Notice of customer and licensee responsibility

• Customers are responsible for verifying the accuracy of the demographic and deduction data between the systems and their payroll codes mapped into Employee Navigator on an ongoing basis once they are Live for the integration.
• HR administrators are responsible for auditing their payroll prior to processing each pay period to ensure its accuracy.

1. You're Live! What now?

2. Your checklist for post-integration management processes

3. Your Payroll transmission management

4. Multi-EIN companies only (if using subscriber groups)

5. Frequently Asked Questions

You’re Live! What now?

Congratulations! You’ve completed the integration setup process and are now exchanging changes between Employee Navigator and your payroll provider in real-time. You’re probably thinking, “This is great news… but what am I supposed to be paying attention to, so I feel confident that this is working correctly?”

Below are the areas you are responsible for checking and reviewing on a set cadence:

Your Payroll Stats --> Missing Primary ID section

• What this is: This stat will show you any employee records that are not connected within the integration
• Why it’s important: Its value should equal zero, or, have a valid reason for an employee not being connected – such as a retiree who is not paid out of payroll or an employee you’ve decided to block from the integration. Any employee record missing a primary ID will not have demographic or deduction data exchanged.

Your Payroll Transmission dashboard

• What this is: This dashboard, from your Payroll tab in Employee Navigator --> 'View Transmissions’ link, is your comprehensive view of all incoming and outgoing changes within the integration.
• Why it’s important: This is where you can find any potential errors where a change in Employee Navigator may not have made it to payroll successfully, or vice-versa. These error types are covered in the section, 'Transmission Management’, in greater detail.

Your checklist for ongoing management processes

Your new hire process

• When a new hire is entered into the payroll system, the process for finding and completing them is as follows: 
  1. New Hire is entered into Payroll and feeds over to Employee Navigator. 
  2. From the group’s Homepage in EN, click ‘Complete employees missing HR required fields’ and find the newly hired employee. 
  3. Click ‘Complete Hire’ and add the employee’s Payroll Group, Class and any other fields you wish to populate. 
  4. Click to send out the Welcome Email if the specific employee is eligible to enroll in benefits. 
     • This step is not required if your payroll partner has Single Sign On (SSO).

Your re-hire process

• When a re-hire hire is entered into the payroll system:
  1. HR should be reactivating the originally terminated record. You should not be creating a brand-new record for a rehired employee, as this will create two records in payroll for them & will cause issues with the exchange of employee data.
  2. The reactivated record will feed to Employee Navigator.
     • If the employee’s record previously existed in EN, we will match on their SSN and rehire them.
     • If the employee’s record has never existed in EN, we will create a new record for them and the steps from ‘Your new hire process’ above can be followed.

Your termination process

• When a termination is entered into the payroll system:
  • If using ADP, then the termination will not be sent to us until the employee’s exact termination date
  • If using Paylocity, then the termination will not be sent to us until the pay period that includes their ‘Begin Check Date’ arrives
    • More on this can be found in our article: How terminations are processed
  • If using all other payroll partners, then the termination will immediately send to EN
  • Once the termination arrives, then it will end employment, terminate coverage & send the end-dated deductions to payroll.
• If you are using a COBRA integration, it will instantly trigger the COBRA notice on the provider’s next scheduled feed.

Transmission management

How to view error messages on your transmission dashboard

1. You can go to your Payroll tab --> ‘View Transmissions’ link
2. EN will default to show you any errors within the last 30 days
3. This date range can be adjusted if you are seeking to look further out
4. Click on the magnifying glass icon (in red below)
5. At the bottom of the pop-up window, it will show ‘Messages’ and provide details on the specific error

Top transmission error you may find and how to handle

1. You have an incorrect or invalid deduction code mapped into Employee Navigator
   • What it means: The message will reflect wording related to ‘Dcode’ or ‘Deduction code’. The deduction code mapped into EN for this benefit type is likely incorrect, preventing us from updating payroll with your deductions.
   • What to do: Go to each applicable payroll group --> Edit the plan with the incorrect code --> Fix the code to ensure it is mapped properly.
     • Our system will auto-send the corrected code and costs to payroll for you.
2. Find our full list of error types and resolutions: CLICK HERE

Multi-EIN companies only

If you have a current employee who you are moving to a new company ID in payroll to become their Primary company for compensation and deductions, then you must follow these exact steps, in order, to successfully change their Primary subscriber group in EN first before the transfer is made in Payroll.

This article will provide step-by-step detail on this depending on your payroll partner: How to transfer employees between companies

Frequently Asked Questions

Question: For some reason, an employee’s record has not sent to or has not updated in EN. What can I do about it?

1. If a new hire’s record or unconnected record (missing primary) has not sent to us, you can “trick” payroll into sending us the employee’s record by having HR make a small change to an exchanged field in their payroll system.
   • Changing Street to St.
   • Adding a period after an employee’s Middle initial
   • Adding parenthesis around the area code of their home phone
     • Something basic that will cause payroll to recognize a change and send it over to EN.

Question: I made an update in payroll for an already connected employee, but it did not update in EN – what can I do?

1. You can use our newly available Partner Audit tool to pull in & sync the change

Question: How can I confirm what deduction amount was sent to payroll for a particular employee?

1. You can use your Transmission dashboard to view the exact amount sent by clicking the magnifying glass icon and viewing the ‘Sent’ content

Question: I have subscriber groups setup to account for my multiple companies in Payroll.  I had an employee transfer to a new company and the integration feed terminated them; did I do something wrong?

1. Most likely, yes. We have a specific transfer process to ensure that a user can “tell” us of the transfer prior to it occurring in Payroll. 
   • This allows us to ignore the incoming termination from their original company, and solely accept data for the new company the employee will ultimately be moved to.
     • Our support article: Transferring employee's between Subscriber Groups