InsurePay overview

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Change to CS Support service hours

Our Support department is closed on Friday, April 28th for a company event. However, limited Accounting CS phone support is available on that date from 9 AM - 5 PM ET due to the approaching deadline for quarterly payroll tax forms.

Links to our most popular payroll tax processing topics are available in the Alerts and notices section on the right side of most pages.

For live payroll processing only

Thomson Reuters has developed a preferred-partner relationship with InsurePay to accommodate your need for pay-as-you-go workers' compensation insurance for your live payroll processing clients.

InsurePay validates and maintains workers' compensation business- and employee-level class codes, calculates the premiums based on actual payroll information, and draws the calculated premium directly from the client's account.

This overview walks you through the procedures necessary to enroll in the InsurePay service, to set up an InsurePay client in the application, to process the client's payroll using InsurePay with the application, and to transmit the files to InsurePay.

Note: If you are converting your client data into the application from Payroll CS, the conversion process will seamlessly transfer your InsurePay information. You do not need to enroll again with InsurePay or set up your payroll items or accruable benefits as described later in this overview.

Firm enrollment procedure

  1. Complete the Instructions and Cover Sheet for the Strategic Software Alliance Agreement (InsurePay) (PDF). Review the instructions and record both your company or service bureau name and your Firm ID on the spaces indicated.
  2. Complete the Strategic Software Alliance Agreement (InsurePay) (PDF). Carefully review the entire agreement, complete the required information on the designated pages, and add your signature, printed name, title, and the date.
  3. Send the signed and completed instructions/cover sheet and the completed Strategic Alliance Agreement form to the address that is printed on the instructions/cover sheet.
  4. Register for the InsurePay service by either calling InsurePay at 866-951-LINX or by visiting the InsureLinx website at www.insurelinx.com. The website provides an overview of the InsurePay service and enables you to learn more about the application and available services.

Client enrollment procedure

When any of your clients express an interest in using the InsurePay service, have them register on the InsureLinx website at www.insurelinx.com. The clients will be asked to complete and sign some forms provided by InsurePay.

Firm setup procedures

Retrieving consent files

Once the client has accepted the InsurePay insurance proposal for workers' compensation and InsurePay, you will receive the consent file for that client from InsurePay. The consent file enables you to complete the client setup steps, as described later in this overview.

  1. Choose Actions > Process Workers' Compensation Files > InsurePay to open the Process InsurePay Files screen.
  2. Click the Retrieve button.

    Notes

    • If necessary, you can verify which consent files were retrieved by clicking the Manage InsurePay Files button and then clicking the Consent tab.
    • If you are unable to retrieve a consent file, verify that the client's Payroll Name (including punctuation), client EIN, and Firm ID match what has been included in the consent file.
  3. Once you have retrieved consent files for clients, information is automatically entered in the Setup > Clients > Workers' Compensation tab and InsurePay fields become active, allowing you to continue setting up the client to create InsurePay files.

Setting up task automation for third-party Workers' Compensation files (optional)

You can choose to automatically retrieve InsurePay consent files and/or to automatically process and transmit InsurePay files at the time specified in the Payroll Automation tab of the Setup > Firm Information > Firm screen. Refer to the Automating payroll tasks for detailed information.

Client setup procedures

Setting up workers' compensation codes for the client

After consent files are retrieved for a client, workers' compensation codes assigned by InsurePay become the only codes available to select for the client.

  1. Choose Setup > Clients and click the Workers' Compensation tab.
  2. Select the states and codes appropriate for this client. The codes you select here will determine the codes available for the client' employees. Any codes that have already been selected for the client that are not in the consent file will become inactive.
  3. Note: For monopolistic states - If a client has multiple locations, one of which is in a monopolistic state, the application will create InsurePay files only for the state(s) that are supported. When checks are entered for the monopolistic state(s) the application will treat them as though InsurePay was not set up on the client.

Setting up payroll items for the client

All payroll items that are to be used in InsurePay payroll files for the client must be defined with an InsurePay type and must have the appropriate class information selected. For existing clients, modify the payroll items as needed. For new clients, add payroll items as needed. Setting the wage type and class information at the client level will set that information by default for all new employees. You will still need to set up the information for any employees that were already set up in the application prior to the InsurePay information being added to a pay item.

