Navigate to HubSpot and Update the Status to: Building the Shell - This is only updated if the Hubspot ticket has been set to Assigned IS and PM. Tickets | All tickets (hubspot.com)
Start New Client Wizard
1. To build a new group > Navigate to Conversion Management in Isolved > New Client Wizard.
Create the Template
Template Selection - Choose the service the client will be need based on the Implementation paperwork, Sales Proposal, or HubSpot ticket where the services purchased is listed on the left hand side of the ticket.
Refer to IRS Document or the ACH Authorization form within the Implementation Paperwork Packet in SharePoint. Enter it exactly as it shows on the document.
Legal Company Name: The Company name that appears on All Tax Filings Documents.
DBA Name: If Company goes by a name other than Legal Name
Federal ID: The Nine-digit FEIN Assigned by the IRS. Do not type the dashes, they will prefill.
Filing Type: Defaults to Form 941 - However if the IRS document is available verify if it is a form 941, 944, or 943.
Employer Type: None Apply
Time Zone: Enter this whenever possible, this is Time Zone for the clients Main Physical Address.
FIRST PAY OF FISCAL YEAR
Can be used as an override for benefit plans accrual policies Otherwise,SKIP
COMPANY ADDRESS
Found on IRS Document and the phone number can be found in the survey tied to the HubSpot ticket under Past Feedback on the right hand side of the ticket.
GENERAL CONTACT INFO
The Wizard only allows you to enter one contact at this point. The contact information will be found under hrbutler.sharepoint.com/current client folder Implementation Paperwork or within the Survey tied to the HubSpot ticket.
PHONE NUMBERS
TYPE OF CONTACT
If the contact is an owner , they may not be the primary contact for payroll, so you will want to select Account Signer. To view the definitions for Contacts see below.
The Primary Contact defaults for Type Of Contact should always be
Bank return
Billing
Contract Signer
Payroll
Primary
Tax Filing
1096 - N/A
Bank Return - Contact if we receive an NSF or EE Bank Return
Billing - HRB Billing question
Certified Payroll Signer - Show up on Certified payroll reports (prevailing wage, government contracts/unions)
Contract Signer - Person who is authorized to sign future contracts/current
Equifax TWN
HR - HR Related questions
HR / PR - Human resources/Public relations questions
Include on Timesheet - Name to appear on Timesheet
isolved Engage Admin - Solved University administrator
Other - N/A
Payroll - Payroll Contact for any payroll related questions
Primary - Main Contact
Show On Client Summary - Name will display on Client Summary
Show On Employee Landing Page -
Tax Filing - Able to see Tax returns or receive Tax Notices.
W3 - Gives access puts name on W3 (Employer Copies of W2’s)
WOTC - Contact for Work Opportunity Tax Credit
Add Work Location
Primary Address: Will default to legal address.
Tax Location Code: Will auto populate based on zip code.
Description: Will auto populate based on Tax Code
Location ID: (Primary)
Time Zone: Enter whenever possible, specific to the Primary Address
Add additional information, if necessary.
Tax Maintenance
Tax Type: Federal
Federal ID: Can be found on form: IRS Doc
Insert Example of IRS Doc
Tax Maintenace Screen
Please note: (Federal WH, FUTA ER, MED EE, MED ER, SOC SEC EE, SOC ER = Client Federal EIN IN Number).
Please note the Payment Frequency + Payment Method.
Tax Type: State (SUI ER)
Can be found on form: Ohio Dept of Job
Tax Type: State (State WH)
Can be found on State Form: Example: Ohio Dept of Job
Isolved Tax Maintenace Screen, please note the Payment Frequency + Payment Method.
Tax Type: CITY
State Example OH - ADA
Change effective date to (1/1 = current tax year)
Exemptions
Most Churches are FUTA/SUI Exempt, along with some schools and townships.
Some township employees are Social Security Exempt, as well.
Isolved Tax Maintenace Screen, please note the Payment Frequency + Payment Method.
Voluntary Taxes
SKIP
Select Service Package
Choose the Service Package based on the Payroll, Time, HCM Proposal Paperwork located in the hrbutler.sharepoint.com/ Client folder Sales Folder - Payroll, Time, HCM, Proposal Paperwork located in SharePoint in the Sales Folder.
Service Packages Explanations:
Base Payroll - (Payroll Only)
Payroll and BWC - (Payroll + Workers Compensation)
Navigate to Sharepoint - Client Center Department - Search Client - Client folder - We require a voided check or bank letter that supplies us with the routing and bank account numbers.
