Automating payroll tasks

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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

With a small amount of setup, you can automate a number of payroll tasks, such as Complete Payroll Output (checks, reports, and invoices for multiple clients), automatic printing of payment forms when liabilities are paid, and automatic processing and transmittal of Workers' Compensation consent and payment files.

Payroll automation options are located in the Payroll Automation tab of the Firm screen.

See also: Firm setup overview

Complete payroll output

The Complete Payroll Output feature enables you to print all payroll or vendor checks, reports, and invoices, and payment forms (when liabilities are paid), for selected clients at one time. To learn how to set up and perform complete payroll output, see Complete Payroll Output, overview.

Tax liability payments

You can choose to automatically print all payment forms that correspond to liabilities that you are paying. To do so, follow these steps.

  1. Setup > Firm Information > Firm and click the Payroll Automation tab.
  2. In the Tax Liability Payments section, mark the Automatically print corresponding payment form checkbox and click the Enter button to save this option.
  3. When it is time to pay liabilities, choose File > Print Checks and click the Liabilities tab.
  4. Print liability payments as usual (see the Paying liabilities topic for more information). The Print Payment Forms dialog will not display when you are using this task automation feature and all payment forms will print automatically when your liabilities are paid.

InsurePay file retrieval/transmittal

You can choose to automatically retrieve InsurePay consent files and/or to automatically process and transmit InsurePay files. To do so, follow these steps.

  1. Setup > Firm Information > Firm and click the Payroll Automation tab.
  2. In the InsurePay section, mark the Automatically retrieve consent files checkbox if you want the application to automatically search for and retrieve consent files whenever the Process InsurePay Files screen is opened.
  3. Mark the Automatically process and transmit files checkbox if you want the application to automatically process and transmit InsurePay files once a day at a specified time, rather than having to process and transmit them manually from the Process InsurePay Files screen.
  4. If you are choosing to automatically process and transmit InsurePay files, you can select a time of day in the Process and transmission time field. The default selection is 5:00 PM, but you can modify this time by making another selection from the drop-down list. At the selected time every day, the application will automatically process and send all InsurePay files.

    Note: If the application is closed at the specified transmission time, all files for that day will be transmitted when the application is reopened.

  5. Click Enter to save your changes.

XactPAY file retrieval/transmittal

You can choose to automatically retrieve XactPAY consent files and/or to automatically process and transmit XactPAY files to The Hartford. To do so, follow these steps.

  1. Setup > Firm Information > Firm and click the Payroll Automation tab.
  2. In the XactPAY section, mark the Automatically retrieve consent files checkbox if you want the application to automatically search for and retrieve consent files from The Hartford whenever the Process XactPAY Files screen is opened.
  3. The Automatically process and transmit files checkbox, which is marked by default, causes the application to automatically process and transmit XactPay files once a day at a specified time. If you want to process and transmit them manually from the Process XactPAY Files screen, unmark this checkbox.

    Note: The files should be processed and transmitted to The Hartford only once a day to avoid multiple daily transmissions, which the Hartford interprets as duplicate transmissions.

  4. If you are choosing to automatically process and transmit XactPay files, you must select a time of day in the Process and transmission time field. The default selection is 5:00 PM, but you can modify this time by making another selection from the drop-down list. At the selected time every day, the application will automatically process and send all XactPAY files to The Hartford.

    Note: If the application is closed at the specified transmission time, all files for that day will be transmitted when the application is reopened.

  5. Click Enter to save your changes.

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