New Client Wizard Part 2

1. Open Client Profile

    

   Pull up the company by typing in the Client Code.
   

   

    

    
2.  Review Legal Company
    

   Navigate to Legal Company and Check each tab for accuracy.
   
   

   

   Legal  Review: Verify Sales Tax.  It can be removed if it is a church, or anyone exempt from paying sales tax

   Addresses  Verify Address matched the legal address.

   Filing Type

   Bank Accounts

   
   

   Refer to the HubSpot Ticket under HR Butler Assigned Personnel

   Account Reps
   

   Benefits Manager: If applicable  Tax Specialist: Ryan Dunn Worker's Compensation: Choose BWC or Alloy depending on their service.

   Legal Status

   Contacts Skip

    

    
3.  Review Legal Services
    

   Change Start Date to the 1st of the month.
   

   

    

    
4.  Legal Service History
    

    

   

    

    

   

    

    

   

    

   
   

   Start date will be the Beginning of the Quarter.

    

   

    

    

   Isolved Return only: N/A

    

    
5.  Legal Miscellaneous Fields
    

   Locate the Company Structure in HubSpot
   

    

    
6.  Pay Group
    

   Navigate back to Pay Group > Check Options Tab > Update Third Party Check Options
   
   

   

   
   

   

    

    
7.  Create Client Email Template
    

   Navigate back to Client Management > Client Email Templates
   

   

   
   

   

   
   1. Copy and paste into body of email 1st. Do this before creating the Email Type, Email Subject, From Name.
   
   

   Hello {EE Name}, Your pay stub for {Pay Date} is now available to view in the Employee Self Service Portal. Employee Self Service Portal: hrbutler.myisolved.com You can access the mobile version by going to hrbutler.myisolved.com/cloudservice.

   2. Create the Template Info.
   

   

    

   

   
   Navigate back to Pay Group > Email Alert
   
   

   

   
   Navigate back to Pay Group > Email Alert
   
   

   

   

    

    
8.  Review Payroll Run Schedule
    

   Navigate to the Payroll Run Schedule > Review Payroll Schedule  
   

   

   
   Verify that the dates set up on this screen are accurate based on the clients pay period dates and check dates.
   

   

    

    
9.  Schedule Report Option
    

   
   

   • Checks

   • Delivery Page 

   • Packing List

   • Payroll Summary

   • 3rd Party Checks

   •  Vouchers 

   • Wrap Instructions

    

   

   If client is to be a print back client - you can skip this step. 

    

    
10.  Verify Bank Account 
     

    

    

    
    If Client is using a different bank account for pay groups
    Make sure both pay groups and Bank accounts are setup in the system. Verify which bank account is primary for the client 

     

     
11.  Add Additional Contacts
     

    Navigate back to Contact and enter All Additional Contacts
    

    

     

    
    Definition of isolved Contacts

     

     
12.  Add Delivery Package (Wrap Instructions)
     

    Navigate to: Client Management > Client Maintenance > Delivery Package. 
    
    

    

    1. Click on the Pencil 
    2. Click on Wrap Instructions Tab 
    3. Click the little blue plus to Add Wrap Instruction 

     

    Enter all Five Items, with Delivery Method 

     

    1. Reports - VMR
    2. Checks- Confirm with client
    3. Vouchers- VMR
    4. Third Party Checks- Confirm with processor
    5. Notes- N/A 

     

    For more detailed instruction on how to Create Wrap Instructions. Click the link below.

    
    Creating Wrap Instructions

     

     
13.  Client Notes
     

    

    
    

    

    
    

    

    

    Copy and Paste info below in Client notes. Try and fill out as much information as you have.  
    

    Input Method: Remote Payroll Funding: Reg ACH Delivery Method: VMR  Preprocess Required: NO  Withhold Courtesy Locals: Check with client  iSolved Time Keeping: NO  Onboarding: NO  Workers Comp: (Yes or No) (If Yes - OHIO BWC or Alloy)  Benefits: (No, Yes, Shopping)  401k: YES  Trust: (Yes or NO)  Live Checks Note: Best Tomorrow-Delay  Garnishment Fee/How Much: $2.00  Labor Posters: YES  _____________________________________________________________________ Special Notes: John wants us to call him at 9 am on the Tuesday of the week of payroll.  Give him the totals and liability after you enter the hours. He includes the default salary hours and regular hours as one.

     

     
14.  Auditing of Billing
     

    Client Management> Billing > Pay Group Billing

    Audit billing to ensure all billing items match quote. Including One-time Tax Set up Fees Etc. Additional billing items can be added now for future start dates. HRB does start billing until services are built and ready for client use. HR Complete and ACA are the exception.

    Pay Group Billing If client has multiple pay groups and base billing for anything they will need pay group billing set up.

    Verify locals and uncheck the override tier rates.
    
    

     

     
15.  Updating all Earnings Code
     
    Update Earning Codes
    Hourly Regular to Regular
    Overtime Flat to Overtime 
    Salary must be entered under Regular and Edit name to Salary

     

     
16.  Tax Maintenace 
     

    Client Management > Taxes > Tax Maintenance 
    

    • Verify Federal and State are correct.  
    • Change date for Isolved Tax to the first of the month of the current quarter.

    
    If any work locations were added, make sure all city and school district are appropriately updated.  

     

     
17.  Add Additional Work Locations
     

    Navigate to the Addresses 
    

    

     

    

    
    To Add Additional Work Location. You must first put the address thru the tax finder.  This includes the work location that gets added during the building of the shell based off of the addresses we enter.
    The Finder | Department of Taxation (ohio.gov) 
    
    

    

    

    

    
    School District
    

    

    

    

    • Address- Typically, Primary. If different utilize drop down to create new address if required.
    • Tax Location Code - Geocode populated by iSolved
    • Description- Typically City State of the location (if multiple locations in same city bemore specific)
    • District-
    • SchoolDistrict -
    • LocationID - Utilized in reports/imports Create based on Description (ex. Columbus, OH- COH01)
    • MinimumWage Rule - By state utilize drop down
    • TimeZone - Physical location time zone
    • WorksiteReporting Unit -
    • IncludeWorksite for Tax Filing Check Box -
    • PAOverride Tax Code -

    
    

    

     

     
18.  Update task in HubSpot 
     

    1. Click the 

    

     to check of the Build Shell Task in HubSpot