Specifying Client Billing Options

Set billing options, electronic billing, rate overrides, and reimbursement rates through the Billing tab in Client Details.

To access this form:

Select Client.

From Client|Change, select Client Details.

Click the Billing tab.

Specifying Billing Information

Set up requirements for billing the client company with the Billing panel.

Complete these fields as required.

Field

Description

Billing Template

Select a template to compute billing for this client. Read-only options display settings for this template:

•

Bundled: If the selected template is bundled, one administration fee is charged for client billing. If not, an unbundled template charges individual fees.

•

Use Billing Defaults: The selected template uses default billing rates.

Bill Format

Select an invoice format to send to a customer.

Break Field

Select this where there is an invoice break. The system creates separate invoices for each item. To create only one invoice, select No Breaks.

Bill by Sort

Select the fields that determine billing sort order. Sub-totals display at each level.

Break Field and Bill By Sort determine how the system generates invoices. If the Bill By Sort is Division, Location, Department, then Shift, and the Break Field is Location, then each location creates a new invoice. The Department and Shift information are detailed for each location invoice, specific to the Division-Location combination on the invoice. A summary of all invoices prints at the end, to show the client the total for the run.

Invoice Copies

Enter the number of invoice copies to print for the client during payroll processing.

Remit Copies

Enter the number of remit copies to print for the client during payroll processing.

Create REAL Invoice Break

Check to use special logic between invoices (optional). This setting causes invoices with a break to create a separate record for each break.

Note: Do not use this field unless directed by the PrismHR Customer Support Team.

Suppress FSA/HSA Match Bill

Select an option to suppress match billing for this client.

New Hire Fee Day Offset

Enter the number of days to delay New Employee Setup fees.

A/R Customer No.

Enter the ID of the client to bill. (The Deposit fields are for information only. The system does not use these values.)

Deposit Type

Select the client deposit type (optional).

Deposit Amount

Enter the client deposit amount (optional).

Deposit Date

Enter the client deposit date (optional).

Bundled Billing Based On

Select a bundled based on billing method.

Bill Pending Location

Enter or select the billing location, which refers to the main location used for pending bills.

Note: Making this selection does not update the Bill Pending form.

Non-PEO Invoice Employer

Enter or select the invoice employer for the non-PEO client.

Note: This field only displays for non-PEO clients.

Click Save.

Establishing Electronic Billing Parameters

Set client requirements to pay bills electronically with the Electronic Billing panel.

Complete these fields as required.

Field

Description

ACH Status

Select a direct debit status:

•

Active: ACH is enabled for the client.

Note: When you select Active, a warning displays stating that you must enter the client's ABA/Routing Number, Account Number, and Account Type (see below). Click OK to continue, then proceed with entering the required information.

•

Inactive: ACH is not enabled for the client.

•

ACH by Location: The system uses ACH information from the Worksite Location records.

Note: When you select ACH by Location, a warning displays stating that the Bill by Sort (see above) must be set to Location and you must enter the client's ABA/Routing Number, Account Number, and Account Type in the ACH Details of the Worksite Location (see below). Click OK to continue, then proceed with entering the required information.

•

ACH by Division: The system uses ACH information from Division records.

Note: When you select ACH by Division, a warning displays stating that the Bill by Sort (see above) must be set to Division and you must enter the client's ABA/Routing Number, Account Number, and Account Type in the ACH Details of the Division (see below). Click OK to continue, then proceed with entering the required information.

•

Wire Transfer Client: After calculating payroll and reviewing reports, the processor must wait for the client to wire the money before proceeding with payroll.

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Prenote: The client is in prenote (preauthorization) status for the account.

The effects of the ACH options are further controlled by other settings on the Control tab in the Client Details form. Specifically: ACH Hold Threshold; After Post, Pre Mail Hold; and After Post, Pre Mail Threshold. For details about these settings, see Setting Client Control Parameters.

ABA/Routing Number

Enter a nine-digit routing number for a client's financial institution.

If the correct routing number is not available, you need to create it; see Bank Routing.

Account Number

Enter an ACH bank account number for the client.

Account Type

Select an account type (checking or savings).

Adjust to ACH Bill Day

Enter a value (positive or negative) to adjust the processing of the ACH if it is different from the employee pay date.

Cachet Transfer Type

Select a method to transfer ACH information to Cachet Financial Services.

Transfer Type

Select a transfer method for ACH information.

Click Save.

Specifying Fee Rate Overrides

Set rate information for specified bill codes that differ from standard billing event rates with the Fee Rate Overrides panel.

Complete these fields as required.

Field	Description
Bill Event Code	Enter or select each code that requires a rate for this client that differs from the standard billing event rate.
Rate	Enter a standard billing event rate.
Special Rate	Optional: Enter a special rate the client pays during the specified date range.
Spec From	Enter the starting date when a special rate goes into effect.
Spec To	Enter the ending date which is the last day of a special rate for this event.

Click Save.

Specifying Reimbursement Rates

Set billing rate information used for expense reimbursement transactions with the Reimbursement Rates panel.

Complete these fields as required.

Field	Description
Expense Reimbursement Bill Rate	Enter an expense reimbursement bill rate.
Exp Reimb Special Rate	Optional: Enter a special reimbursement rate.
Special From Date	Enter the starting date when a special reimbursement rate goes into effect.
Special To Date	Enter the ending date which is the last day of a special reimbursement rate.

Click Save.

Specifying Billing Rate Overrides

Set billing rates for social security (OASDI), medicare, and/or federal unemployment taxes (FUTA) with the Billing Rate Overrides panel.

Complete these fields as required.

Field	Description
As Of Date	Enter the date to specify when the override begins for each billing rate override.
OASDI/Medicare/FUTA	Enter the rates to apply for OASDI, Medicare, and FUTA, as appropriate.

Click Save.

Parent Topic

Maintaining Client Details