Release Notes R_202601

When you select HSA Contribution in the Plan Class field on the Benefit Plan Setup form, then the Use Benefit Groups field is enabled. Additionally, under the Company HSA Contribution section a new drop-down option named Dollar Match has been added to the Contribution Calculation Method field.

When you select the Dollar Match drop-down option, the Contribution Applies To fields defaults to a read-only Contributing Employees Only option.

Additionally, the conditional section displays with the header name HSA Dollar Match Contribution with a Maximum Contribution Amount field that you can edit.

On the Benefit Plan Setup form, when you set an HSA benefit plan with Company HSA Contribution setup for All HDHP Employees and the Employee is enrolled in an HDHP medical plan, then on the Employee Flexible Spending Accounts form, when you click Audit under the Actions menu, new Flex Spending Account record is created and is also tracked in the audit log.

Selecting the Pre-tax Catchup to ROTH Catchup after 402(g) limit option for the Deemed ROTH field on the Retirement Plans form signifies that Pretax catchup may be taken to the point when the 402G limit is met. Any further catchup must be taken as a ROTH catchup contribution.

For example, if an employee is an Highly Paid Employee (HPE) for prior year, then pretax contributions must be limited to $23,500 with any remaining Catchup contributions taken as ROTH Catchup for the following year.

WSP-3029

Changes to the Retirement Plans form

After selecting a retirement Plan ID, when you navigate to the Deduction/Bill Code Overrides section, the checkbox for Prohibit Deductions is now selectable for the Employee Loan Deduction Code row.

Additionally, when the Employee Loan Deduction Code row is checked for prohibition, then on the Employee Retirement Loans form, when you set up a retirement loan, (Prohibited) text is displayed next to the plan name in the Retirement Plan drop-down options.

Note: If a loan exists for a retirement plan with Prohibit Deductions checkbox flagged for the Employee Loan Deduction Code row, then while running a payroll, the system does not take the loan deductions.

CMP-6913

Changes to the Deduction Codes form

On this form, when you select the Deduction Type field as Voluntary, then under the Voluntary Classifications section, a new field named 403(b) Retirement appears as you can see from the screenshot below:

Now, you have a voluntary deduction type to support a 403(b) tax-sheltered annuity plan. The deduction amount will be exempt from Federal Withholding and resident State Withholding.

Previously, on the Tax Deductions form, if for a redirected tax deduction code, the Form W2 Box 14 Override field was set to Include in Box 14, but the Box 14 Description Override field was blank, then on the Update Employee W-2 Forms form, under the Federal Form W-2 section, that tax was not included in the Other grid and was not included on the employee's Form W-2.

Now, under the same circumstances, on the Update Employee W-2 Forms form, under the Federal Form W-2 section, that redirected tax code will display under the Other grid. The Description field in the grid will use the Pay Stub Name (if available), otherwise it will use the Tax Description of that redirected tax code on the Tax Deductions form and will be included on the employee's Form W-2.

EP-8578

Accessibility Enhancement for Skip to Content

A new Skip to Content button has been added for users who can only access Employee Portal via a keyboard and need a way to skip over repetitive content. The Skip to Content button is hidden by default, but pressing the tab key for the first time on a form displays the Skip to Content button. Users can click this button to skip directly to the main content section of each form and directly to the first element in that section.

The Time Off tab has undergone a redesign for both the employee's My Time Off form and the manager's My Employees Time Off tab.

The employee My Time Off tab now features an Overview tab, as well as separate tabs to view the details for each PTO plan. Current PTO requests display on the Planned tab, while past requests display on the History tab.

Employees can submit PTO requests using the Request Time Off button. This button now displays a separate window, where all the PTO information can be added directly and easily. In addition, they can use the Estimate Time Off link to access a tool to estimate the amount of PTO they will have at another time.

This design now matches the Time Off tab on the manager's My Employees form. Managers can use this form to review and send PTO requests for their employees.

EP-9694

Additional Filters for New Hire Dashboard

The New Hire Dashboard can now be filtered by the Hire Date, Start Date, and Hired By fields. Managers can use these new filters to search for specific employees more easily.

