--- name: Paychex & Payroll Expert description: Paychex Flex, payroll, Stratustime, time tracking, multi-state tax, TPA access, unemployment, W-2, direct deposit, garnishment, new hire, termination, benefits, FMLA, ACA, COBRA, SUI, municipal tax, RITA, off-cycle, I-9, E-Verify. --- # Paychex & Payroll Expert > **Disclaimer:** This is AI-generated reference guidance last updated March 2026. Verify critical procedures in the actual Paychex portal and with qualified professionals before taking action. Items marked `[VERIFY]` require confirmation against current Paychex UI or with your Service Professional. Items marked `[VERIFY WITH COUNSEL]` require legal review. > **AGENT INSTRUCTION:** When citing information from this skill, always note that navigation paths are approximate and may vary by Paychex subscription tier (Essentials, Select, Pro, Enterprise) and admin role. Always recommend verifying in the live portal. Never fabricate specific button labels or menu paths you are unsure about. --- ## Table of Contents 1. [Sunrise-Specific Configuration](#sunrise-specific-configuration) 2. [Paychex Flex Navigation](#paychex-flex-navigation) 3. [Payroll Processing](#payroll-processing) 4. [Multi-State Tax Compliance](#multi-state-tax-compliance) 5. [Stratustime (Time & Attendance)](#stratustime-time--attendance) 6. [Common Admin Tasks](#common-admin-tasks) 7. [Compliance](#compliance) 8. [Paychex API](#paychex-api) 9. [Reports Guide](#reports-guide) 10. [Decision Trees](#decision-trees) 11. [Common Gotchas](#common-gotchas) 12. [Procedures](#procedures) 13. [References](#references) --- ## Sunrise-Specific Configuration ### Company Structure - **Service Model:** Paychex PEO (Professional Employer Organization) co-employment arrangement - Paychex files taxes under its own EIN on behalf of Sunrise - Paychex shares certain HR compliance risks - Benefits are offered through Paychex master plans - If ASO (Administrative Services Only), Sunrise retains 100% employer liability and files under its own EIN — confirm current model with Service Professional - **Company Code:** #6140 (at least one entity confirmed; may have multiple codes for different entities) - **States of Operation:** OH, IN, MD, MI, PA, FL, WV, AL, GA, AR, MN, ND, WI, MO, IL (and potentially others as acquisitions close) - **Pay Frequency:** Verify current schedule with payroll admin (likely bi-weekly for hourly, may differ for salaried) - **Time & Attendance:** Stratustime (separate system; integration with Flex is manual import per payroll run) ### Key Contacts | Role | Person | Notes | |------|--------|-------| | **Paychex Contact** | Jessica Boulbol | Sends requests; primary Paychex relationship manager | | **IT/Paychex Admin** | Carlos (IT Director) | Handles Paychex admin tasks, system configuration, API access | | **Service Professional** | Assigned by Paychex | For payroll processing questions, tax issues, corrections | | **Payroll Support** | Kristy Haigler | Extension x5150183; email: khaigler@paychex.com | ### Support Contact Directory | Need | Phone | Email/Notes | |------|-------|-------------| | **General Client Support** | 833-299-0168 | M-F 9am-5pm ET | | **PEO Client Support** | 800-472-0072 | If on PEO model | | **PEO Employee Support** | 800-741-6277 | | | **Employee Support** | (800) 822-8704 | Password resets, W-2 access, general employee questions | | **Payroll Support** | (888) 627-4735 | Kristy Haigler x5150183 | | **Benefits Support** | (800) 741-6277, Option 4 | PEO_benefitsteam@paychex.com | | **401(k) Support** | (855) 776-7929 | PEO401k@paychex.com | | **Time & Attendance** | (855) 776-7929 | PEOTAA@paychex.com | | **Stratustime Technical** | 1-877-729-6757 | Direct Stratustime support | | **FSA/HSA Support** | (855) 776-7929 | ASO_PEO_PBA@paychex.com | | **COBRA** | (800) 472-0072 | APC_COBRA@paychex.com | | **Learning Support** | (800) 939-2462 Opt 2 then 4 | PLE_Support@paychex.com | | **In-App Chat** | 24/7 | Click ? icon in bottom-right of Paychex Flex | ### 401(k) Provider - **401(k) Generation** (if applicable) - Employee line: (866) 998-5879 - Email: participantsupport@401kgeneration.com - Access through Paychex Flex "My Retirement" or "401(k)" link ### Employee Assistance & Perks | Program | Phone | Website | |---------|-------|---------| | **BalanceCare Healthy Advocacy** | (877) 598-8617 | www.eniweb.com/balance-care | | **EAP (NexGen)** | (800) 960-5371 | www.nexgeneap.com | | **FinFit Financial Wellness** | (888) 928-7248 | go.finfit.com/paychexsignup | | **Working Advantage Discounts** | (800) 565-3712 | www.workingadvantage.com | --- ## Paychex Flex Navigation ### Portal Access - **URL:** paychexflex.com - **Mobile App:** "Paychex Flex" on iOS App Store / Google Play (free) - **Stratustime Direct URL:** employees.stratustime.com ### Dashboard Layout [VERIFY] - **Top Bar:** Company name, notification bell, Help (?) icon, user profile menu - **Left Navigation Panel:** - **Home** -- Quick-action tiles (customizable); upcoming payroll, pending approvals, to-do items - **People** -- Employee records, onboarding, org chart, documents - **Payroll** -- Run payroll, payroll history, payroll calendar, tax center - **Benefits** -- Plan administration, open enrollment, elections, COBRA - **Time & Attendance** -- Links to Stratustime; timesheets, PTO requests - **Reports** -- Standard library (160+ reports), custom builder, scheduled delivery - **HR** -- Performance, compliance, I-9 center, HR documents - **Admin** -- User security, role-based access, Feature Manager, company settings - **Organization Dropdown:** Top right -- switch between company divisions/entities - **Quick Reports Widget:** Dashboard tile showing favorites, recent reports, payroll summaries ### Role-Based Access Control (RBAC) [VERIFY] | Role | Access Level | Common Use | |------|-------------|------------| | **Administrator** | Full system access; can create/modify other roles | IT Director (Carlos), HR Director | | **Payroll Admin** | Payroll processing, tax center, pay history | Payroll processor | | **HR Admin** | Employee records, onboarding, compliance, benefits | HR staff | | **Supervisor** | Manage direct reports: approve timesheets, PTO, edit punches | **RVPs, Community Managers** (confirmed 2026-03-02) | | **Manager** | View-only for their reports; approve timesheets, PTO | Property managers | | **Employee** | Self-service only: pay stubs, W-2, personal info, PTO requests | All employees | | **Accountant** | Limited reporting access; no payroll processing | External CPA/accountant | > **IMPORTANT (verified 2026-03-02):** RVPs and CMs must use the **Supervisor** role, NOT Payroll Admin. Payroll Admin grants excessive access to payroll processing, tax center, and company-wide pay data. Set at `Access & Permissions > Access > Admin Role`. **Key paths:** - Create/edit roles: `Admin > User Security > Add/Edit User` [VERIFY] - Restrict by location: `Admin > User Security > [User] > Division Filter` [VERIFY] - Enable/disable modules: `Admin > Feature Manager` [VERIFY] **Best practice:** Review user permissions quarterly. Remove access immediately upon termination. Only administrators can create or modify Security Roles. ### Mobile App Capabilities **Employees can:** - View pay stubs (current and historical) - Access W-2s and tax documents - Check PTO balance and request time off - View benefits information - Update personal info (phone, address, email) - Submit timesheets (if applicable) - Receive notifications (payroll, benefits, approvals) - Use biometric login (Face ID / fingerprint) - Chat with Paychex support 24/7 **Managers can:** - Review and approve/deny PTO requests - Approve employee timecards - Submit pay adjustments - Track employee leave and overtime - Get push notifications for pending approvals **Security:** Auto-logout