Summary

The Multiple Worksites Process is used to report on employee quarterly wage data sorted by worksite or department. This process is also used to generate the Quarterly Census of Employment and Wages export file required by the Department of Labor.

Step by Step

1     Edit or create a Multiple Worksites batch.

• Select the Multiple Worksites palette in PR> Multiple Worksites. This will expand the Multiple Worksites palette and display the steps of the Multiple Worksites batch process.
• Modify an existing batch or create a new Multiple Worksites batch.
  • Select New from the Multiple Worksites batch number drop-down menu to create a new batch. This will open the New Batch window.
  • Enter a Batch Month and Batch Year. These fields default to the current calendar period and are for reference only.
  • Click the Generate icon to populate the Batch Number field with the next available batch number. Batch numbers are limited to five digits and must be unique within the batch month of the batch year.
    • You can also manually create a new batch by entering a Batch Number and clicking the Save icon.

2     Generate the Multiple Worksites calculations.

• Open the Generate window (PR> Multiple Worksites> Generate).
• This window is used to generate the multiple worksite calculations used in the batch process. These calculations are based on employee quarterly wages including relevant benefits and deductions.
• The Year and Quarter fields are used to filter the multiple worksites batch by year and quarter. The paychecks will be included into quarters and years based on the date type selected in the Date to Use field below
• The Date to Use field is used to select the type of date that will be used to filter the paychecks included in the batch.
  • Select Batch if you would like to filter the paychecks by the batch month and batch year used when creating the checks.
  • Select Check if you would like to filter the paychecks by check date.
  • Select Period End if you would like to filter the paychecks by the period end date of the batch used to generate the checks.
• The Total By field is used to determine if the paychecks in the batch will total by the department or the location/worksite the included employees are assigned to.
  • Employees that are not assigned to a department or a location/worksite will not be included in the batch.
  • Employees are assigned to a department or location/worksite on the Employee Maintenance window (PR> Maintenance> Employee> General tab> Department and/or Location field).
• The Unemployment Gross field is used to select the unemployment gross wage.
  • All pay codes and benefits with the Affect toggle checked on the selected unemployment will increase the unemployment gross wages.
  • All deductions with the Affect toggle checked on the selected unemployment will decrease the unemployment gross wages.
• Click the Confirm icon to generate the multiple worksite calculations immediately or enter a date and time in the field next to the Confirm icon to schedule the generate step to process at a later time. You can view the progress of the generate job on the Job Viewer window (SS> Utilities> Show Scheduled Jobs).

3     Edit the Multiple Worksite calculations.

• Open the Edit Multiple Worksites window (PR> Multiple Worksites> Edit).
• This window will display all of the multiple worksite records in the open batch.
• Highlight a record and click the Delete icon or press DELETE to remove the selected record from the batch.
• Use the field in the Maintenance section to edit a highlighted record in the data grid.
  • The Worksite Description field cannot be edited.
  • The Quarterly Wages field is used to edit the total quarterly wages associated with the selected worksite.
  • The Month 1, 2, and 3 Employees fields are used to edit the monthly number of employees included in the quarter for the selected worksite.
  • NOTE: Any changes made to an individual worksite record will not be reflected in the records of the employees associated with that worksite. As a result, any edits will result in proof list discrepancies between the edited worksite values and the individual employee values that were used to generate the original worksite values.
• Click the Save icon when all of the desired worksite edits are entered.

4     Print the Multiple Worksites Proof List.

• Open the Multiple Worksites Proof List window (PR> Multiple Worksites> Proof List).
• Select the Report Type from the drop-down menu.
  • The Summary report will display the Worksite Description, Month 1 Count, Month 2 Count, Month 3 Count, and Quarterly Wages for each record included in the batch. The report will also display a Report Total for the Quarterly Wages column.
  • The Detail report will display everything included in the Summary report as well as the Employee Number, Employee Name, and Quarterly Wages for each employee associated with an included worksite.
• Click the Print icon to process the report immediately or enter a date and time in the field next to the Print icon to schedule the report to generate at a later time. You can view the progress of the report on the Job Viewer window (SS> Utilities> Show Scheduled Jobs).
  • Click the Print icon drop-down menu and select Print Preview to preview the report before printing.
  • Click the Print icon drop-down menu and select Excel to export the report data to an Excel spreadsheet as unformatted data.
  • Click the Print icon drop-down menu and select Excel (Formatted) to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
  • Once the report is generated, you can also display the report using the View Reports window (SS> Utilities> View Report).

5     Generate the Multiple Worksites export file.

• Open the Export Multiple Worksites window (PR> Multiple Worksites> Export).
• The Export step is used to export the multiple worksite records. There are no configuration options for the export file.
• Click the Confirm icon to generate the export file.
• Once the export has finished processing, the Export Settings window will open. This window is used to specify the export path for the file.
  • Check the Open toggle if you would like to open the exported file after it is saved locally.
  • Enter the export path location and click the Save icon to export the file to the local path.

6     Commit the Multiple Worksites batch.

• Open the Commit Multiple Worksites window (PR> Multiple Worksites> Commit).
• Click the OK button to commit the batch.