Setting Employer Details

Use the Employer Details panel to create new employer IDs and add basic employer information, or to edit information for an existing Employer ID.

Setup Procedure

To configure employer details:

1. Click Back Office.
2. From Employer|Change, select Employer Details.
3. Change these fields as required.

Field

Description

Employer

To create or edit an employer, enter an employer ID. IDs must be an integer up to 6 digits long.

For ASO clients, this ID is the same as the client ID.

Employer Name

Name that displays in PrismHR.

Employer Print Name

Name that displays on checks and reports.

Federal EIN

Federal Employee Identification Number issued to employers by the IRS, in one of the following formats:

##-####### (two numbers, dash, seven numbers) or ######### (nine numbers).

Address, City, State, ZIp Code, Zip Extension, Telephone

Enter the employer's basic contact information.

Obsolete

Select this option if the employer is no longer active.

If there are payrolls that still exist for this employer, a message displays during calculation that indicates the employer is discontinued.

G/L Company Number

Prefix to the general ledger account number.

Note:  PrismHR accounting files put the company number before the account number. QuickBooks and PeachTree cannot process the numbers, so the system removes the company number when it builds files for those programs. You can use the G/L Company Number to group data for accounting purposes, such as for an ASO.

G/L Cost Center

General ledger cost center, if any.

G/L Sub-Cost Center

General ledger sub-cost center. Use this field for generating G/L accounts, if any.

New York City Public Entity

Select this option if the employer is a public entity in New York City.

This enables special Section 125 handling for New York City public employee health deductions, because New York State does not allow those plans to be deducted pre-tax.

ESS URL Employer Override

ESS override URL for this employer.

EP URL Employer Override

Employee Portal (EP) override URL for this employer.

Prism URL Employer Override

PrismHR URL for this employer.

Federal Deposit Method

Federal deposit method in use. Options include:

  • MasterTax - Select to include tax data on the MasterTax PTS file. Then, enter the MasterTax Employer ID and the EFTPS PIN code.
  • Other - Select if tax data on the MasterTax PTS file is not required.

These fields only display if the SBEA feature set is enabled. Contact your system administrator or consult the SBEA User Guide for more information.

Certified PEO

This field and the following three fields apply to the SBEA features.

Select if the employer is certified by the IRS as a PEO according to the provisions of the SBEA.

Certified Start Date

Date when the SBEA certification went into effect.

Certified End Date

Date when the SBEA certification expires.

Limit Testing on Employer Register

When the Certified PEO functionality is enabled, select this field if you want to build client entity registers, but test for federal taxes at the employer level.

Select this option if you need to set the Certified PEO flag mid-year. It enables you to produce Schedule R Reports without interfering with payroll and tax processing.

PTM Identifier Number

Enter the PTM Identifier Number of the employer here. This field is optional and supports alpha numeric characters.

• The PTM Identifier Number field must be set at the system level on the Miscellaneous Global Parameters form, so that the PTM Identifier Number field is available on the Employer Details form here.
• If no PTM Identifier Number is set at the system level on the Miscellaneous Global Parameters form, then no PTM Identifier Number will display on the files.
• If an employer PTM Identifier Number on the Employer Details form exists for an employer and the same or a different PTM Identifier Number is set at the system level on the Miscellaneous Global Parameters form, then the employer PTM Identifier Number will override the system level PTM Identifier Number. Then:
• The employer PTM Identifier Number on the Employer Details form will appear on all PTM reports including the Daily Tax Export (including PTM Agency export), the Monthly Tax Export and the Quarterly Tax Export reports.
• If an employer PTM Identifier Number does not exist on the Employer Details form, but a system level PTM Identifier Number exists on the Miscellaneous Global Parameters form, then the system level PTM Identifier Number on the Miscellaneous Global Parameters form will appear on all PTM reports like the Daily Tax Export (including PTM Agency export), the Monthly Tax Export and the Quarterly Tax Export reports.

Tax Contact Name

Contact for quarterly reporting.

Tax Contact Title

Company contact title

Tax Contact Phone

Phone number, and extension if applicable.

Tax Contact Email

Contact email address.

Suppress W2 Printing

Prevents Form W-2 printing for an employer. Select if the employer processes W-2s on a different system.

Exclude from BLS 3020

Excludes this employer from the BLS 3020 Multiple Worksite Report.
4. Click Save.

Note about deleting employers

Note: If you try to delete an employer who has active employees or employees on leave, the following confirmation message displays:

Do the following if this message displays:

• Click Yes to permanently delete the employer record. The Employer Details form clears.
• Click No to close the message and return to the form. The employer data remains on the form.