partner portal guide - paylocity portal guide . ... of the partner portal displays all companies and...

Revised 6/4/2018

PARTNER PORTAL GUIDE

WWW.PAYLOCITY.COM

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TABLE OF CONTENTS

Partner Set Overview...........................................................................................4 Partner Portal .............................................................................................................................. 5

Select Company or Set ............................................................................................................... 5 Recent Hires................................................................................................................................ 5

Recent Terminations ................................................................................................................... 7 401k Participation........................................................................................................................ 8

HSA Participation ...................................................................................................................... 10 Record Details ........................................................................................................................... 10

Employee Memos Sent ............................................................................................................. 12 What's New ............................................................................................................................... 13

Feedback ................................................................................................................................... 14 Notifications ............................................................................................................................... 14

Code Groups ............................................................................................................................. 16

Custom Fields ........................................................................................................................... 17 Company Search....................................................................................................................... 18

Company Groups ...................................................................................................................... 18 Administrator Training Documents ........................................................................................... 19

Preferences ............................................................................................................................... 20 Paylocity Contact Information ................................................................................................... 21

Employees ........................................................................................................ 21 Employee Search ...................................................................................................................... 21

Employee Information ............................................................................................................... 22 Reports ............................................................................................................. 24

Data Insights ............................................................................................................................. 24 HR Insights ................................................................................................................................ 25

Headcount Trends..................................................................................................................... 27 Turnover Insights....................................................................................................................... 28

Benefits Participation ................................................................................................................ 29 Benefits Contributions ............................................................................................................... 30

Benefits Data Availability........................................................................................................... 32

Employee Record Detail ........................................................................................................... 32 How to Run Reports in the Library............................................................................................ 33

Overview of Available Reports.................................................................................................. 36 TPA 401k Census Report ......................................................................................................... 37

Reports Pickup .......................................................................................................................... 38

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Groups & Scheduling ................................................................................................................ 38

Tools ................................................................................................................ 40 ACA Overview ........................................................................................................................... 40

PPACA Reports......................................................................................................................... 43 Security ............................................................................................................ 45

Notifications ...................................................................................................... 47 Appendix........................................................................................................... 50

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PARTNER SET OVERVIEW 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 https://access.paylocity.com/. 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 e-mail notification preferences via the Partner Set > Preferences page. Users who have entered an email 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.

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PARTNER PORTAL

The Partner Portal provides easy access to Recent Hires, Recent Terminations, 401k Participation, HSA 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.

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 Email in the Notifications section of Preferences or

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User Accounts will also receive an email. 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.

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• 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 Email in the Notifications section of Preferences or User Accounts will also receive an email. 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.

• 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.

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• 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.

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.

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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.

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HSA PARTICIPATION

View employee Health Savings Account (HSA) participation rates and monthly contributions in a given year.

• Verify the correct company or companies are selected for display via the Select Company or Set drop down.

• Click Export Dashboard to download a PDF of the dashboard.

HSA ACTIVE EMPLOYEE PARTICIPATION RATE

• Click either category in the year’s bar graph to see employee record details. • Click the categories below the chart to hide or display the details.

HSA ACTIVE EMPLOYEE CONTRIBUTION LEVELS

• Hover over the data points for any of the months in the applicable year to see the overall contribution dollar amounts for the month.

• Click any of the monthly data points to analyze the individual monthly and year to date dollar contributions for the selected month in the applicable year.

• 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.

• Click the categories below the chart to hide or display the details.

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.

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• 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.



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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:

• 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.

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• 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. 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.

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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 email address in the Requester field. • Enter the Subject of your feedback or request.

• Enter your feedback or feature request. • Add an attachment, if applicable. • 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. Users will be notified of the employee changes based on the setup of their Preferences page.

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VIEW NOTIFICATIONS VIA THE MESSAGE CENTER

• Hover over the number in the top right corner of any page and click View All Messages.

• 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 E-MAIL

• Log into your work e-mail account that was entered on the Preferences page. • Open the notification e-mail. The e-mail 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.

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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.

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• 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.

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• 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 SEARCH

View companies in the Partner Set. • Use the Search section to expand or limit the display of information. • Click Queue Report to run a report based on the search results.

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.

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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.

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.

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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 Email box and

enter the email address to have notifications sent to both the message center and the specified email address.

• 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.

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PAYLOCITY CONTACT INFORMATION

Website: www.paylocity.com

Toll Free Customer Service Number: 888.873.8205

Local Customer Service Number: 847.956.4850

Email: [email protected]

EMPLOYEES 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.

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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.

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• Click the section title, View Details, or View All to view additional details.

