The Payroll Export Center will enable users to generate more robust payroll reporting, export ADP (.csv) and Paychex (.txt) vendor files, and overall streamline payroll processing and operations.

Agencies will have the option of using the new Payroll Export Center for processing payroll or continuing to use the current Payroll Summary in the Home Health solution. If you choose not to enable the Payroll Export Center, you will still have the full functionality of the Home Health Payroll Summary. If you enable the Payroll Export Center, you will no longer process payroll under Payroll Summary. Complete the instructions below to enable the Payroll Export Center. Once enabled, update user profiles for your each of your agency’s users. Instructions for updating user profiles are also provided below. Once your updates are done, you will be able to generate more robust Excel reporting and vendor exports for seamless payroll processing.

If your agency does not process payroll for ADP or Paychex, you can still choose to opt in and process your payroll. Upon generating the export file, save or discard the file (since the format will not apply to your agency). Processing payroll this way will require you to manually generate an export file for your vendor, but you will be able to do so in a more efficient manner because of the robust Excel reports provided.

Enable/Disable Payroll Export Center

• Select Company Setup under the Admin tab.
• Navigate to the Financial/Payroll tab using the left-side menu.
• Scroll to the Payroll Export Center section under Payroll.
• To enable the Payroll Export Center, select Enable and complete the required fields (below). To disable the Payroll Export Center, select Disable.

Payroll Batch ID – Auto-generated by the system. The ID will always be updated to reflect the next batch ID you run.

Payroll Vendor – Select ADP or Paychex as your vendor.

Payroll Company Code/ID – Enter the Company Code or ID given to you by your vendor.

Update User Profiles

To Update User Profiles:

• Navigate to the Admin tab, hover over Lists, and select Users from the drop-down menu.
• Click Edit in the Action column on the right side of the user you want to edit.
• In the User Information section (on the Information tab), complete the following required fields:

Pay Type – Based on the Employment Type field. Select Salary, Hourly, or Per Visit based on how a user is paid.

Payroll File #/Worker ID – Enter the ID established and given to the user by the payroll vendor. This ID enables vendors to identify users for which payroll is being processed.

Visit Activity Pay Rates:

To create a new visit pay rate, create a new non-visit pay rate, or edit an existing pay rate, select the Visit Activity Pay Rates tab from the left-side menu and complete all the required components:

• Insurance – Select an insurance from the list of insurances set up by your agency.
• Visit/Non-Visit Task Type – Select a task from the drop-down list of all visit and non-visit tasks.
• Pay Type – Select Per Visit, Per Hour, or Single Payment to identify how the user will paid for the specific visit.
• User Rate – Enter a dollar amount to pay the user, relative to the Pay Type selected above.
• Mileage Rate – This is not a required field but can be used to specify a different mileage reimbursement rate than the established Company Mileage Reimbursement Rate. If a rate is not entered here, the company rate will be used.

Payroll Export Center Overview

To access the Payroll Export Center, hover of the Admin tab and select Payroll Export Center from the drop-down menu.

Complete the payroll parameters and click Generate to view payroll details.

Payroll Parameters

Required filter parameters:

• Date Range: Enter the date range to generate payroll details. Payroll is often run on a weekly, bi-weekly, semi-monthly, or monthly basis.
• Employee: This field defaults to All and enables users to select from a list of the agency’s active and inactive employees.
• Branch: This field defaults to All and enables users to select from a list of the agency’s branches.
• Visit/Non-Visit Task Type: This field defaults to All and enables users to select from a list of tasks.

Other filter parameters (not required):

• Additional Columns: Select up to 13 additional columns for a more detailed report.
• Insurance/Payer
• Visit Status
• Employee Credentials
• Employment Type
• Pay Type

Underneath the filters on the left side of the screen, the display can be adjusted to view All, Pending Export, or Exported files.

Processing Payroll

Export the generated data to Excel by clicking Export Details. The Excel export provides additional information for the data being processed. Always save this file as a reference for the payroll data you have processed.

Select the visits that you would like to export and mark as paid. Only visits that have a blank checkbox next to them (in All and Pending) section(s) can be exported.

Once you’ve selected visits, click on the vendor-specific Export Payroll button on the right side of the screen above the export details. Note that we do not currently support voiding or adjusting batches. You will not be allowed to make any changes or adjustments to a visit once it has been exported.

After confirming that you would like to create an export file, the selected visits will be marked as paid and a batch ID will be given to those visits. A .csv or .txt file will generate depending on your payroll provider. You may then import the file to your vendor for processing.

Updated on 8/20/2019