EP-9743, EP-9744

Standard Options for Gender and Pronoun Designations

The Gender Designation field and Preferred Pronoun field now feature a standard list that matches the options available in Prism. These fields are now synchronized with Prism, allowing the standard options selected to update the corresponding record. However, custom options for these fields are no longer supported.

OBE-7881

Benefit Enrollment Reminder Message Template

Service Providers can now set up a reminder message to be used for Benefits Enrollment reminders on the Message Templates form. Simply enter BEEMPLOYEEDASHBOARDREMINDER in the Message ID field to access and edit the message template for the Benefit Enrollment Employee Dashboard. When a service provider uses the Send Reminder action on the dashboard, the email message is automatically sent using this template.

OBE-9034

Suppress Benefit Calculation During Bulk Termination

Service Providers can now select an option to suppress the benefit adjustments calculation on the Terminate Benefit Plan form. Suspending this option during a bulk termination of benefit plans can increase performance and make the process more efficient.

OBE-9349

Updated I-9 Form

The most recent version of the I-9 form, edition 01/20/25 with an expiration date of 05/31/2027, is now available. This version updates the language for work authorization in Section 1 and the descriptions of certain List B documents.

This new form will be made available on 1/23/26.

OBE-9491

Preferred Pronoun for Dependent Form

Employees can now select a dependent's pronoun using the Pronoun field on the Edit Dependent form. This field displays as long as the Hide Pronoun setting is not selected on the configuration template or client override. This information uses a standard list of options from Prism, and updating the Dependent form also updates the corresponding record in Prism.

WSP-3030

Accounting

Enhancement to Unreconcile a Check Form

You can now reverse check reconciliation on a check that is in the S - Stale Dated Check status code, as this feature currently functions for checks in the R - Reconciled status code. (This feature is useful for correcting issues with inappropriately reconciled records.)

PD-17943

Client

Enhancement to Invoices Form

You can now access payroll voucher details directly on the Payroll Summary form by clicking the payroll number in the Payroll column on the Invoices form.

Note the following:

• Users whose user role is set to FULL for the Payroll Summary form can view and update payroll voucher details.

• Users whose user role is set to INQUIRY for the Payroll Summary form can only view payroll voucher details.

• Users whose user role is set to DENY for the Payroll Summary form and click a payroll number will view an error message, "User does not have access to this form."

PD-20289

Client

Enhancement to Client Details Form

The Employee Numbers Used field, which displays in the New Hire/Employee Detail Controls panel on the Control tab in the Client Details form, now displays as Employee Number Required for EP NH.

WSP-2434, WSP-2435, WSP-2436, and WSP-2438

Client

Enhancement to PTO Auto-Enrollment Rules Maintenance Form

Two new fields, Trigger Rule On and Archive existing register?, now display on the PTO Auto-Enrollment Rules Maintenance form. (You can access this form by clicking New Rule in the PTO Auto Enroll Rules form.)

These new fields do the following:

• Trigger Rule On: Select an option to determine which event triggers the re-assessment of a rule. For example, when Trigger Rule On is set to Status/Type Change, the rule triggers during an employee status/type change process and, if criteria are met, the system enrolls that employee in the indicated plan.

Note the following:

•

You cannot use a rule trigger option more than once. If you try to reuse a trigger an error message displays, "Trigger already listed for this rule." Click OK to continue. In addition, you can view existing PTO Auto-enrollment rules, but you cannot make any updates to them.

•

Using future-dated status/type changes and position changes triggers a re-evaluation of the PTO auto-enroll rules and executes the enrollment based on the employee's Status/Type Change or Position Change at the time the change takes effect.

When a PTO auto-enroll rule is configured with the Status/Type Change setting and an employee status/type change occurs, the following happens:

If the change date matches or is prior to the system date and there are no required approvals:

•

If the rule is set to archive the prior PTO Register:

•

Any existing PTO Registers that share the same class as the PTO Register assigned to the affecting rule are archived.

•

The system sends a notification about register archival to the user on the Status Type Change form.

•

The system creates a new enrollment/register for the employee's new plan.

•

If the rule is not set to archive the prior PTO Register and no PTO Class conflicts exist with the employee's existing register, the system creates a new enrollment/register for the employee's new plan.

