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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.
- Visit the Payroll Provider Registrations page and complete the forms there.
- Call InsurePay at 866.951.5469.
Client enrollment procedure
If your clients want to use the InsurePay service, use the following steps.
- Your client must obtain an insurance policy with one of InsurePay's partner insurance carriers.
- The insurance carrier will send the client's policy holder information to InsurePay.
- Your client will then receive an email invitation to register with InsurePay.
- 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.
- SelectActions,Process Workers' Compensation Files, thenInsurePayto open theProcess InsurePay Filesscreen.
- SelectRetrieve.note
- Verify which consent files were retrieved by selectingManage InsurePay Filesthen theConsenttab.
- If you're unable to retrieve a consent file, verify that the client's Payroll Name (including punctuation), client EIN, and Firm ID match what has been included in the consent file.
- Once you've retrieved consent files for clients, information is automatically entered atSetup,ClientsthenWorkers' Compensationtab 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.Internal use only
If you're unable to retrieve a consent file and have verified that the Payroll Name, Client EIN, and Firm ID match what is entered in ACS (on the
Clients
screen), find the consent file on CS Connect
and delete the file. Ask the customer to try retrieving again. If still not working, direct the customer to contact InsurePay to see if they have the correct information.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.
- SelectSetup,Clients, then theWorkers' Compensationtab.
- 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.
note
For monopolistic states:
If a client has multiple locations, one of which is in a monopolistic state, the application will create InsurePay files only for the states that are supported. When checks are entered for the monopolistic states the application will treat them as though InsurePay wasn't set up on the client.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.
- SelectSetupthenPayroll Items.
- If you are adding new payroll items for the client, follow theCreating and adding payroll items for your clientprocedure.
- For existing (and new) payroll items, select the item and select theWorkers' Compensation tab.
- Enter the wage type information.
- SelectEnterto 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.
- SelectSetupthenAccruable Benefits.
- If you are adding new accruable benefits for the client, follow theSetting up accruable benefitsprocedure.
- For existing (and new) accruable benefits, select the item and select theWorkers' Compensation tab.
- Enter the wage type information. The wage types available from the dropdown lists will depend on information contained in the client's consent file.
- SelectEnterto 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
- SelectSetup,Employees, then theWorkers' Compensationtab.
- 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.
- SelectEnterto 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.
- SelectSetup,Employees, then thePayroll Itemstab.
- For existing employees with payroll items previously set up, select the ellipsis button near each payroll item to open theEmployee Payroll Item Settingswindow.
- In theEmployee Payroll Item Settingswindow, 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.
note
Payroll checks can't be saved for employees of InsurePay clients unless all information needed to create the InsurePay file has been set up. When you're saving payroll checks for employees, the application will provide an error message informing you if information is missing for any employees.
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
- SelectActions,Process Workers' Compensation Files, thenProcess InsurePay Files.
- Select theSetuptab 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 selectingProcess Files.
- Select thePayrolltab, mark the checkboxes for all payroll files you want to process, then selectProcess 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 thePayroll Automationtab of theSetup,Firm Information, thenFirmscreen.
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.
- SelectActions,Process Workers' Compensation Files, thenProcess InsurePay Files.
- Select thePayrolltab thenCreate Back Payroll Files.noteCreate Back Payroll Filesis enabled only after the setup file has been sent and the 1st payroll file has been generated.
- In theCreate Back Payroll Fileswindow, 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.
- SelectCreateto create InsurePay files for the client.noteThe application will create back payroll files only if the Period Begin date, Period End date, and Payroll Check date are all within the active consent file date range.
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.