This article outlines how to complete your Deduction Audit for the payroll integration to go Live! The video below can be used along with the steps outlined beneath it to walk you through completing this final integration step.
- Video walkthrough
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How to complete the Deduction Audit
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How to pull your deduction data from Payroll to begin the audit process
- Not in sync
- Send to payroll
- Employee not synced
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How to pull your deduction data from Payroll to begin the audit process
- FAQs within the Deduction Audit
Our video walkthrough
First, ensure that you have entered deduction codes into each active Payroll Group
Each active Payroll Group must have completed deduction codes for you to have access to the Deduction Audit.
Not sure which Payroll Group has incomplete deduction codes? Select View Codes in the top-right. Payroll Groups with a yellow warning icon have incomplete deduction codes.
Next, pull in your deduction data from Payroll to begin the Deduction Audit
If using ADP, Paychex or Paylocity:
- Click New Deduction Audit+
- Once the report Fetch Status is listed as 'Completed', click 'View Audit' to view the Deduction Audit
If using any other vendor:
- Generate a Deduction Report from your Payroll System. Instructions to generate this report are in each Payroll provider's Partner User Guide
- Import the Deduction Report into Employee Navigator by clicking New Deduction Audit + and follow the steps to import the file.
- Once the report Upload Status is listed as 'Complete', click 'View audit to view the Deduction Audit.
How to complete your Deduction Audit
Code Audit tab
- The first tab of the Deduction Audit displays deduction codes that are active in one system, but not the other.
- The table on the left displays codes that are attached to enrollments in EN, but were not found in the data imported from Payroll. Most likely, this is due to a code that was typed or mapped into the Payroll Group incorrectly. The "Payroll Groups" link will allow you to identify and edit each Payroll Group where that code is active so you can adjust accordingly.
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The table on the right displays codes that are included in the data imported from Payroll, but not in Employee Navigator.
- Typically, these codes are not applicable to the integration, such as 401k. If a code is not applicable to the integration, select it and click Mark N/A to move its corresponding discrepancies to the Not Applicable tab.
- If you need to move a code back to the discrepancies list, you can enter the 'Not Applicable' tab --> Check off the applicable codes --> Choose 'Remove from N/A'
Discrepancies tab
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This tab lists each individual deduction discrepancy as a side-by-side comparison of the code and amount in EN and Payroll.
- You can easily access employee profiles by clicking their names directly on the audit. The Send tool automatically moves deductions sent to Payroll through the audit to the In Sync tab and the Mark N/A tool automatically moves selected deductions to the Not-Applicable tab.
- To send multiple deductions at one time, mark the check box in the left column of the deductions you intend to send, then click "Send" in the top-right corner.
- If you want to send all deductions on the page from Employee Navigator to Payroll, select the check box at the top of the left-most column to select all. Then, click "Send" in the top-right corner.
Use the "Show Status Text" toggle for descriptions of each discrepancy.
Discrepancy Statuses:
Not in EN: A deduction exists in Payroll, but no corresponding deduction or enrollment exist in EN.
- If Payroll is correct, add an enrollment for that benefit to EN to match Payroll.
- If EN is correct, go into your Payroll system and end the deduction for that employee.
Not in Payroll: A deduction exists in EN, but no deduction exists in Payroll.
- If EN is correct, use the 'Send ' button to automatically insert the deduction from EN into Payroll.
Amount Discrepancy: Deductions exist in both systems, but the dollar amounts do not match. Confirm which system is correct.
- If EN is correct, click 'Send'
- If Payroll is correct, Modify the enrollment in EN so the amount matches Payroll. This could be due to the plan setup (rates/contributions), number of dependents enrolled, Payroll Group assignment, etc.
Employee Not Synced: The employee does not have a payroll ID connected to the company you are auditing for. Ensure the employee is assigned to the subscriber group for this company and import a demographic report that has their record on it to connect them. This status will no longer show once that has been done to connect the employee's record.
In Sync tab
Upon import, already in sync deductions automatically go into this tab. When you transmit deductions using the Send tool in the Discrepancies tab, they move to In Sync. This allows you to focus on genuine discrepancies in the Code Audit and Discrepancies tabs.
Not Applicable tab
As you use the Mark N/A tool within the Code Audit and Discrepancies tabs, the selected discrepancies move to this tab. Note that this a visual tool and will not prevent selected Employee Navigator deductions from transmitting to Payroll.
FAQ's
Q: I have employees who must receive post-tax deductions, how do I configure this?
A: If they are not 2% shareholders: Create a new payroll group with the same frequency --> Add the post-tax deduction codes to this group and any other pre-tax deductions for plans that must be withheld pre-tax for all à Adjust each applicable employee’s payroll group to the new one.
If they are 2% shareholders: Go to their Profile → Employment → Statutory Class → Choose ‘2% Shareholder’ and Save. This will allow EN to apply only the post-tax deduction codes you’ve mapped into your payroll group(s) for this employee.
Q: Company owners or executives do not pay for benefits; how should we handle that?
A: You should work with your broker to set up a benefit class for which benefits are 100% company paid to reflect the $0 cost for that segment of employees.
Q: What if the employee’s deduction amount is correct in payroll, but not in EN?
A: If the deduction amount in payroll is correct, then a manual adjustment will need to be made in Employee Navigator. Employee Navigator is the system of record when it comes to the deduction record, meaning that we will not take a deduction value from payroll. Please contact your broker if you run into this issue, as an incorrect deduction amount in EN could potentially be due to incorrect plan rates or costs, incorrectly enrolled coverage levels, or updated plan rates due to specific plan settings. Once a
value is synced to Payroll, it will replace the previous deduction amount in the payroll system and become current.
Q: Why would I want a plan set to ‘Never Send’ to payroll?
A: Users often have Company-paid plans with no employee cost or plans that are unsupported within the integration and we want to prevent the system from attempting to send deductions for these plans.
Q: If there is an Annual Salary and an Annual Benefit Salary populated for an employee, which one is used for benefit calculations?
A: Annual Benefit Salary. EN will always use that value if one is populated for an employee
Q: Will future dated deductions be sent automatically once the integration is fully live?
A: No. Future dated deductions will need to be sent manually to payroll during the deduction audit process using the 'Send to Payroll' tool and clicking 'Send'. These deductions will send with the future date, so employees are not deducted prior to their start date.
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