•

If the rule is not set to archive the prior PTO Register and a PTO Class conflict exists, the system does not update the PTO Register and does not make any changes.

The system does not update the PTO Register and does not make any changes in the following scenarios:

•

If the change date matches or is prior to the system date and there are required approvals.

•

If the change date is future-dated and there are required approvals.

•

If the change date is future-dated and there are no required approvals.

Note: When multiple PTO auto-enroll rules for the same PTO class are set to trigger during the Status/Type Change process, the system evaluates and enforces the rules by Rule Number order. Therefore, if an employee meets the criteria for a rule, the evaluation of all other rules for the same PTO class stops and the process moves on to evaluate any other PTO classes represented in the PTO auto-enroll rules.

When a PTO auto-enroll rule is configured with the Position Change setting and an employee position change occurs, the following happens:

If the change date matches or is prior to the system date and there are no required approvals:

•

If the rule is set to archive the prior PTO Register:

•

Any existing PTO Registers that share the same class as the PTO Register assigned to the affecting rule are archived.

•

The system sends a notification about register archival to the user on the Position Change form.

•

The system creates a new enrollment/register for the employee's new plan.

•

If the rule is not set to archive the prior PTO Register and no PTO Class conflicts exist with the employee's existing register, the system creates a new enrollment/register for the employee's new plan.

•

If the rule is not set to archive the prior PTO Register and a PTO Class conflict exists, the system does not update the PTO Register and does not make any changes.

The system does not update the PTO Register and does not make any changes in the following scenarios:

•

If the change date matches or is prior to the system date and there are required approvals.

•

If the change date is future-dated and there are required approvals.

•

If the change date is future-dated and there are no required approvals.

Note: When multiple PTO auto-enroll rules for the same PTO class are set to trigger during the Position Change process, the system evaluates and enforces the rules by Rule Number order. Therefore, if an employee meets the criteria for a rule, the evaluation of all other rules for the same PTO class stops and the process moves on to evaluate any other PTO classes represented in the PTO auto-enroll rules.

• Archive existing register?: Indicate whether to archive existing PTO registers when the rule is invoked based on the re-assessment of the rule.

   

  Note: You must select an option. Otherwise, an error message displays. Click OK to continue.

WSP-2489

Client

Enhancement to PTO Auto-Enrollment Rules Import Form

In association with the new fields that display on the PTO Auto-Enrollment Rules Maintenance form (see Enhancement to PTO Auto-Enrollment Rules Maintenance Form), two new columns, Trigger Rule On and Archive Existing Register, now display in the import spreadsheet on the PTO Auto-Enrollment Rules Import form.

These new columns indicate the following:

Note the following:

PD-18333, PD-20426, and WSP-2917

Human Resources

Enhancements to Employee Details Form

The following enhancements are now available on the Employee Details form:

• A new field, Contact if arrested/detained?, now displays in the Emergency Contact panel.

   

  For example:

  

   

  Note: This enhancement was created in association with the new requirement for California employers, that as of March 2026, employers must allow employees to indicate whether an emergency contact should be notified if they are arrested or detained on their worksite.

   

  To ensure an employee's emergency contact is contacted in case of an employee's arrest/detainment on the worksite, select Yes in the Contact if arrested/detained? field. (The default is --Select--.)

• The system now displays --Select-- as the default option in the Non-Res Cert Filed field on the Tax tab when you create an employee. (Previously, the Non-Res Cert Filed field defaulted to No, resulting in users having to reset the option to --Select-- to perform new employee imports.)

   

  For example:

  

   

  With the default set to --Select-- in the Non-Res Cert Filed field, you can now add the State Tax Non-Res Cert Filed field during a New Employee Import.

• The display for all the Form I-9 ID Authority fields in the Employee Verification panel has been enhanced, so it's easier to view manual entries. Specifically, these fields were enlarged and moved to the left side and the description was repositioned.

   

  For example:

  

PD-20438

Human Resources

Enhancement to Emergency Contact Report

A new column, Contact If Arrested/Detained, now displays in the output after running the Emergency Contact Report.

The Contact If Arrested/Detained column indicates whether the employee's emergency contact will be contacted in case of the employee's arrest/detainment on the worksite. (This option is set in the Contact if arrested/detained? field on the Personal tab in the Employee Details form.)

