creating Company Groups please see the section, How to Set Up a Company Group for more information. Demographics This section displays all employee demographic information. Users can hide some demographic information using the custom parameters. The following fields will still appear on the report even when users choose to hide demographic information: Employee ID, SSN, First Name, Last Name, Middle Name, Prefix, Suffix, Highly Comp, Owner Related, Owner, Ownership %. Report Run Period (RRP) This section displays payroll and benefit earnings/deduction amounts that are specified for a particular check date range. Additionally, the benefits that are summed consist of specific deduction, earning, tax (DET) codes that are specified first by special DET types that are set up in the system, then by user specified code groups. Employee Shared Filters (Based on the company s Shared Employee Filter Setup) A drop down list of available Employee Shared Filter descriptions will allow the report to only include employees who are in a specific Employee Shared Filter. The available shared filters will only include those that are named with the prefix TPA. 27
28 Additional Shared Filters Parameter Considerations To use this filter properly, the user should not use any of the standard employee filter parameters. Also, for company set scenarios, this parameter currently will not work properly if the user wants to use multiple shared filters for their different companies in the company set. This is due to the fact that the Web Pay UI does not allow for multi selects on dropdown controls. This will be an available feature that is coming soon. At that time this feature can be incorporated. Process Date From Provides a drop down of all completed payroll check dates and pay period dates. Default is the most recent check date. The last check date of the plan year should be used for calendar plans. Process Date To Provides a drop down of all completed payroll check dates and pay period dates. Default is the most recent check date. Since the field is not applicable to the calculation, no specific selection is necessary. Output This report will output cleanly in both Excel and CSV formats. The default is CSV. The printed PDF format is still available, but will not display or print cleanly. Company Set Option Considerations Currently this report can be run in the Company Set. Verify that the applicable companies in the set have the same check dates and payroll frequencies for accurate data to be generated. Code Group Mapping All code group names need to be named exactly as listed here. Additionally, the dettypes listed below are the defaults from which the column will pull detcodes. If a code group is set up for a column that has a dettype tied to it, the code group should be set up with any additional detcodes that need to be specified. See Appendix for full specifications. CODE GROUPS WHAT IS A CODE GROUP? Code Groups are a cluster of Earning or Deduction codes that are grouped together for tracking and reporting purposes. Code Groups must be updated by the Web Pay Company Administrator. If a Code Group is not reporting accurate information it will be necessary to contact the Company Administrator for the company that has the incorrect Code Group established in Web Pay so that the codes in the grouping can be updated. If needed, please refer the Company Administrator to the instructions on How to Set Up a Code Group in this document or in the Web Pay Administrator Guide. HOW TO SET UP A CODE GROUP Company Administrators can create one or more code groups in Web Pay. Follow the path Company > Setup > Payroll > Code Groups > Click Add. Enter a name for the code group in the Code field (15 character limit). Use the naming convention described above such as TPA_Excl_EarnsImp. Enter a Description for the code group (50 character limit). Check the Auto Include Earnings box if all new earnings added to the company should be included automatically in the code group. 28
