Set up WorkforceHub powered by Swipeclock integration

Before you begin

Set up your firm in Accounting CS for WorkforceHub

Select
Setup
,
Firm Information
,
Firm
, then the
Integrations
tab.
In the Swipeclock Integration section, complete the
Accountant ID
and
Accountant secret
fields using the information provided to you by Swipeclock.
note
WorkforceHub integrations can't be activated on any client (via the Swipeclock combo box on the
Payroll Information
tab of the
Clients
screen) until the credentials have been entered here.
Select
Enter
to save your changes.

Set up clients in WorkforceHub

From the Provider Portal, select a company to access its
Dashboard
.
Select
Company Info
from the left menu. On the Company Information page, enter the Accounting CS Client ID as the
Company Code
then select
Save
.

From the Provider Portal, select
Timekeeping
from the left menu, then select
Advanced Configuration
.
Select
ACCESS TWP PORTAL
. This will take you to the
Processing Rules
tab in the TimeWorksPlus portal.
Select
Pay period settings
.
Go to the Search Results section and select the
PayPeriods
rule.
Add a new definition with the necessary period begin and end dates.

From the Provider Portal, select
Timekeeping
from the left menu, then select
Time Policies
, then
Punch Categories
.
In the Punch Categories grid, enter or review the categories that this client's employees can use for their time entries.

From the Provider Portal, select
Timekeeping
from the left menu, then select 
Advanced Configuration
.
Select
ACCESS TWP PORTAL
. This will take you to the
Processing Rules
tab in the TimeWorksPlus portal.
Select
Settings
,
Processing Rules
, and then
Accruals
.
Select the
AccrueUpScript
rule.
Enter the accrual category descriptions that are subject to accruals in the
list of categories
section.
Select the
AccrueDownScript
rule and implement a script for each accrual category.
Select
Save
.

From the Provider Portal, select
Timekeeping
from the left menu, then select
Advanced Configuration
.
Select
ACCESS TWP PORTAL
. This will take you to the
Processing Rules
tab in the TimeWorksPlus portal.
Select
Processing
.
Select the
PayCodeTranslation
rule in the search results.
Map your WorkforceHub punch categories and accruable benefits to the pay items and accruable benefits in Accounting CS.  These are case-sensitive and need to match exactly what's in Accounting CS.
tip
Use the on-screen instructions for help with syntax.

Turn on integration for the client in Accounting CS

Select
Setup
, then
Clients
.
Select an existing client and then
Edit
or select
Add
for a new client.
Go to the Payroll Information tab.
In the
Swipeclock
field, select either
WorkforceHub (Advanced)
or
WorkforceHub (Plus)
. If you're not sure what to choose, contact Swipeclock.
Select the ellipsis for the
Swipeclock
field.
Leave the
WorkforceHub Site ID
field blank. It will be filled in after you save the client.
The
File format name
defaults to
csxml5
. If you need to use a different file type, contact Swipeclock support.
Mark the
Import time clock files only
checkbox if you don't want to transfer employee setup information to WorkforceHub.
Select
OK
.
Select the ellipsis for the
Payroll Schedules
field.
Select a payroll schedule and then
Edit
.
Select
Import
for the
Time Entry Method
.
In the
Source
field, select
Swipeclock
.
Make sure the period begin and end dates for the payroll schedule match the pay period dates in WorkforceHub.
Select
Enter
, and then
Done
.
If you want to send Form 1095-C and/or W-2 to employee WorkforceHub portals, go to the Payroll Taxes tab and set the filing method to
WorkforceHub
for the Employee Copy of the form.
If you want to send Form 1099-NEC to employee WorkforceHub portals, go to the 1099 Forms tab and mark the
Send 1099 to WorkforceHub
checkbox.
Select
Enter
to save your changes to the client.
note
If you get a message that says
The selected option does not match the existing client in Swipeclock. Please select the correct option.
, go back to the Payroll Information tab and review the
Swipeclock
field. If you're not sure what to select in this field, contact Swipeclock support.

Set up employees for clients using WorkforceHub (Advanced)

Select
Setup
, then
Employees
.
Set up employees as you typically would.
note
The Employee ID is the unique identifier that's used to match up the employee records between systems. If you change or re-use an employee ID, data could be associated with the wrong employee or cause a duplicate employee record in WorkforceHub. If the employee already exists in WorkforceHub, make sure you use the same ID in Accounting CS.
The
Hire date
,
Birth date
,
EIN/SSN
, Home ZIP code, and Email address fields are required in order for the WorkforceHub portal to be created.
Go to the Main tab. In the
Primary payroll schedule
field, make sure the Swipeclock pay schedule is selected. If the employee uses multiple payroll schedules, you can select it in the
Alternate payroll schedule
field.
Go to the Payroll Items tab and make sure that there's at least 1 active pay item.

Set up employees for clients using WorkforceHub (Plus)

Select
Setup
, then
Employees
. Accounting CS checks for new and updated employees in WorkforceHub (Plus) and displays them for you to review and then accept or reject the changes.
note
You can apply an employee template to new WorkforceHub employees to quickly assign locations and departments, accruable benefit items, and payroll items. If you don't choose a template at this step, pay rates for new employees aren't imported.
Select
OK
when you're finished reviewing the changes.
The
Employee Address Mapping
window displays when there's a new or updated address for employees. Validate the addresses to import state and federal W-4 information, and then select
OK
.
For each new employee, review their personal and contact information, payroll schedule, location and department, accruable benefits, payroll items (including pay rates), and direct deposit information.

Process payroll checks

Select
Actions
, then
Enter Batch Payroll Checks
.
Select the
Payroll schedule
. The
Time Clock Entry Import
window opens after Accounting CS retrieves the data from WorkforceHub for the current pay period.
Review the data on each of the tabs, and then select
Continue
to import the data.
Process the payroll checks as you typically would.
note
New payroll and accruable benefit items should be added in Accounting CS, and then mapped to WorkforceHub punch categories.
Deduction items and their data can't be imported to Accounting CS, but Accounting CS will calculate the deductions on payroll checks after the time entry data is imported. You can make manual adjustments as normal.
When you print payroll checks, the check stubs are sent to the employee's WorkforceHub portal.