Clink on the link below for an explanation on how to read a check.
For starting checks use 1000.
If the number in the paperwork is in the hundreds use 10000
Adding a Signature to a Check
To locate the signature navigate to SharePoint - Client Center Department - Search Client - Client folder - Signature Digitized form. Follow the steps below to upload the signature.
Open the signature in Paint
Select to remove the background from the signature
Save to your computer
Click the upload button by the signature field
Select the signature document and click on Open
For instruction on how to add a signature to a check click the link below.
Make sure to add the Regular earning in the Additional Earnings box.
Pay Rates
(Skip)
Pay Group Information
Locating the Pay Group Information in HubSpot
For Pay Group Information refer to HubSpot - Implementation - New Group (Select Group) Navigate to the left hand side of the screen and you will locate About This Ticket. Scroll down until you locate Funding. You can also find this information within the Survey tied to the HubSpot ticket.
PAY GROUP INFORMATION
Name: Pay Frequency Method: (Weekly, Bi-Weekly, Semi-Monthly, Monthly) Input Method: Default is always Process (No Submit) Processor: Implementation Specialist Payroll Type: Default Regular Payroll Pay Frequency: (Weekly 52, Bi-Weekly 26, Semi Monthly 24, Monthly 12, Monthly) Standard Hours: Based on your answer for Frequency (will auto populate). Uncheck Enable Isolved Time if the Client did not get time.
PAY DATE OPTIONS
These are different for each client and should closely follow the information provided on the paperwork.
Day Of Week: What day are they getting paid? Holiday Rule: Based on Client preference. This information can be located ?????
RUN DATE OPTIONS
Refer the Funding Method in HubSpot to determine the run date (days from pay).
3 Day (Reg ACH) - Most Common (2 days from check date, by 3:00pm)
4 Day - (4 days from check date - by NOON)
5 Day- Typically for New Clients, with no prior payroll. (5 days from check date, by 3:00pm)
Traditional&Reversal Wire/aka: Drawdown- (2 days from check date, by 3:00pm)
IMPOUND DATE
Automatically fills in. Do not touch.
PERIOD END DATE OPTIONS
Follow paperwork. Use Same As, for the period ending on pay date. Before if the period ending is prior to pay date.
CREATE SCHEDULE OPTION
First Check Date: Don't forget to enter this so the schedule populates correctly.
Bank Account for Checks
Check Format: Standard Pressure Seal
Check Sort 1: Auto Populate (Employee Name)
Check Print Option: Print, Stuff & Seal
Vouchers Print: Don't Print (Unless requested)
Tip Credit Option: Do not display.
Prorated Pay Types
Salary is typically Prorated and is Setup Monday-Friday. Work week - select drop down, Weekdays only. However, check with the client on the call to confirm and discuss any special circumstances they may have.
If a Pay Type is selected, the employes salary will be prorated based on their work week:
For employees that are Newly hired, or terminated mid pay period, their salary will be prorated for the actual days worked.
For employees with a pay increase or decreased mid pay period, their salary will be prorated to pay days worked at the prior rate and days worked at the current rate. If they have absence records, the absence date will determine if the absence is paid at the prior rate or current rate.
For any Pay type selected, if any an earning references the "Hourly Rate", the hourly rate used will be determined by the date of the hours transaction. If there is no date for the hours transaction, the hourly rate from the employee's current salary recorded will be used.
Billing Items
Billing Items contain prepopulated items for each pay frequency.
Delete the options that are not the clients pay frequency schedule.
Unless you know that the client will be calling in or emailing the payroll. Delete the Call In/Email/Fax Submission Fee.
If BWC Service has been selected. Delete the options that are not the clients pay frequency schedule or Remove All BWC Frequencies, if not applicable.
Anything that has a Flat amount is billing per the pay frequency. Anything with a unit price will calculate based on the unit used in payroll. Do not remove.
Use the Add Icon to add Additional Billing Items
** If Client has more than one pay group, you will need to set up base pay under pay Group billing**
Delivery Package
Choose based on client preference from enrollment (Remote = Green Electronic)
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Tax Type: State
Tax Type: State
Clink on the link below for an explanation on how to read a check.
Check Sort 1: Auto Populate (Employee Name)Check Print Option: Print, Stuff & SealVouchers Print: Don't Print (Unless requested)Tip Credit Option: Do not display.