after 30 minutes of inactivity. All data encrypted via HTTPS. ### Feature Manager - Path: `Admin > Feature Manager` [VERIFY] - Enables/disables modules: Stratustime integration, Benefits Admin, E-Verify, Pre-Check, etc. - Must be activated BEFORE initial setup of a module - Only accessible to Administrator-level roles --- ## Payroll Processing ### Processing Cycle & Deadlines **ACH Cutoff:** Typically 4:30 PM ET, 2 business days before check date. Verify exact cutoff with your Service Professional -- it may vary by company configuration. **Standard Timeline:** | Day | Action | |-----|--------| | T-5 to T-3 | Timesheets approved in Stratustime; managers flag exceptions | | T-2 (by 4:30 PM ET) | Payroll submitted in Paychex Flex (ACH cutoff) | | T-1 | Payroll in processing queue; no changes possible without Service Professional | | T (Check Date) | Direct deposits hit employee accounts; pay stubs available | **If ACH cutoff is missed:** 1. Contact Service Professional immediately for expedited processing (fees may apply) 2. Alternatively, switch affected employees to live/paper checks for that cycle 3. Document the miss and root cause for process improvement ### Standard Payroll Run (Step-by-Step) [VERIFY] 1. **Start Payroll:** `Payroll > Pay Employees` > Select pay period > Click **Start Payroll** 2. **Import Time from Stratustime:** - Confirm ALL timesheets are approved in Stratustime first - In Stratustime: `Reports > Payroll Export` -- export hours for the pay period - In Flex payroll run: click **Import Time** -- upload the exported file - **CRITICAL:** Stratustime and Flex do NOT auto-sync. This is a manual step every pay run. 3. **Enter/Verify Hours:** - Click employee row in grid view to enter/edit Regular, OT, other earnings - Salaried employees auto-populate; verify one-time adjustments - Reconcile: Stratustime export totals must match Flex import totals 4. **One-Time Adjustments:** Click **Add Earnings** or **Add Deduction** at the employee level for single-period overrides (bonus, reimbursement, retro pay, etc.) 5. **Review Deductions:** Benefits, garnishments, loan repayments auto-populate -- verify before continuing 6. **Preview Payroll:** Click **Preview** to open Payroll Summary: - **Earnings tab:** Gross pay by earnings code (Regular, OT, Bonus, Reimbursement) - **Deductions tab:** Employee-paid (401k, Medical, Garnishments) - **Taxes tab:** EE and ER liabilities -- FICA, FUTA, SUI, local - **Net Pay tab:** Final ACH or check amounts; flags for exceptions and zero-check employees 7. **Pre-Check (if enabled):** Employees receive email to review preview paystub before final submission 8. **Submit:** Click **Submit Payroll** > confirm check date and ACH cutoff acknowledgment 9. **Confirmation:** System generates confirmation number; payroll enters processing queue ### Pay Types | Pay Type | How to Process | Notes | |----------|---------------|-------| | **Regular** | Standard payroll run | Auto-populated for salaried; entered/imported for hourly | | **Overtime** | Imported from Stratustime or manual entry | OT1 = 1.5x; OT2 = 2.0x; configured in Stratustime | | **Bonus (Discretionary)** | Off-cycle or added to regular run | Notify Paychex 72 hours before delivery date | | **Bonus (Non-Discretionary)** | Off-cycle or added to regular run | Tied to performance metrics; affects OT calculation | | **Bonus (Gross-Up)** | Off-cycle; requires extra processing time | Requires 72+ additional hours; notify Service Professional | | **Commission** | Added as earnings during payroll run | Use appropriate commission earnings code | | **Off-Cycle** | `Payroll > Pay Employees > Off-Cycle Payroll` | For missed pay, termination final pay, corrections | | **Manual Check** | Off-cycle > select "Manual Check" | Records tax liability for checks already issued outside system | | **Reimbursement** | Added as non-taxable earnings | Verify correct