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REPORTS 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. Expand Benefits to see Participation and Contributions options.

• 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.

• You may also have the option to Take a Tour of the selected dashboard and/or leave

Feedback.

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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. • 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.

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• View Generation information.

• 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.

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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.

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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.

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BENEFITS PARTICIPATION

Use the dashboard to view employees enrolled, dependents enrolled, employee deductions, and employer contributions.

• Click the companies link to view additional details. • View Participation by Plan. Use the Plan Type, Break Down By, Show As, and

Select Coverage Tier drop downs to change the display of information. Hover over the area to display information. Click the area to see employee record details.

• View Participation by Coverage Tier. Use the Plan Type, Break Down By, Show As, and Select Plan drop downs to change the display of information. Hover over the area to display information. Click the area to see employee record details.

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BENEFITS CONTRIBUTIONS

Use the dashboard to view benefit contributions including employees enrolled, employee deductions, and employer contributions.

• Click the companies link to view additional details.

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• View Contributions by Plan. Use the Plan Type, Break Down By, Show As, and Select Coverage Tier drop downs to change the display of information. Hover over the area to display information. Click the area to see employee record details.

• View Contributions by Coverage. Use the Plan Type, Break Down By, Show As, and Select Plan drop downs to change the display of information. Hover over the area to display information. Click the area to see employee record details.

BENEFITS DATA AVAILABILITY

• Click Close to return to the main screen.

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.

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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.

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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.

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• 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.

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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 Standard employee demographic information and earning and deduction amounts for a specific date range.

401K Loan Listing 401K loan listing

ACA Duplicate SSN Hrs Analysis ACA Duplicate SSN Hours Analysis

ACA FTE Count This report allows an employer to count the number of full-time employees and equivalents they have for each month over a designated date range (typically a calendar year).

ACA Hours Analysis This report allows an employer to calculate average hours worked per week and month over a designated date range.

ACA Plan Affordability This report allows an employer to model the plan affordability requirements in the Affordable Care Act.

Address List Address Listing

Company Code Group Setup Code groups set up for the company.

Company Deduction Setup 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.

Employee Recurring Benefits Employee recurring deductions and earnings report.

Payroll Register ER Taxes Export Payroll Register with ER Taxes Data Export.

Payroll Register Export Payroll Register Export by Check

Payroll Register YTD Employee wage and tax information with year-to-date (YTD) totals.

Termination List Terminated employee information.

TPA 401K Census Employee demographic information, earning and deduction amounts, and specified code groups for a specific date range. Custom parameters are available.

Workers Compensation Report Standard workers' compensation report.

Year to Date Report – PS Detailed summary of earnings, taxes, & deductions

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TPA 401K CENSUS REPORT

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”. 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.

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REPORTS PICKUP

View, save, or print reports run from the Reports Library or Groups & Scheduling. • Click the Name link to view, save, or print the report. • Check the box adjacent to a report Name and click the Delete button to delete the

report. Reports will automatically be deleted on the expiration date. • Use the Search section to expand or limit the display of information.

Important Notes

• Adobe Reader is required to view PDF reports. • When searching, the percent symbol (%) can be used as a wildcard. • Available values for the Report Class drop down are based on the user's assigned

security group. GROUPS & SCHEDULING

Group reports together. Administrators can schedule these reports to run automatically on certain days.

• Click the Add button to create a new report group. • Click the Report Group link to display or modify the details.

• Use the Search section to expand or limit the display of information.

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• Check or clear the Active box to activate or inactivate the report group. • Enter the Group Name (30 character limit). • Enter the applicable Group Description (50 character limit). • Use the “Run-As” User drop down to select a user with different security rights to run

the report. • In the Reports section, check the box adjacent to the report Name to be included in the

Report Group and click the Add >> button. To limit the display of choices in this section, select a specific Report Class and/or Report Category from the drop down and click Search.

• To remove a report from the Report Group, check the box adjacent to the report Name in the Report Group section and click the << Remove button.

• Use the Scheduling section to run the group of reports based on a selected Frequency. • If the reports should run a certain number of days before or after the selected frequency,

select the plus (+) or minus (-) radio button and enter the number of days in the Offset Days field.

• Save the updated information.

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TOOLS ACA OVERVIEW

When the client uses Paylocity’s ACA (Affordable Care Act) solution in Web Pay, you will have the ability to assess key measures of the company’s ACA compliance.

• Log in to the partner portal and select ACA Overview from the Tools menu. • Use the Select Company drop down to choose which company you would like to

review. ACA data is currently not aggregated to a Company Set level or to All. • Click Export Dashboard to download the displayed information to a PDF for saving

and/or printing.