29 Check the Auto Include Deductions box if all new deductions added to the company should be included automatically in the code group. Check the Auto Include Taxes box if all new taxes added to the company should be included automatically in the code group. To add Earnings, Deductions, or Taxes to the code group, check the box adjacent to each applicable code in the Available section and click the Add >> button. To remove Earnings, Deductions, or Taxes from the code group, check the box adjacent to each applicable code in the Code Group section and click the << Remove button. Click Save and Return to apply the updated information and return to the Code Groups page. CUSTOM FIELDS WHAT IS A CUSTOM FIELD? A Custom Field is just that, a field that can be customized to display specific data that needs to be collected for tracking and reporting purposes. Custom Fields can be set up to capture data in the form of Text, Numeric, Date, Drop Down, or Checkbox. Custom Fields must be managed by the Web Pay Company Administrator. If a Custom Field is not recording accurate information it will be necessary to contact the Company Administrator for the company that has the incorrect Custom Field established in Web Pay so that the field can be updated. If needed, please refer the Company Administrator to the instructions for How to Set Up a Custom Field in this document or in the Web Pay Administrator Guide. HOW TO SET UP A CUSTOM FIELD Web Pay Company Administrators can create custom payroll or HR fields in Web Pay. Follow the path Company > Setup > Custom Fields > Payroll & HR. Check the Enable box adjacent to the applicable field. Select the Page in which the field should appear. Enter a heading in the Label field (50 character limit). The Label field will not be available until the Enable box is checked. Save the updated information. To delete an unused custom field, clear the Enable box, and click Save. After creating a custom drop down field, create values for the drop down in the applicable Custom Fields section in the List Values > List Values page. HOW TO ADD A CUSTOM EFFECTIVE DATED PAYROLL OR HR FIELD Web Pay Company Administrators can create custom effective dated payroll or HR fields in Web Pay. Follow the path Company > Setup > Custom Fields > Effective Dated. Select HR Custom Fields or Payroll Custom Fields from the Page drop down. Check the Enabled box adjacent to the applicable field. 29
30 Check the Required box to make the field a required field. This field will not be available until the Enabled box is checked. Enter a heading in the Label field. This field will not be available until the Enabled box is checked. Select the radio button in the Field Order column and click the up or down blue arrow to move the field to a different position. Save the updated information. To delete an unused custom field, clear the Enable box, and click Save. After creating a custom drop down field, create values for the drop down in the applicable Custom Fields section in the List Values > List Values page. COMPANY GROUPS WHAT IS A COMPANY GROUP? The Company Groups option is a great way to categorize affiliated partner companies by grouping them together for quick access in the Reports Library. Keep in mind that each individual company has its own EIN information in Web Pay even if separate company codes share the same EIN. Company Groups can be set up by Partner Set Administrators. Company Groups is a time saving feature that can be used to filter out specific companies when running reports in the Reports Library. When running a report that includes data for multiple Company ID s, run the report by Company Group for all companies in the set. HOW TO SET UP A COMPANY GROUP Partner Set Administrators can create one or more company groups. Click Add to add a company group. Enter a Code name or number for the company group (9 character limit). Enter a Description for the company group (50 character limit). To add the company to the Company Group List, check the box adjacent to the company Id and click the Add >> button. To remove the company from the Company Group List, check the box adjacent to the company Id and click the << Remove button. Click Save and Return to apply the updated information and return to the Company Groups page. 30
31 ADMINISTRATOR TRAINING DOCUMENTS Help text is available in the upper right corner of most screens. Follow the path Partner Set > Administrator Training Documents to access online training documents. PREFERENCES View or edit personal preferences. Users may be required to enter their password when saving changes. Enter the User Name. To change the password, check the Change Password box. Enter the Current Password. Enter the New Password. Enter the new password a second time in the Confirm New Password field. Notifications are always sent to the Message Center. Check the Work box and enter the address to have notifications sent to both the message center and the specified address. 31
