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Set up employees and payroll items

Set up XactPAY

Retrieve consent files

After the client has accepted The Hartford's insurance proposal for workers' compensation and XactPAY, you'll receive the XactPAY consent file for the client from The Hartford.
  1. Select
    Actions
    ,
    Process Workers' Compensation Files
    , and then
    XactPAY
    .
  2. Select
    Retrieve
    .
    note
    • Select
      Manage XactPay Files
       and then go to the
      Consent
       tab to see which consent files you've already retrieved.
    • If you're not able to retrieve a consent file, make sure that the client's payroll name (including punctuation), EIN, and your firm ID match what's in the consent file.
  3. The application automatically enters information from the consent file in the
    Workers' Compensation
     tab on the Clients screen.
tip
The program can automatically retrieve and transmit files to and from The Hartford.
  1. Select
    Setup
    ,
    Firm Information
    , and then
    Firm
    .
  2. On the
    Payroll Automation
     tab, mark the
    Automatically retrieve consent files
     checkbox and/or the
    Automatically process and transmit files
     checkbox.
  3. Select the time of day to perform the automation. Note that the application won't perform this action if it's closed. The Hartford treats multiple transmissions in a single day as duplicates.
  4. Select
    Enter
     to save your changes.

Set up payroll items

All payroll items (pay items and employer contributions) for the client need to have an XactPAY type, even if they're generally excluded from workers' compensation subject wages.
  1. Select
    Setup
     then
    Payroll Items
    .
  2. Add a new or edit an existing payroll item.
  3. On the
    Workers' Compensation
     tab, enter the wage type information.
  4. Select
    Enter
     to save your changes.
  5. Select
    Setup
     then
    Accruable Benefits
     and repeat these steps.
    note
    When using accruable benefits with salaried employees, use a
    Salary - Hours sensitive
     calculation instead of a
    Salary amount
     calculation to track and report accruable benefit amounts accurately.

Set up employees

  1. Select
    Setup
     then
    Employees
    .
  2. On the
    Payroll Items
     tab, select the ellipsis button for the payroll item.
  3. Select the
    Workers' Compensation
     tab and select the wage type (if different from what you set up at the client level).
  4. If the employee has multiple job classifications, use the
    Multi-Class Identifier
     field to indicate that the selected pay item has a different class code than other pay items for the employee. You can enter up to 11 digits, which will be added to the employee's SSN and 2 digit state code to create a new employee record in your XactPAY files.
    note
    For example, employee Joe Smith has multiple pay items: Clerical, Manufacturing, and Construction.
    • For the Clerical pay item, leave the
      Multi-Class Identifier
       field blank.
    • For the Manufacturing pay item, enter a 1 in the
      Multi-Class Identifier
       field.
    • For the Construction pay item, enter a 2 in the
      Multi-Class Identifier
       field.
    The payroll files created for XactPAY will contain 3 records for Joe Smith, and they'll appear to have 3 different SSNs. The Hartford will contact you to confirm which SSN belongs to which job so they can attribute the correct amount of wages to the corresponding class codes.

This article applies to:

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

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