It is possible that your Firm ID (listed in the Help > About CSA dialog) does not match the Site ID used by The Hartford. Either the wrong Firm ID was entered on the XactPAY paperwork or The Hartford is using a different Site ID than was originally entered into their records. To resolve this problem, call The Hartford to verify that they have the correct Site ID. Once The Hartford corrects the problem, you should be able to download files the following day. Consent files are posted after 4 a.m.

Make sure the EIN in the Consent file matches the one The Hartford is using. You can view the EIN within the Consent file by choosing Utilities > Third-Party Workers' Compensation > File Maintenance. In the File Maintenance dialog, double-click the file to select it and then click the View button.

• If the EIN is incorrect in the Consent file, contact The Hartford to have them correct it.
• If it is wrong within CSA, make the change in the File > Client Properties dialog.

Once the problem has been corrected, you can download the correct Consent file the following day. Consent files are posted after 4 a.m.

The XactPAY files are named in the following ways:

• Consent file: Consent.dateofconsentfile
• Client setup files:
  • CSAClientID_mkt.FirmID. This file contains the information from the Utilities > Third-Party Workers' Compensation > Client Setup dialog.
  • CSAClientID_pay.FirmID. This file contains basic setup information for the employees, including names, SSNs, etc.
• Payroll files:
  • ClientID_weekly_mkt.FirmID. This file contains the business information for clients from the Utilities > Third-Party Workers' Compensation > Client Setup dialog.
  • ClientID_dateofpayrollfilecreation.timeoffilecreation.FirmID. This file contains the actual payroll information for the client.

• The client setup files (transmitted from Payroll CS via CS Connect) are posted on weekdays by 9 p.m.
• The weekly payroll files (transmitted from Payroll CS via CS Connect) are posted on Thursdays by 9:00 p.m.

If you attempt to enter a payroll check prior to sending your setup files, the application will display a prompt asking you to send the setup files first. In addition, you can do either of the following to verify the status of the setup files.

• To view the transmission log that displays all sent files, as well as the date and time of transmittal, choose Utilities > Third-Party Workers' Compensation > View Log.
• To view all files waiting to be sent, choose Utilities > Third-Party Workers' Compensation > Queue Maintenance. If the setup files are still listed there, go ahead and send them via CS Connect.

There are two ways you can check.

• To view the transmission log that displays all sent files, as well as the date and time of transmittal, choose Utilities > Third-Party Workers' Compensation > View Log.
• To view all files waiting to be sent, choose Utilities > Third-Party Workers' Compensation > Queue Maintenance. Each client is listed here, along with the date and time the weekly file was created (that is, when the checks were printed).

There are three ways to handle this:

• Contact The Hartford and provide the payroll numbers over the phone. (This is the easiest method to use if the client has lots of employees.)
• Delete all the checks that were not sent to The Hartford and then re-enter them. When a client is set up to use XactPAY, files are automatically created for all checks that are entered or deleted. If you choose to delete those checks, a negative payroll file will be created. You will then need to delete that negative file using the Queue Maintenance dialog (choose Utilities > Third-Party Workers' Compensation > Queue Maintenance) and then re-enter the checks.
• Delete all the checks before sending the setup file to The Hartford, which would prevent the negative payroll file from being created. After the setup files have been transmitted via CS Connect, you can then re-enter the checks.

It is possible that one of the two required payroll files was somehow deleted. If this is the case, do the following.

1. Delete the remaining payroll file from the Utilities > Third-Party Workers' Compensation > Queue Maintenance dialog.
2. Void and duplicate the payroll checks.
3. Delete the voided check file displayed in the Queue Maintenance dialog.
4. Reprint the checks.

The answer to this depends on whether or not you want to send the correction to The Hartford.

• If you do want to send the correction to The Hartford, do the following:
  1. Void the check.
  2. Re-enter and print the corrected check.
  3. The correction will be made when you transmit the payroll file to The Hartford via CS Connect
• If you do not want to send this correction to The Hartford, do the following:
  1. Void the check.
  2. Re-enter and print the corrected check.
  3. Choose Utilities > Third-Party Workers' Compensation > File Maintenance and delete the payroll files that were created when you made the correction.