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Set up employees and payroll items

InsurePay overview

For live payroll processing only
Thomson Reuters has developed a preferred-partner relationship with InsurePay to accommodate your need for pay-as-you-go workers' compensation insurance for your live payroll processing clients.
InsurePay validates and maintains workers' compensation business- and employee-level class codes, calculates the premiums based on actual payroll information, and draws the calculated premium directly from the client's account.
This overview walks you through the procedures necessary to enroll in the InsurePay service, to set up an InsurePay client in the application, to process the client's payroll using InsurePay with the application, and to transmit the files to InsurePay.

Firm enrollment procedure

You can enroll your firm in 1 of 2 ways.
  1. Visit the Payroll Provider Registrations page and complete the forms there.
  2. Call InsurePay at 866.951.5469.

Client enrollment procedure

If your clients want to use the InsurePay service, use the following steps.
  1. Your client must obtain an insurance policy with one of InsurePay's partner insurance carriers.
  2. The insurance carrier will send the client's policy holder information to InsurePay.
  3. Your client will then receive an email invitation to register with InsurePay.
  4. When the client registers, they must select your company from the list of approved payroll providers.

Firm setup procedures

Retrieving consent files:
Once the client has accepted the InsurePay insurance proposal for workers' compensation and has completed the registration process, you will receive the consent file for that client from InsurePay. The consent file enables you to complete the client setup steps, as described later in this overview.
  1. Select
    Actions
    ,
    Process Workers' Compensation Files
    , then
    InsurePay
     to open the
    Process InsurePay Files
     screen.
  2. Select
    Retrieve
    .
  3. Once you've retrieved consent files for clients, information is automatically entered at
    Setup
    ,
    Clients
     then
    Workers' Compensation
     tab and InsurePay fields become active, letting you continue setting up the client to create InsurePay files.
Set up task automation for third-party Workers' Compensation files (optional)
You can select to automatically retrieve InsurePay consent files and/or to automatically process and transmit InsurePay files at the time specified in the Payroll Automation tab of the
Setup
, 
Firm Information
, then
Firm
 screen.

Client setup procedures

Set up workers' compensation codes for the client
After consent files are retrieved for a client, workers' compensation codes assigned by InsurePay become the only codes available to select for the client.
  1. Select
    Setup
    ,
    Clients
    , then the
    Workers' Compensation
     tab.
  2. Select the states and codes for this client. The codes you select here will determine the codes available for the client' employees. Any codes that have already been selected for the client that aren't in the consent file will become inactive.
Set up payroll items for the client
All payroll items that are to be used in InsurePay payroll files for the client must be defined with an InsurePay type and must have the appropriate class information selected. For existing clients, modify the payroll items as needed. For new clients, add payroll items as needed. Setting the wage type and class information at the client level will set that information by default for all new employees. You will still need to set up the information for any employees that were already set up in the application prior to the InsurePay information being added to a pay item.
  1. Select
    Setup
     then
    Payroll Items
    .
  2. If you are adding new payroll items for the client, follow the
    Creating and adding payroll items for your client
     procedure.
  3. For existing (and new) payroll items, select the item and select the
    Workers' Compensation tab
    .
  4. Enter the wage type information.
  5. Select
    Enter
     to save the payroll item information.
Set up accruable benefits for the client
All accruable benefits that are to be used in InsurePay payroll files for the client must be defined with an InsurePay type and must have the appropriate class information selected. For existing clients, modify the accruable benefit items as needed. For new clients, add accruable benefit items as needed.
  1. Select
    Setup
     then
    Accruable Benefits
    .
  2. If you are adding new accruable benefits for the client, follow the
    Setting up accruable benefits
     procedure.
  3. For existing (and new) accruable benefits, select the item and select the
    Workers' Compensation tab
    .
  4. Enter the wage type information. The wage types available from the dropdown lists will depend on information contained in the client's consent file.
  5. Select
    Enter
     to save the accruable benefit information.

Employee setup procedures

Wages for any employee that is specified as an Officer in the Personal tab of the
Employees
 screen are automatically excluded from Workers' Compensation calculations. To include the officer in premium calculations, clear the
Exempt
 checkbox on the Workers' Compensation tab for the appropriate code.
Set up workers' compensation codes for the employee
  1. Select
    Setup
    ,
    Employees
    , then the
    Workers' Compensation
     tab.
  2. Add or modify the employee's Workers' Compensation codes. The codes available for selection are based on those available at the client-level and must match the codes specified in the client's InsurePay consent file.
  3. Select
    Enter
     to save the information.
Set up payroll items for the employee
All payroll items that are to be used in InsurePay payroll files for the employee must be defined with an InsurePay type and must have the appropriate class information selected. For existing employees, modify the payroll items as needed. For new employees, add payroll items as needed.
  1. Select
    Setup
    ,
    Employees
    , then the
    Payroll Items
     tab.
  2. For existing employees with payroll items previously set up, select the ellipsis button near each payroll item to open the
    Employee Payroll Item Settings
     window.
  3. In the
    Employee Payroll Item Settings
     window, select the Workers' Compensation tab and, for existing employees, select the wage type and class information for the payroll items. Payroll item information for new employees will automatically default to the information set at the client level.

Enter payroll checks

When all client and employee information has been completed, enter payroll checks as usual. For handwritten (manual) checks, the file is created when the check is saved.

Print payroll checks

Print payroll checks as usual. When checks are successfully printed, the InsurePay payroll file is queued in the
Process InsurePay Files
 screen. If you've selected to use task automation for your InsurePay files, the payroll files are processed and sent to InsurePay at the time specified in the Payroll Automation tab of the
Firm Information
 then
Firm
 screen.

Process InsurePay files

  1. Select
    Actions
    ,
    Process Workers' Compensation Files
    , then
    Process InsurePay Files
    .
  2. Select the
    Setup
     tab to be sure that all clients with consent files have transmitted setup files. Setup files must be sent before payroll files can be processed for the first time for the client. Process any setup files as needed by selecting the clients then selecting
    Process Files
    .
  3. Select the
    Payroll
     tab, mark the checkboxes for all payroll files you want to process, then select
    Process Files
    . If you've selected to use task automation for your InsurePay files, the payroll files are processed and sent to InsurePay at the time specified in the
    Payroll Automation
     tab of the
    Setup
    ,
    Firm Information
    , then
    Firm
     screen.

Create back payroll files

You may need to create back payroll files if you signed up to use InsurePay and performed a payroll run prior to retrieving the consent file.
  1. Select
    Actions
    ,
    Process Workers' Compensation Files
    , then
    Process InsurePay Files
    .
  2. Select the
    Payroll
     tab then
    Create Back Payroll Files
    .
  3. In the
    Create Back Payroll Files
     window, select the client name and the date after which you want to check for payrolls that have not yet been processed in an InsurePay file.
  4. Select
    Create
     to create InsurePay files for the client.

Manage InsurePay files

When your InsurePay files have been processed, they become available in the
Manage Workers' Compensation Files
 screen, where you can review or recreate payroll and setup files and view consent files and acknowledgements for transmitted files.

This article applies to:

  • Product: Accounting CS
  • Subject: Payroll checks, Setup
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