earnings code (non-taxable) | **Large bonus warning:** If bonus run exceeds normal payroll invoice by >25% or >$100K, a pre-wire may be required at least 2 business days before check date. ### Direct Deposit Management **Employee self-service setup:** 1. `Profile > Pay > Direct Deposit > Add Bank Account` (or "Add Direct Deposit") 2. Enter: Bank name, account type (checking/savings), routing number, account number 3. Select allocation: Entire paycheck, specific dollar amount, percentage, or remainder 4. Submit for admin approval 5. Admin approves at: `People > [Employee] > Pay > Direct Deposit` [VERIFY] **Admin setup:** - Path: `People > [Employee] > Pay > Direct Deposit` [VERIFY] - Supports multiple accounts with percentage or flat-dollar splits - **Prenote period:** First paycheck may be paper while bank verifies routing/account (typically 1 pay cycle). Skip-prenote option exists but is not recommended for new accounts. **Declined requests:** Employee clicks "Fix & Resubmit Request" to correct and resubmit. **Common issues:** - Invalid routing/account number causes ACH return - Closed accounts cause returns - Changes must be made before payroll cutoff (typically 2-3 days before payday) ### Deductions & Garnishments **Deduction types:** - **Pre-tax:** 401(k), health insurance, FSA, HSA, transit benefits - **Post-tax:** Roth 401(k), voluntary life/disability, garnishments, union dues **Adding a garnishment:** [VERIFY] 1. Path: `People > [Employee] > Pay > Deductions > Add Deduction > Garnishment` 2. Select type: Child Support/IWO, IRS Tax Levy, State Tax Levy, Creditor, Student Loan, Bankruptcy 3. Enter: Agency name, case number, withholding amount/percentage, remittance address, start date 4. If enrolled in **Paychex Garnishment Payment Service:** Paychex remits funds automatically **Garnishment Priority Rules (Federal):** | Priority | Type | Maximum Withholding | |----------|------|-------------------| | 1 | Child Support / IWO | 50-65% of disposable earnings | | 2 | Federal Tax Levy (IRS 668-W) | Per IRS Pub 1494 exempt amount; all remainder withheld | | 3 | State Tax Levy | Varies by state | | 4 | Creditor / Consumer Debt | Lesser of 25% disposable earnings OR excess over 30x federal min wage | | 5 | Student Loan | 15% of disposable earnings | > **Disposable earnings** = gross pay minus mandatory deductions (taxes, Social Security). NOT voluntary deductions like 401(k) or health insurance. **Child Support CCPA Limits:** | Situation | Maximum | |-----------|---------| | Supporting another family | 50% | | Not supporting another family | 60% | | 12+ weeks in arrears (supporting) | 55% | | 12+ weeks in arrears (not supporting) | 65% | **IRS Tax Levy (Form 668-W) Process:** 1. Receive IRS Form 668-W 2. Provide employee with Statement of Exemptions (Form 668-W Part 3) -- employee must return within 3 business days 3. Calculate exempt amount using IRS Publication 1494 (filing status + exemptions) 4. Enter in Paychex: `People > [Employee] > Pay > Deductions > Add Deduction > Tax Levy` [VERIFY] 5. Levy continues until IRS releases via Form 668-D **State-specific garnishment notes:** | State | Consumer Debt Rule | Special Notes | |-------|-------------------|---------------| | OH | Federal CCPA (25%) | Standard | | IN | Federal CCPA (25%) | Standard | | MI | Federal CCPA (25%) | Standard | | PA | Federal CCPA (25%) | Standard | | FL | Federal CCPA (25%) | Head of household exemption available `[VERIFY WITH COUNSEL]` | | WV | Federal CCPA (25%) | Standard | | IL | **More restrictive:** 15% of gross wages OR excess over 45x state min wage | Significantly limits consumer garnishments | | GA | Federal CCPA (25%) | Standard | | MD | **More restrictive:** 25% disposable OR excess over 30x MD min wage ($15/hr = $450/wk floor) `[VERIFY WITH COUNSEL]` | Child support remittance within 7 days of pay | | AL | Federal CCPA (25%) | Standard | ### Payroll Corrections | Scenario | Method | Path | |----------|--------|------| | **Error found before ACH processes** | Void the check | `Payroll > Payroll History > [Run] > [Employee] > Void Check` [VERIFY] | | **Error found after check date** | Reverse the check | `Payroll > Payroll History > [Run] > [Employee] > Reverse Check` [VERIFY] -- creates negative entry on next run | | **Same-quarter correction** | Off-cycle adjustment | Run off-cycle with positive/negative amount using appropriate earnings code | | **Prior-quarter correction** | Contact Service Professional | Requires amended 941 -- DO NOT attempt unilaterally | | **Wrong hours after payroll closed** | Manual adjustment next run | Enter correction using "Retro Pay" earnings code; document in HR notes | ### Off-Cycle / Supplemental Payroll [VERIFY] - Path: `Payroll > Pay Employees > Off-Cycle Payroll` - Use cases: Missed pay, bonus runs, termination final pay, corrective payments - Select "Manual Check" if paper check was already issued (records tax liability only) - May incur additional processing fees - For supplemental pay (bonuses), federal supplemental withholding rate applies (22% for amounts under $1M) ### Year-End Processing (W-2s, 1099s) **Annual Timeline:** | When | Task | |------|------| | **October-November** | Audit employee SSNs and addresses; verify against SSA records | | **November-December** | Confirm fringe benefits and imputed income are coded: GTL over $50K, personal vehicle use, third-party sick pay | | **December** | Enter imputed income via off-cycle run or payroll adjustment BEFORE final pay run | | **January (Week 1-2)** | Preview W-2s in `Payroll > Year-End > W-2 Management` [VERIFY]; look for negative amounts, missing state wages, missing Box 12 codes | | **By January 31** | W-2 distribution to employees (electronic via Flex or paper mailed by Paychex) | | **By January 31** | Form 940 (FUTA) annual filing (Paychex handles) | | **By January 31** | 1099-NEC to contractors ($600+ in services) | | **By March 31** | ACA 1095-C electronic filing to IRS | **W-2 Access (employees):** Available approximately January 3 via `Dashboard > Tax Documents > PDF Icon` **W-2c Corrections:** Contact Paychex Service Professional -- amended return filed with SSA. Do not attempt manual W-2c without coordination. **1099 Requirements:** If you paid independent contractors $600+ for services, file 1099-NEC. If filing 10+ information returns (W-2s, 1099s combined), electronic filing with IRS is mandatory. --- ## Multi-State Tax Compliance ### Overview Sunrise operates in 15+ states, making multi-state tax compliance a critical ongoing concern. Key requirements: 1. State income tax withholding for each work state 2. State unemployment insurance (SUI) registration and payment per work state 3. Local tax withholding (especially Ohio municipal taxes) 4. Reciprocity agreement management 5. Workers compensation coverage per state Paychex automatically calculates, deposits, and files: Federal 941, FUTA (940), all state income tax withholding, SUI, and local taxes -- provided state tax IDs are correctly entered and Power of Attorney paperwork is on file. ### State Tax Reference Table (2026) > **Note:** Tax rates and wage bases change annually. Values below are for 2026 tax year where confirmed. Items marked TBA had not been published at time of writing. Always verify current rates with state agencies or your Paychex Service Professional. | State | Income Tax Type | Rate(s) | SUI Wage Base | Local Taxes | Key Notes | |-------|----------------|---------|---------------|-------------|-----------| | **OH** | Flat | 2.75% (income >$26,050) | $9,000 | Yes -- RITA/CCA cities + school district | Most complex local tax of all states; see Ohio section below | | **IN** | Flat | 2.95% | $9,500 | County COIT rates | Withhold county tax based on employee's county of residence as of Jan 1 | | **MD** | Graduated | 2.0% - 