WSP-2839, WSP-2840, WSP-2841, WSP-2842, WSP-3162, and WSP-3163

New Employee Import

Enhancement to New Employee Import Dashboard

Six new options, Shift, Pay Group, Citizenship Status, I9 Identification Document, I9 Eligibility Document, and 2nd Form I-9 ID Document, are now available in the Table field on the Employee Import Code Translation Tables form, which you can access by selecting Code Translation Tables on the New Employee Import dashboard.

These options do the following:

• Shift: Set up a translation table for shift codes, so you can use this translation table to change the import file code to an accepted PrismHR code.

• Pay Group: Set up a translation table for pay group codes, so you can use this translation table to change the import file code to an accepted PrismHR code.

• Citizenship Status: Set up a translation table for citizenship status codes, so you can use this translation table to change the import file code to an accepted PrismHR code.

• I9 Identification Document: Set up a translation table for I9 identification document status codes, so you can use this translation table to change the import file code to an accepted PrismHR code.

• I9 Eligibility Document: Set up a translation table for I9 eligibility document status codes, so you can use this translation table to change the import file code to an accepted PrismHR code.

• 2nd Form I-9 ID Document: Set up a translation table for 2nd form I-9 ID document status codes, so you can use this translation table to change the import file code to an accepted PrismHR code.

PD-19014

Payroll

Enhancement to Billing Voucher Detail Form

The Project Phase now displays on the Client Accounting panel on the Billing Voucher DetailVoucher tab when Project Phase tracking is in use and Overtime hours are reported separately using the Premium Pay Code and the Double Time Premium Pay Code, which is set up in the FLSA Ruleset used by the client.

Note: You can access the Voucher tab by selecting a Voucher on the Payroll Billing Summary form. After selecting the Voucher, the Billing Voucher Detail form displays. Expand the Client Accounting panel to view the information.

PD-19596

Payroll

Enhancement to Client Allocation Formats Form

The Header Column that displays when you select Add Column and update header lines in the Client Allocation Formats form now reflects the correct value. (Previously, the system sometimes overwrote the prior column header when users added a new column to a client allocation format.)

PD-19999 and PD-20000

Payroll

Enhancements to Pay Codes Form

The following enhancements now reside on the Pay Codes form:

• The Include in Variable Salary Pay field now displays in the Processing Options panel, regardless of whether the VARSALMETHOD custom feature code is enabled at the Global or Client level.

   

  For example:

  

   

  You can enable the Include in Variable Salary Pay field to include the pay code in the employee's Variable Salary pay.

   

  Note: The Unpaid Variable Salary Time field only displays when the Include in Variable Salary Pay field is enabled.

• A new tool tip icon () now displays next to the Include in Variable Salary Pay field. Clicking the tool tip icon displays a message, "The VARSALMETHOD custom feature code must be enabled to use this option."

PD-20248, PD-20250, and PD-20266

Payroll

Enhancements to Batch Payments Form

The following enhancements are now available on the Batch Payments form:

• A new field, Recalculate Overtime, is now available, which is useful when you need overtime recalculated when the payroll is calculated. (Previously, you could only set this feature in the Payroll Options form.)

   

  For example:

  

   

  Note the following:

  • Enabling this field automatically enables the Recalculate Overtime field on the Payroll Options form.

  • You can access the Payroll Options form by selecting Options on the Actions menu in the Payroll Control form after selecting a Payroll Number.

  • If the system cannot update the Recalculate Overtime field on the Payroll Options form an error message displays, "Recalculate Overtime cannot be updated for Payroll <number>."

  • The Recalculate Overtime field does not display for payrolls set to the Regularly Scheduled payroll type on the Payroll Control form.

  • After saving the Batch Payments form:

    • If you do not enable Recalculate Overtime, the Recalculate Overtime field on the Payroll Options form is also not enabled in the Payroll Control record for the Batch Payments Payroll Number.

    • If you enable Recalculate Overtime, the Recalculate Overtime field on the Payroll Options form is also enabled in the Payroll Control record for the Batch Payments Payroll Number.

