WorkforceHUB integration overview

Alerts and notices

For live payroll processing only

Accounting CS integrates with WorkforceHUB, a workforce management system from SwipeClock that provides employee onboarding and document delivery via employee portals.

This overview steps you through the process of starting service with WorkforceHUB and setting up your client and employee records for import.

The prerequisites to integrating Accounting CS and WorkforceHUB are explained below.

Starting service with WorkforceHUB

To set up service with WorkforceHUB, contact SwipeClock sales staff directly by phone, email, or on the Web.

When you have started service with WorkforceHUB, you should receive WorkforceHUB licensing credentials from the SwipeClock sales staff in the form of an API key and API password. You will need this information later when setting up firm information in Accounting CS.

Setting up client information in WorkforceHUB

You can either set up a client from scratch in WorkforceHUB or have Accounting CS create the client automatically when you turn on the integration. In either case, the Client Code in WorkforceHUB and the Client ID in Accounting CS must match for the integration to work.

Refer to WorkforceHUB documentation or the SwipeClock support team for information on how to set up a new client within WorkforceHUB.

Setting up your firm in Accounting CS for WorkforceHUB

Follow these steps to grant permission to Accounting CS to access the firm's client information in WorkforceHUB.

  1. Choose Setup > Firm Information > Firm and click the Preferences tab.
  2. In the WorkforceHUB Integration section, click the Ellipsis button next to the WorkforceHUB login credentials field.
  3. In the WorkforceHUB Login Credentials dialog, complete the API key and API password fields using information provided to you by WorkforceHUB.

    Note: WorkforceHUB Integration can't be activated on any client (via the WorkforceHUB checkbox on the Payroll Information tab of the Clients screen) until the credentials have been entered here.

  4. Click OK to close the dialog, and then click Enter to save your changes.

Setting up WorkforceHUB clients in Accounting CS

  1. Choose Setup > Clients.
  2. Highlight the existing client name and click Edit or add a new client as described in the Entering basic client information article.

    Notes

    • The Client ID in Accounting CS and the Client Code in WorkforceHUB must match for the integration to work.
    • When the client information is sent to WorkforceHUB, it will check to see if there is an existing client with this ID, and if there is not, it will create one in WorkforceHUB's File Guardian.
  3. Click the Payroll Information tab and, in the Employee Data Integration section, mark the WorkforceHUB checkbox.
  4. Continue setting up the client as usual.  
  5. Click Enter to save the client record. The client information, including the list of employees, is sent via encrypted data to WorkforceHUB.

Adding employees: Accounting CS to WorkforceHUB

Employee information can be added either in WorkforceHUB or in Accounting CS. If you are adding the employee first in Accounting CS, the process is as follows.

Adding employees in Accounting CS

  1. Choose Setup > Employees.
  2. Set up your employee as usual, as described in the Entering basic employee information article.
  3. For employees using TimeWorksPlus and WorkforceHUB: If the employee uses multiple payroll schedules, select the TimeWorksPlus pay schedule in the Primary payroll schedule field in the Main tab. You can select other pay schedules in the Alternate payroll schedule field.
  4. On the Payroll Items tab, make sure that each employee has at least one active pay item set up.

Note: The Employee ID is the unique identifier used to match employee records between Accounting CS and WorkforceHUB. Changing an Employee ID could cause information to be associated with the incorrect employee, or possibly cause a duplicate employee to display in WorkforceHUB.

HUB portal activation

Employees added in Accounting CS are automatically imported into WorkforceHUB. If the following information has been included in the import, the employees will receive an email asking them to activate their portal and create a password.

If those three pieces of information are not all imported for an employee, the portal will be activated for the employee and a default password is created for them consisting of their employee number plus their last name (in lower case letters).  For example, the default password for employee ID 23 - John Smith would be 23smith. The payroll administrator will need to contact the new employee, providing them with the login information for their portal.

Employee data that transfers from Accounting CS to WorkforceHUB

When an employee is added in Accounting CS via the Setup > Employees screen, the following employee information transfers to WorkforceHUB.

Adding employees: WorkforceHUB to Accounting CS

Employee information can be added either in WorkforceHUB or in Accounting CS. If you are adding the employee first in WorkforceHUB, the process is as follows.

Adding employees in WorkforceHUB

This is a three-part process.

  1. In WorkforceHUB, the payroll administrator logs in and enters the new hire information. This process creates an electronic new hire package to be completed by the new employee. An email is sent to the employee automatically, telling them how to log in and access the portal.
  2. The new employee logs in and completes all necessary information in the new hire package. When they are finished, they click the Complete button to alert the payroll administrator that this process is complete.
  3. The payroll administrator reviews the information and then clicks the Complete button. The employee information will then be available for import into Accounting CS.

Note: If the administrator leaves the employee number blank, the next available employee number will be assigned automatically in Accounting CS.

Importing employee records into Accounting CS and validating employee address information

  1. In Accounting CS, choose Setup > Employees. Accounting CS automatically checks for new employees that were created in WorkforceHUB and existing employees that were updated in WorkforceHUB, and displays a list of those employees in the Employee Updates dialog to be reviewed and accepted or rejected.
  2. To exclude a new employee record from the import, mark the Reject checkbox for that employee.
  3. If you want to apply an employee template to a new employee record, select the appropriate template from the Template drop-down list for that employee.

    Notes

    • You can bring in location/department assignments, accruable benefit items, and payroll items via an employee template, if you choose to apply one during the import.
    • To import the pay rate for new hire employees, you must choose an employee template. Accounting CS assigns the pay rate to the first active payroll item on the employee template.
  4. When reviewing updates made to existing employees, you can mark the Reject checkbox for all changes or for individual changes.
  5. Click OK to import the new employee records and the updates for existing employee records into Accounting CS.
  6. When new employees have been added, or when address information has changed for existing employees, the Employee Address Mapping dialog displays. Use this dialog to validate address information for employees as needed, and then click OK to close the dialog.

    Note: State W-4 and federal W-4 information will not import for an employee if you have not validated their address.

Completing employee setup in Accounting CS

For each imported employee, complete the following steps within the Setup > Employees screen as needed.

  1. In the Main tab, review the employee's general and contact information and verify or update the payroll schedule and location/department information. 
  2. In the Accruable Benefits tab, verify or update the accruable benefit items that are set up for the employee.
  3. In the Payroll Items tab, verify or update the pay, deduction, and employer contribution items that are set up for the employee.
  4. In the Payroll Taxes tab, verify or update the employee's federal and state withholding and allowances.
  5. In the Direct Deposit tab, verify or update the employee's direct deposit allocations. 

Notes

  • The Employee setup overview provides details about adding this information.
  • Location/department assignments, accruable benefit items, and payroll items can all be brought in via an employee template, if you choose to apply one during the import.

Employee data that transfers from WorkforceHUB to Accounting CS

When an employee is added in WorkforceHUB, the following employee information transfers to Accounting CS.

Processing client payroll tax forms - Forms 1099-MISC, 1095-C, and W-2

To enable employees to access their forms via their WorkforceHUB portal, mark the Send to WorkforceHUB checkbox in the Print Options dialog, accessed from the Actions > Process Payroll Tax Forms screen.