AFFORDABILITY

• Employers with at least 50 full-time employees, or a combination of full-time and part-time that equals 50 Full-Time Equivalent employees (FTE), must offer affordable healthcare coverage.

• The codes attached to the safe harbors are entered on Line 16 of the employee’s Form 1095-C.

• Use the drop down to view the percentage of employees who can afford employer offered coverage based on any of the three affordability safe harbors:

• W-2 Wages Safe Harbor 2F • Federal Poverty Line (FPL) Safe Harbor 2G • Rate of Pay (RoP) Safe Harbor 2H

• Click either the Affordable or Not Affordable categories to hide or display information.

ELIGIBILITY

• The average hours worked per week and month will help determine ACA benefit eligibility for coverage.

• Use the drop down to view the percentage of employees who are eligible for coverage based on:

• Average Hours Per Week • Average Hours Per Month

• Click either the Eligible or Not Eligible categories to hide or display information.

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AVERAGE FTE COUNT

• ACA filing is required when there is an average of 50 FTE employees. • The Average FTE Count chart displays the average FTE count in the selected year by

month in the following categories: All FTEs, Full Time, and Variable Hour “Full Time.” • Hover over the applicable plot points on the chart to see the value for that data point. • Click an applicable category below the chart to hide or display information. • Use the drop down to view prior year data.

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OFFER STATUS

• Use the bar graph to determine the percentage of employees offered healthcare coverage per month in the selected year. The default year is the current year.

• Hover over a month’s information on the graph to view the offers compared to the FTE employees.

• Click the drop down to access prior year data.

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COMPANY SETUP INFORMATION

View key ACA setup items within applicable companies. EMPLOYEE MEASUREMENT

• View the following regarding Ongoing Employee Measurement: • Measurement Period Began • Measurement Period Duration • Stability Period Began • Stability Period Duration

• View the following regarding New Employee Measurement: • Measurement Period Duration • Stability Period Began • Stability Period Duration

To return to the main ACA Overview dashboard, click the left arrow next to the company name.

PPACA REPORTS

The Reports Library contains reports that use Web Pay information as a tool to prepare companies for compliance with the Patient Protection and Affordable Care Act (PPACA). Please see below for important details regarding these reports.

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ACA FTE COUNT

This report provides the number of full-time employees and equivalents for each month over a designated date range (typically a calendar year). If the total count is 50 or greater, the employer is considered a large employer and is subject to the Shared Responsibility provisions of the Affordable Care Act.

• Additional report information can be found in the Web Pay ACA Reports Guide. ACA HOURS ANALYSIS

This report provides average hours worked per week and month over a designated date range. It also includes demographic information such as employee age to estimate which employees might be eligible for other insurance coverage types. This report also allows the user to filter for a range of average hours; for example, a user could choose to only see employees averaging between 28 and 32 hours per week on the report. REPORT HIGHLIGHTS

• Output for Excel, only, to allow additional columns • Hire Date (use rehire date if populated; otherwise original hire date.) • Length of Service (date of report - hire/rehire date) in years and months • Per pay-period salary or hourly rate • FITW marital status and exemptions • Flag employees that have a hire/rehire date after the report date range • Custom Filter to show all employees or only employees that have worked less than a

specified amount of months since hire/rehire date • Additional report information can be found in the Web Pay ACA Reports Guide.

Important Note Current average hours calculation for newer employees

• If an employee has a hire/rehire date after the begin date for the report date range and no recorded hours prior to that date, the average hours per week calculation should count weeks based on the employee hire/rehire date, not based on the report begin date.

ACA PLAN AFFORDABILITY

This report provides the ability to model the plan affordability requirements in the Affordable Care Act. When running the report, the user is required to specify the safe harbor monthly plan premium amount, which is the cost of single coverage in the least expensive qualified plan offered by the employer. This report also includes other demographic information, such as age to estimate which employees might be eligible for other insurance coverage types. When running the report, the output will show the percent the monthly plan premium is of each allowable safe harbor method; Box 1 W-2 wages, Full-time monthly wage equivalent and Federal Poverty Level (FPL). Additionally, this report will show percentage of the Federal Poverty Level an employee’s wages are based on the specified date range. REPORT HIGHLIGHTS

• Output for Excel, only, to allow additional columns

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• Hire Date (use rehire date if populated; otherwise original hire date.) • Length of Service (date of report - hire/rehire date) in years and months • FITW marital status and exemptions • Flag employees that have a hire/rehire date after the report date range • Custom Filter to show all employees or only employees that have worked less than a

specified amount of months since hire/rehire date • Additional report information can be found in the Web Pay ACA Reports Guide.