32 Select the number of rows that appear on a page in the Paging Size field. Users can display between 1 and 50 rows of information per page. Select a login challenge question from the Question 1, Question 2, and Question 3 drop downs. Enter the answer to the respective login challenge question in the Answer 1, Answer 2, and Answer 3 fields. Select an image from the Select Security Image drop down. This image will appear on the login screen once the Company Id and Username are entered. Enter a personal Security Phrase. This phrase will appear on the login screen once the Company Id and Username are entered. Save the updated information. Important Notes Notifications are always sent to the Message Center. Partner Set users can be notified of any recent hires or terminations on a weekly basis. As long as there is at least one hire or termination applied to an authorized client within the set in a given week, any partner set user will be notified of the update. Users who establish challenge questions must select three unique questions and enter three answers. They may not select only one or two questions and they may not select a question more than once. PAYLOCITY CONTACT INFORMATION Website: Toll Free Customer Service Number: Local Customer Service Number: partnerportalsetup@paylocity.com 32
33 APPENDIX CODE GROUP SPECIFICATIONS Code Group Mapping All code group names need to be named exactly as listed here. Additionally, the dettypes listed below are the defaults that the column will grab detcodes from first. If a code group is setup for a column that has a dettype tied to it, the code group should be setup with any additional detcodes that need to be specified. Demographic Columns Description Explanation Co EE ID Company Number Employee ID Number SSN Social Security Number Show/Mask/Hide based on standard SSN parameter Last Name Middle Name First Name Prefix EE last name EE Middle name EE First Name Salutation field Suffix Suffix Options can be customized per company in List Values Birthday MM/DD/YYYY Gender Standard: M, F Options can be customized per company in List Values Marital Status Standard options: S, M, D, W Hire Date Rehire Date Adj Seniority Term Date Job Title MM/DD/YYYY MM/DD/YYYY MM/DD/YYYY MM/DD/YYYY Employee Status Standard options: A, T, L, X, T Hourly Salary Annual Base Rate Standard Options: Hourly/Salary Options can be customized per company in List Values Options can be customized per company in Employee Status tab under List Values tab Payroll Setup-Rates. Current record for the Pay Type field Payroll Setup-Rates. Current record for the Annual Salary field Payroll Setup-Rates. Current record for the Base Rate/Per field 33
34 Demographic Columns Description Explanation Default Hours Pay Cycle Standard options: A, B, D, M, Q, S, W Home Address 1 Home Address 2 Home City Home State Home Zip Home Country Work Phone Home Phone Primary EEO Job Category Standard Options: 1, 1.1, 1.2, 2, 3, 4, 5, 6, 7, 8, 9 Payroll Setup-Rates. Current record for the Default Hours field Payroll Setup-Rates. Current record for the Pay Frequency field Options can be customized per company in HR-EEO Classes EEO Race Category Ethnicity Options can be customized per company in List Values Position Code Standard Options: H, S Options can be customized per company in HR-Positions Position Description Title Highly Compensated Owner Related Owner Owner Percent Union Code Cost Center 1 Cost Center 2 Cost Center 3 EE Custom 1 EE Custom 2 EE Custom 3 Standard Options: Hourly, Salaried Standard Options: Hourly, Salaried. Field = Title Options can be customized per company in HR-Positions Options can be customized per company in HR-Positions 34
35 Demographic Columns Description Explanation EE Custom 4 EE Custom 5 Pay Check Columns Description Explanation RRP Check Date RRP Begin Date RRP End Date RRP Hours RRP Gross Total Gross Earnings Benefits Column Dettype Code Group Name Excluded Earnings Explicit Excluded Fringe Excluded Other TPA_Excl_Earns TPA_Excl_Fringe TPA_Excl_Other Employee Deferral 401k, 403B TPA_DEF Employee Catch Up TPA_DEF_CU Employee Roth 401k Roth, 403B Roth TPA_ROTH Employee Roth Catch Up 403B Roth CU TPA_ROTH_CU Employee After Tax 401k Over TPA_AfterTax Total Loan Payments Loan 1 Loan 2 Loan 3 Loan 4 Loan 5 401k Loan 401k Loan 401k Loan 401k Loan 401k Loan 401k Loan Employer Match MemoERMatch TPA_ER_Match Safe Harbor Match Qualified Matching Contribution Safe Harbor Non-Elective Qualified Non-Elective Contrib Profit Sharing TPA_Safe_Harbor TPA_Qual_Match TPA_SH_NonElec TPA_QNEC TPA_ProfitShr 35
36 Benefits Column Dettype Code Group Name Money Purchase Rollover Rollover Roth Plan ID TPA_MoneyPrch TPA_Rollover TPA_Rollover_Roth Employee Plan ID Setup on the HR Benefits Screen 36
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