    • After enabling Recalculate Overtime a message displays, "The Recalculate Overtime checkbox on the Payroll Options form for Payroll Number <number> has been updated."

• Two new custom feature codes, BATCH-PAYMENTS-CHANGE-DEFAULTS (system level) and BATCH-PAYMENTS-CHANGE-DEFAULTS-C (client level), are now available to allocate batch payments.

   

  Note: If you do not set these custom feature codes at the system and client levels, the Edit Employee Details column does not display in the Batch Payments form.

PD-20338

Payroll

Enhancement to Detail Time Sheet Entry Form

The system now recognizes when the parameters for a Position are set to Service Provider for the User Access and the Hidden option is set to Yes on the Time Sheet tab in the Client Details form, so worksite managers and worksite trusted advisors are now unable to view or update an employee's Position Code in the Detail Time Sheet Entry form.

PD-20430 and PD-20431

Payroll

Enhancements to Data Import Tool

The following enhancements now reside in the Data Import Tool:

• A new field, State Misc4 Rate, is now available on the State Tax Rates (SUTA) import template.

   

  For example:

  

   

  Note: The system populates imported State Misc4 Rate information to the associated field that sets employer tax rates for tax codes 24-54 (Minnesota) on the State Tax Rates (SUTA) form.

   

• A new field, State Misc4 Rate, is now available on the State Tax Bill Rates (SUTA) import template.

   

  For example:

  

   

  Note: The system populates imported State Misc4 Rate information to the associated field that sets employer tax rates for tax codes 24-54 (Minnesota) on the State Tax Bill Rates (SUTA) form.

WSP-3051 and WSP-3052

Payroll

Enhancement to Client Check Register Report Form

Two new options, Escheated and Stale-dated, now display in the Check Status field on the Client Check Register Report form.

These options do the following:

• Escheated: The system recognizes unclaimed money in a deposit account or other property that is turned over to the state.

• Stale-dated: The Stale Check Reconciliation process recognizes the S - Stale Dated Check status code when you update checks as "stale" using the Stale Date and Stale By value. (The system generates results only for checks with the indicated status code for the given time period.)

   

  Note: This enhancement does not alter previously stale-dated records in the client's databases. (Payroll check registers stale-dated prior to this enhancement will still use status code R, but will display Stale dated = Y.)

In association with these new options, a new field, Include Stale-dated Checks, now displays when you select the Reconciled option in the Check Status field.

You can enable Include Stale-dated Checks to include stale-dated checks when you run a reconciled check report.

PD-20212

PTO

Enhancement to Confirmation Form

When there are no First Year prorated amounts, the message that displays in the Accrual field in the Plans panel on the Confirmation form, which is step 3 in the Time Off Workflow Setup process, was updated to provide more clarity, "The plan has <number of rows in multi-value grid> seniority tiers and does not have prorated amounts for the first year."

WSP-3069

PTO

Enhancement to PTO Accrual Recalculation Form

A new note now displays on the PTO Accrual Recalculation form.

This note warns that using the accrual recalculation tool might adversely impact employees who have forced PTO accrual on manual or special batches, so you can make an informed decision on whether to use this tool.

Important! At this time, the note is a preparatory warning because the system functionality to force PTO accruals on manual or special payrolls will be included in a future release.

PD-18439

System

Enhancement to Role Maintenance Form

The system now recognizes case structure when creating a new user role in the Role Maintenance form, which compares new role entries against existing roles. For example, you cannot create or copy the user role glsp if the user role GLSP already exists. If you try to create or copy a new user role using a different case structure of an existing role, an error message now displays.

Note: You can access the Role Maintenance form by selecting New Role on the Actions menu in the User Roles form.

PD-20022, PD-20023, and PD-20024

System

Enhancement to Email Services Form

A new email template type, Leave Approval, is now available on the Email Services form.

You can use the Leave Approval template type to create an automatic email message that an employee's leave is ready for approval.

Note the following:

• When an employee requests leave using Employee Portal (EP), the message is sent to the appropriate approver(s).

• If the Leave Approval template type is not configured on the Email Services form but the HR Actions Approval template type is configured, the system uses the HR Actions Approval template type as the default message.