SECURITY SECURITY ROLES

Security roles define what users are able to view and edit in the system. These security roles are tied to a security group. Please contact Paylocity to make changes to security roles.

Partner Admin

Provides full access rights to the partner set. Can create and manage other partner set user accounts, schedule reports, and configure notifications.

Partner Staff

Provides limited access to the partner set. Cannot create or manage user accounts, schedule reports, or set up notifications.

SECURITY GROUPS

Users are assigned to a standard security group that determines the level of access they have to the system. Security groups contain security roles which contain specific security rights. Security groups are assigned to users in User Accounts. Please contact Paylocity to make changes to security groups.

Partner Admin Contains the Partner Admin security role.

Partner Staff Contains the Partner Staff security role.

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.

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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. • 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.

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NOTIFICATIONS NOTIFICATIONS

View or modify notifications. • Click the ID link to display or modify the details. • A green check-mark in the Active column indicates the notification is active.

• Notifications are automatically sent based on a trigger date or event. • Notifications are always sent to the user’s Message Center. Users may elect to receive

notifications in their email. • Users may create a Distribution List to send a notification to a group of people.

• Clear the Active box to inactivate the notification.

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• Clear the Deliver To box to stop the notification from being sent to the default users.

• Select a Distribution List of users who will receive this notification from the drop down. • Save the updated information.

DISTRIBUTION LISTS

Create distribution lists that can be assigned to notifications. • Click the Add button to add a distribution list. • Click the Desc link to display or modify the details. • Check the box adjacent to the Desc and click the Delete button to delete the distribution

list.

• Enter a Description for the distribution list (40 character limit). • Check or clear the Active box to activate or inactivate the distribution list. • To add a name to the distribution list, check the box adjacent to the Name [Id] in the

Available Employees section and click the Add >> button. • To remove a name from the distribution list, check the box adjacent to the Name [Id] in

the Selected Employees section and click the << Remove button. • Save the updated information.

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MESSAGE CENTER

View or delete messages. • Click the Received link to view the message details. • Check the box adjacent to the message and click Delete to delete the message.

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• Click the link to view additional details. • Click Print to print the message. • Click Keep As Unread to keep the message marked as an unread message. • Click Return to return to the previous screen.

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 Company Number

EE ID Employee ID Number SSN Social Security Number Show/Mask/Hide based on

standard SSN parameter

Last Name EE last name Middle Name EE Middle name

First Name EE First Name Prefix 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

Options can be customized per company in List Values

Hire Date MM/DD/YYYY

Rehire Date MM/DD/YYYY Adj Seniority MM/DD/YYYY

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Term Date MM/DD/YYYY

Job Title Employee Status Standard options: A, T, L, X,

T Options can be customized per company in Employee Status tab under List Values tab

Hourly Salary Standard Options: Hourly/Salary

Payroll Setup-Rates. Current record for the Pay Type field

Annual Payroll Setup-Rates. Current record for the Annual Salary field

Base Rate Payroll Setup-Rates. Current record for the Base Rate/Per field

Default Hours Payroll Setup-Rates. Current record for the Default Hours field

Pay Cycle Standard options: A, B, D, M, Q, S, W

Payroll Setup-Rates. Current record for the Pay Frequency field

Home Address 1 Home Address 2

Home City Home State

Home Zip Home Country

Work Phone

Home Phone Primary E-Mail

EEO Job Category Standard Options: 1, 1.1, 1.2, 2, 3, 4, 5, 6, 7, 8, 9

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 Standard Options: Hourly, Salaried

Options can be customized per company in HR-Positions

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Title Standard Options: Hourly, Salaried. Field = Title

Options can be customized per company in HR-Positions

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 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 TPA_Excl_Earns Excluded Fringe TPA_Excl_Fringe

Excluded Other 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

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Benefits Column Dettype Code Group Name

Total Loan Payments “401k Loan”

Loan 1 “401k Loan” Loan 2 “401k Loan”

Loan 3 “401k Loan” Loan 4 “401k Loan”

Loan 5 “401k Loan” Employer Match “MemoERMatch” TPA_ER_Match

Safe Harbor Match TPA_Safe_Harbor Qualified Matching Contribution

TPA_Qual_Match

Safe Harbor Non-Elective TPA_SH_NonElec Qualified Non-Elective Contrib TPA_QNEC

Profit Sharing TPA_ProfitShr Money Purchase TPA_MoneyPrch

Rollover TPA_Rollover Rollover Roth TPA_Rollover_Roth

Plan ID Employee Plan ID Setup on the HR Benefits Screen