5.75% | $8,500 | County income tax (23 counties + Baltimore City) | Each county has own rate; withhold based on residence; MarylandSaves compliance | | **MI** | Flat | 4.25% | $9,500 (TBA) | Detroit and select cities | Detroit: 2.4% resident / 1.2% non-resident | | **PA** | Flat | 3.07% | $10,000 | Local EIT (earned income tax) + LST | Local Service Tax (LST) in many municipalities | | **FL** | None | 0% | $7,000 | None | No state income tax; still pay SUI and FUTA | | **WV** | Graduated | 2.36% - 5.12% | $9,500 | None | | | **AL** | Graduated | 2% - 5% | $8,000 | Some cities (Birmingham, etc.) | Expanding filing/withholding requirements in 2026 | | **GA** | Flat | 5.19% | $9,500 | None | Provide DOL-800 Separation Notice on ALL terminations | | **AR** | Graduated | Up to 3.9% (>$4,600) | $9,000 | None | | | **MN** | Graduated | 5.35% - 9.85% | $43,000 (TBA) | None | High SUI wage base; complex brackets | | **ND** | Graduated | Up to 2.5% | $45,100 (TBA) | None | Very high SUI wage base | | **WI** | Graduated | 3.5% - 7.65% | $14,000 | None | | | **MO** | Flat (new 2026) | 4.0% | $9,000 | Kansas City + St. Louis earnings taxes | Transitioning to flat rate in 2026 | | **IL** | Flat | 4.95% | $13,590 | Chicago Payroll Expense Tax | No reciprocity with IN; min wage $15/hr affects garnishment calcs | ### Ohio Municipal Tax Complexity Ohio has over 600 municipalities levying their own income taxes, with rates ranging from 0.5% to 3.0%. This is the single most complex local tax regime in the country for employers. **Two Collection Agencies:** | Agency | Coverage | Registration | Filing | |--------|----------|-------------|--------| | **RITA** (Regional Income Tax Agency) | ~400 municipalities | Register once with RITA (Form 48 or online); covers all RITA cities | Consolidated returns | | **CCA** (Central Collection Agency) | ~40 municipalities (incl. Cleveland, Dayton) | Register separately with CCA | Separate returns | **Remaining municipalities:** ~160 cities collect their own taxes directly (not through RITA or CCA). Each requires separate registration and filing. **Withholding Rules:** - Withhold based on where the employee **works** (workplace tax) - Employee may also owe tax to their **resident** city (residence tax / courtesy withholding) - If workplace tax rate >= resident city credit rate, withhold at the credit rate percentage - If workplace tax rate < resident city credit rate, withhold at the lower workplace rate - **School District Tax:** Employees in certain Ohio school districts owe additional tax; employee completes SD-100 form **Filing Frequency:** - Most Ohio city taxes: monthly or quarterly - Some cities require semi-monthly filing if employer withholds >$1,000/month or >$12,000/year - CCA submittals for Tax Year 2025 were due by March 2, 2026 **Registration Steps:** 1. Determine which cities your Ohio properties are located in 2. Look up each city at ritaohio.com or ccaohio.gov to determine collection agency 3. Register with RITA (covers all RITA cities in one registration) 4. Register with CCA separately if any CCA cities 5. Register directly with any self-collecting cities 6. Provide all tax IDs to Paychex Service Professional 7. Update Paychex: `Payroll > Tax Center > Tax Agencies > Add Local` [VERIFY] **RITA Contact:** 1-800-860-7482 | ritaohio.com **CCA Contact:** ccaohio.gov ### Reciprocity Agreements Reciprocity agreements allow employees who live in one state and work in another to be exempt from withholding in the work state, paying only to their resident state. **Reciprocity covers state income tax only** -- local/municipal taxes (Ohio cities, PA local EIT, KY occupational) still apply regardless. **Full Reciprocity Matrix for Sunrise States:** | Work State | Reciprocal Resident States | Employee Form Required | |------------|---------------------------|----------------------| | **OH** | IN, KY, MI, PA, WV | OH IT-4NR | | **IN** | KY, MI, OH, PA, WI | WH-47 | | **MI** | IL, IN, KY, MN, OH, WI | MI-W4 | | **PA** | IN, MD, NJ, OH, VA, WV | REV-419 | | **WV** | KY, MD, OH, PA, VA | WV/IT-104 | | **MD** | DC, PA, VA, WV | MW507 | | **IL** | IA, KY, MI, WI (**NOT IN**) | IL-W-5-NR | | **WI** | IL, IN, KY, MI, MN | W-220 | | **MN** | MI, ND | MWR | | **ND** | MN, MT | -- | | **FL** | N/A (no income tax) | N/A | | **AL** | None | N/A | | **GA** | None | N/A | | **AR** | None | N/A | | **MO** | None | N/A | **How to apply reciprocity in Paychex:** 1. Employee provides completed reciprocity exemption certificate (state-specific form listed above) 2. Admin keeps paper copy on file 3. In Paychex: `People > [Employee] > Pay > Tax Information` [VERIFY] 4. Apply reciprocity exemption so only resident-state tax is withheld 5. If reciprocity exemption is later invalid (employee moves), remove the exemption and begin withholding **Key trap:** IL does NOT have reciprocity with IN. If an employee lives in IN and works in IL, you must withhold IL income tax. The employee claims credit on their IN return. ### Multi-State Employee: Which State Gets Withholding? **General rules:** 1. **Work state gets SUI** -- always paid to the state where work is performed 2. **Work state gets income tax withholding** -- unless a reciprocity agreement applies 3. **Resident state gets income tax** -- if reciprocity applies, withhold only for resident state 4. **Split-state employees:** If employee works in multiple states in one pay period, allocate wages by state in payroll grid; Paychex calculates per-state taxes **Path to configure:** `People > [Employee] > Pay > Tax Information > State Taxes` [VERIFY] - Add all states where employee works - Apply reciprocity certificates where eligible - Add secondary state at `> Add State` [VERIFY] ### New State Registration Checklist When Sunrise acquires a property or hires employees in a new state: - [ ] **1. State Withholding Tax ID:** Register with state Department of Revenue (DOR) - [ ] **2. SUI Account:** Register with state Labor/Workforce agency for unemployment insurance - [ ] **3. Workers Compensation:** Obtain WC policy endorsement for new state from insurance carrier - [ ] **4. Local Taxes:** Register for applicable local/city taxes: - OH: RITA, CCA, or self-collecting cities + school districts - PA: Local EIT and LST - IN: County COIT - KY: Occupational license tax - MI: Detroit/city income tax (if applicable) - MD: County income tax (automatic via state) - IL: Chicago Payroll Expense Tax (if applicable) - MO: Kansas City / St. Louis earnings tax (if applicable) - [ ] **5. Provide All IDs + POA to Paychex:** Send all new tax IDs and Power of Attorney documentation to Service Professional - [ ] **6. Update Paychex:** `Payroll > Tax Center > Tax Agencies > Add State` [VERIFY] - [ ] **7. Update SUI Rate:** Upload rate notice; enter at `Payroll > Tax Center > Tax Agencies > [State] > SUI Rate` [VERIFY] - [ ] **8. Verify First Payroll:** After first payroll run in new state, verify correct tax withholding on employee pay stubs - [ ] **9. New Hire Reporting:** Confirm new hires in that state are reported within 20 days ### Common Multi-State Errors | Error | Cause | Fix | |-------|-------|-----| | New state not withholding taxes | State not added to employee tax profile | Add state: `People > [Employee] > Pay > Tax Information > Add State` [VERIFY] | | Double withholding (both states) | Reciprocity exemption not applied | Collect exemption certificate from employee; apply in Paychex | | Wrong local tax amount (OH) | Work city not updated when employee transferred | Update employee's work location in Paychex; verify correct RITA/CCA city | | SUI paid to wrong state | Work location misconfigured | SUI follows work location, not residence; correct in employee record | | Missing county tax (IN) | County of residence not set correctly | IN county tax based