• If neither of the Leave Approval or HR Actions Approval template types are configured on the Email Services form, the system uses the following default message instead:

   

  For example:

  

   

  Note the following about the default message:

  • A new substitution variable, <<LEAVE.DATESANDHOURS>>, displays the leave date(s) and hours in the Leave Approval email notification in the MM/DD/YYY (N Hours) format. If there is more than one date, all dates and hours display. For example:

     

    HTML Content Type

     

    10/07/2025 (8 Hours)

     

    10/09/2025 (8 Hours)

     

    10/10/2025 (8 Hours)

     

    TEXT Content Type

     

    10/07/2025 (8 Hours) 10/09/2025 (8 Hours) 10/10/2025 (8 Hours)

  • When multiple leave dates are requested at the same time, all dates and hours display in the email.

PP-2050

System

Enhancement to Search Results Style

The search results for the main Prism search bar have been updated to be consistent to other search styles throughout the software.

WSP-2932

On the Benefit Plan Setup form, when you set a benefit plan for an employee with the One Month Prepay and the Auto Enrollment fields checked, then the system created Benefit Adjustments records, which was an incorrect behavior.

WSP-2938

Previously, on Retirement Match Rules form, there was some confusion with the logic for calculation of Matching Contribution displayed on the employee's payroll voucher.

WSP-2998

Previously, on the Retirement Plan Enrollment form, the Effective Date under the Election Details section was not displayed when the browser was resized down.

WSP-3066

Previously, on the Group Benefit Plans form, when you expanded all the sections for a benefit plan and then tried creating a new plan, the sections remained expanded, which was an incorrect behavior.

WSP-3107

Previously, on the Benefit Adjustments form, the Benefit Plan ID changed while adjusting an existing benefit adjustment.

CMP-6842

Previously, in some scenarios, for the city of Aurora, Colorado, PrismHRwas still withholding Occupational Privilege Tax (OPT) resulting in incorrect taxation when as of January 1, 2025, the City of Aurora, Colorado, no longer had an Occupational Privilege Tax (OPT).

CMP-6962

Previously, the WH347 Report form could only be run for a single project.

CMP-6985

Previously, when the custom feature code MCTAXCALC was enabled for a client on their Custom Features form, then the second and subsequent payrolls for the same pay period was failing for an employee who resided in a state that did not require a filing status.

CMP-7007

Previously, when an employee's worksite location was a Remote Location, the SUTA billing used the accrual rates and did not recognize the Client State Bill Rates or Wage Base Override.

CMP-7053

Previously, when an employee submitted NY IT-2104 stating Yes, I am a NYC resident, then on the under the Local Tax Filing section under the Tax tab on the Employee Details form, only one tax would populate on the employee tax form (NY, NY).

EP-9877

When a user viewed the Template History form for a Configuration Template, changes made on the new dashboard layout did not display on the audit log properly.

EERT-3089

When employees reviewed onboarding documents, documents which did not belong to the client would erroneously display.

EERT-3127

If an error occurred on the I-9 Section 1 form and the employee refreshed the page, the employee was erroneously given the option to continue. If they clicked Continue, the I-9 Section 2 form did not display properly.

PD-19238

General

The system did not display the correct description of the Contact Type for the assigned contact in the Type field in the Contact Information panel on the Account tab in the Client Details form.

PP-2072

General

When a user performed a search in the Prism menu, the search did not return results that appeared in parentheses. For example, searching for "unbundled" would not return the Billing Rules (Unbundled) form.

PP-2102

General

When a user accessed the Actions menu on the Code Descriptions Overrides form, two options labeled "Audit" displayed. In addition, clicking either of these options without any audits selected on the form produced an error message.

PP-2125

General

When a user had 0 messages or approvals, the Messages icon and the Approvals icon would show a red "0" notification on the PrismHR menu.

WSP-1653

General

When users navigated between clients while on the PTO Auto Enroll Rules form and then clicked New Rule, the system displayed the last-used existing rule instead of creating a new rule.

General

PD-19066

Payroll

The system included empty columns in the XLS output produced by the Labor Distribution Report.

PD-20422

Payroll

The system did not display the void reason on the adjustment voucher when a voucher with a direct deposit was reclassified using the Reclassify Direct Deposit form.

Payroll