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For live payroll processing only

Thomson Reuters has developed a preferred-partner relationship with The Hartford Financial Services Group, Inc. (provider of XactPay services) to accommodate your need for pay-as-you-go workers' compensation insurance for your live payroll processing clients.

XactPAY offers many advantages over traditional workers' compensation insurance plans, including premium calculations based on actual payroll figures (rather than estimates), more frequent EFT payments that can help improve client cash flows, and the elimination of the need for time-consuming and costly year-end audits and policy payment adjustments. To learn more about the service, visit https://www.thehartford.com/thomson-reuters-small-business.

This article walks you through the procedures necessary to enroll in the XactPAY service, to set up an XactPAY client in the application, and to process the client's payroll using XactPAY, and to transmit the XactPAY files to The Hartford.

Firm enrollment procedure

1. Please fill out The Hartford's enrollment form. 
2. When they receive the form, a representative from the Hartford will contact you to answer your questions and finalize the registration process.
3. After you speak with a representative from The Hartford, please complete and submit our Strategic Software Alliance Agreement (XactPAY). Please be sure to include both your firm or service bureau name and your Thomson Reuters Firm ID on the spaces indicated.

Client enrollment procedure

When any of your clients express an interest in using the XactPay service, do one of the following to refer that client to The Hartford.

• Call 877.759.2043 and choose option 2.
• Enter information for your firm and your client in the Small business insurance program referral page of the Hartford website.

Within one business day, a licensed representative from The Hartford will contact the client to help them review their insurance needs. Upon issuance of the policy, the client will also be asked to complete and sign some forms provided by The Hartford.

Firm setup procedures

Retrieving consent files

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

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

   Notes

   • If necessary, you can verify which consent files were retrieved by clicking the Manage XactPay 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 XactPAY fields become active, allowing you to continue setting up the client to create XactPAY files.

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

You can choose to automatically retrieve XactPAY consent files and/or to automatically process and transmit XactPAY files to The Hartford at a specified time each day. Refer to the Automating payroll tasks for detailed information.

Client setup procedures

Verifying general client setup information

Verify that the information entered in the Main tab of the Setup > Clients screen is correct and complete.

Setting up payroll items for the client

All payroll items that are to be used in XactPAY payroll files for the client must be defined with an XactPAY type. For existing clients, modify the payroll items as needed. For new clients, add payroll items as needed.

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. The wage types available from the drop-down lists will depend on the type of payroll item being modified or added.
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 XactPAY payroll files for the client must be defined with an XactPAY type. 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.
5. Click Enter to save the accruable benefit information.

Employee setup procedures

Setting up payroll items for the employee

All payroll items that are to be used in XactPAY payroll files for the employee must be defined with an XactPAY type. 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 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 for the payroll items. Payroll item information for new employees will automatically default to the information set at the client level.
4. If the employee has multiple job classifications, select or specify an identifier in the Multi-Class Identifier field to indicate that the selected pay item has a different class code than other pay items for the employee. You can enter up to 11 digits, which will be added to the employee's Social Security number and two-digit state code to create a new employee record in your XactPAY files.

   Multiple class example

   Employee Joe Smith has Clerical, Manufacturing, and Construction pay items.

   • For the Clerical pay item, leave the Multi-class Identifier field blank.
   • For the Manufacturing pay item, enter a 1 in the Multi-class Identifier field.
   • For the Construction pay item, enter a 2 in the Multi-class Identifier field.
   • The payroll files created for XactPAY will contain three records for this employee, and the employee will appear to have three different SSNs. The Hartford will contact the accountant to ask which SSN belongs to which job so that they can attribute the correct amount of wages to the corresponding class codes.

Setting up accruable benefits for the employee

All accruable benefits that are to be used in XactPAY payroll files for the employee must be defined with an XactPAY type. This is done at the client level only - they do not need to be modified for individual employees.

Entering payroll checks

When all client and employee information has been completed, enter payroll checks as usual.

Printing payroll checks

Print payroll checks as usual. When checks are successfully printed, the XactPAY payroll file is queued in the Process XactPAY Files screen. If you have chosen to use task automation for your XactPAY files, the payroll files are processed and sent to The Hartford automatically at the time of day selected in the Payroll Automation tab of the Firm screen. (For more information about task automation, refer to the Automating payroll tasks article.

Processing XactPAY files

1. Choose Actions > Process Workers' Compensation Files > Process XactPAY 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 XactPAY files, the payroll files are processed and sent to The Hartford automatically at the time of day selected in the Payroll Automation tab of the Firm screen. (For more information about task automation, refer to the Automating payroll tasks article.

Creating back payroll files

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

1. Choose Actions > Process Workers' Compensation Files > Process XactPAY 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 XactPay file.
4. Click the Create button to create XactPAY 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 XactPAY files

When your XactPAY 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.

Canceling the XactPAY service

When you want to end XactPAY service for a client, you must contact The Hartford to request a cancellation file. You will retrieve that file in Accounting CS to set up an inactive date on the client and end the service.

If you intend to move the client to the InsurePay service, you will need to follow the instructions in the following section, Switching from XactPAY to InsurePay, prior to retrieving the XactPAY Stop Payroll file.

Switching from the XactPAY to the InsurePay service

A client cannot process files with XactPAY and InsurePay at the same time.

To move the client from XactPAY to InsurePay processing, follow these steps before retrieving the XactPAY Stop Payroll file.

Removing XactPAY wage type information for the client

1. Choose Setup > Payroll Items.
2. Click the Workers' Compensation tab and, for pay items and employer contribution items, delete the XactPAY Wage type information.
3. Choose Setup > Accruable Benefits.
4. Click the Workers' Compensation tab and delete the XactPAY Wage type from any accrual benefits that use it.

Removing XactPAY wage type information for employees

1. Choose Setup > Employees and click the Payroll Items tab.
2. Delete the XactPAY Wage type information from the Employee Payroll Item Settings dialog for pay items and employer contribution items, leaving the Wage type and Multi-Class Identifier fields blank.

Retrieving the XactPAY Stop Payroll file

1. Contact XactPAY and have them send a Stop Payroll file for this client.
2. Choose Actions > Process Workers' Compensation Files > XactPAY and click the Retrieve button.
3. Proceed with InsurePay setup by choosing Actions > Process Workers' Compensation Files > InsurePay and then clicking the Retrieve button.

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