  1. Choose Setup > Payroll Items.
  2. If you are adding new payroll items for the client, follow the Creating and adding payroll items for your client procedure.
  3. For existing (and new) payroll items, highlight the item and click the Workers' Compensation tab.
  4. Enter the wage type information as appropriate.
  5. Click Enter to save the payroll item information.

Setting up accruable benefits for the client

All accruable benefits that are to be used in InsurePay payroll files for the client must be defined with an InsurePay type and must have the appropriate class information selected. For existing clients, modify the accruable benefit items as needed. For new clients, add accruable benefit items as needed.

  1. Choose Setup > Accruable Benefits.
  2. If you are adding new accruable benefits for the client, follow the Setting up accruable benefits procedure.
  3. For existing (and new) accruable benefits, highlight the item and click the Workers' Compensation tab.
  4. Enter the wage type information as appropriate. The wage types available from the drop-down lists will depend on information contained in the client's consent file.
  5. Click Enter to save the accruable benefit information.

Employee setup procedures

Note: Wages for any employee that is specified as an Officer in the Main tab of the Setup > Employees screen are automatically excluded from workers' compensation calculations within the InsurePay file. You should not mark those wages as Exempt in the Workers' Compensation tab of the Employees screen.

Setting up workers' compensation codes for the employee

  1. Choose Setup > Employees and click the Workers' Compensation tab.
  2. Add or modify the employee's Workers' Compensation codes as necessary. The codes available for selection are based on those available at the client-level and must match the codes specified in the client's InsurePay consent file.
  3. Click Enter to save the information.

Setting up payroll items for the employee

All payroll items that are to be used in InsurePay payroll files for the employee must be defined with an InsurePay type and must have the appropriate class information selected. For existing employees, modify the payroll items as needed. For new employees, add payroll items as needed.

  1. Choose Setup > Employees and click the Payroll Items tab.
  2. For existing employees with payroll items previously set up, click the Ellipsis button button next to each payroll item to open the Employee Payroll Item Settings dialog.
  3. In the Employee Payroll Item Settings dialog, click the Workers' Compensation tab and, for existing employees, select the appropriate wage type and class information for the payroll items. Payroll item information for new employees will automatically default to the information set at the client level.

Entering payroll checks

When all client and employee information has been completed, enter payroll checks as usual. For handwritten (manual) checks, the file is created when the check is saved.

Note: Payroll checks cannot be saved for employees of InsurePay clients unless all information needed to create the InsurePay file has been set up. When you are saving payroll checks for employees, the application will provide an error message informing you if information is missing for any employee(s).

Printing payroll checks

Print payroll checks as usual. When checks are successfully printed, the InsurePay payroll file is queued in the Process InsurePay Files screen. If you have chosen to use task automation for your InsurePay files, the payroll files are processed and sent to InsurePay at the time specified in the Payroll Automation tab of the Setup > Firm Information > Firm screen. (For more information about task automation, refer to the Automating payroll tasks topic.)

Processing InsurePay files

  1. Choose Actions > Process Workers' Compensation Files > Process InsurePay Files.
  2. Click the Setup tab to be sure that all clients with consent files have transmitted setup files. Setup files must be sent before payroll files can be processed for the first time for the client. Process any setup files as needed by selecting the clients and then clicking the Process Files button.
  3. Click the Payroll tab, mark the checkboxes for all payroll files you want to process, and then click the Process Files button. If you have chosen to use task automation for your InsurePay files, the payroll files are processed and sent to InsurePay at the time specified in the Payroll Automation tab of the Setup > Firm Information > Firm screen. (For more information about task automation, refer to the Automating payroll tasks topic.

Creating back payroll files

You may need to create back payroll files if you signed up to use InsurePay and performed a payroll run prior to retrieving the consent file.

  1. Choose Actions > Process Workers' Compensation Files > Process InsurePay Files.
  2. Click the Payroll tab and click the Create Back Payroll Files button.

    Note: The Create Back Payroll Files button is enabled only after the setup file has been sent and the first payroll file has been generated.

  3. In the Create Back Payroll Files dialog, select the client name and the date after which you want to check for payrolls that have not yet been processed in an InsurePay file.
  4. Click the Create button to create InsurePay files for the client.

    Note: The application will create back payroll files only if the Period Begin date, Period End date, and Payroll Check date are all within the active consent file date range.

Managing InsurePay files

When your InsurePay files have been processed, they become available in the Manage Workers' Compensation Files dialog, where you can review or recreate payroll and setup files and view consent files and acknowledgements for transmitted files.

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