on residence as of Jan 1 each year | | MD county rate wrong | Employee moved and didn't update address | Update address; MD county rate follows residence | ### Viewing Tax Deposits & Filings [VERIFY] - **Tax Deposits:** `Payroll > Tax Center > Tax Deposits` -- scheduled and completed federal/state deposits - **Filed Returns:** `Payroll > Tax Center > Filed Returns` -- 941s, state returns, filing confirmations - **Tax Agencies:** `Payroll > Tax Center > Tax Agencies` -- view/update state account numbers and SUI rates - **Update State Tax ID:** `Payroll > Tax Center > Tax Agencies > [State] > Update Account Number` - **Update SUI Rate:** `Payroll > Tax Center > Tax Agencies > [State] > SUI Rate` -- do this every January when new rate notices arrive ### Workers Compensation by State - Each state requires a separate WC policy or endorsement on master policy - **Common WC class codes for property management:** - **9015** -- Apartment/residential building operation - **9014** -- Building maintenance crew - **8810** -- Clerical office - **Paychex Pay-As-You-Go WC:** If enrolled, premiums calculated each pay run based on actual wages by class code. Eliminates year-end audit surprises. - Update class codes: `Payroll > Payroll Settings > Workers Comp` [VERIFY] - Consult Paychex Insurance agent to confirm all operating states are covered ### SUI (State Unemployment Insurance) Key Rules - SUI paid to state where **work is performed** (not employee home state) - Each state assigns employer tax rate based on experience rating (claims history) - New employers typically get a "new employer rate" for first 2-3 years - **Rate notices arrive annually (usually January):** Upload to Paychex immediately - **UI claims:** Respond within 10-14 days of notice -- critical for protecting your rate - **Documentation rule:** Termination reason codes in Paychex (Voluntary vs. Involuntary) directly affect UI eligibility -- enter accurately - Paychex UI Management Services can handle claims on your behalf --- ## Stratustime (Time & Attendance) > **CRITICAL:** Stratustime and Paychex Flex are separate systems that do NOT auto-sync. This affects TWO things: > 1. **Hours:** Must be exported from Stratustime and manually imported into each payroll run. > 2. **Manager assignments:** The Flex org chart (`People > [Employee] > Status/Position > Supervisor`) does NOT sync to Stratustime. The Manager field must be set separately in Stratustime (`Time & Attendance > Employees > Information > Manager`). Without it, supervisors cannot save punch edits -- the Save button will be grayed out. > > **Onboarding implication:** When adding new employees or changing reporting structures, update the supervisor in BOTH systems. ### Access Methods - Via Paychex Flex: `Time & Attendance` in left nav (may launch Stratustime in separate window) - Direct URL: employees.stratustime.com - May require separate login unless SSO is configured ### Time Entry Methods | Method | Details | |--------|---------| | **Web Clock** | employees.stratustime.com -- clock in/out from any browser | | **Mobile App** | Paychex Flex app; supports geofencing to restrict punch location | | **Physical Clocks** | Stratustime-compatible: biometric (iris, facial, fingerprint), proximity badge, PIN | | **Manager Entry** | Manual timecard editing in Stratustime admin panel | ### Overtime Rules Configuration [VERIFY] - Configure in Stratustime administration settings - **OT1 (Time-and-a-half):** Standard weekly overtime after 40 hours (federal FLSA) - **OT2 (Double time):** If applicable per state/company policy - **Daily overtime:** Available for states that require it (e.g., California -- not a Sunrise state currently) - **Consecutive day overtime:** Configurable - **Alerts:** Can set alerts when employees approach overtime threshold - **Auto-calculation:** System auto-assigns hours, sets comp time pay rates and factors ### PTO / Vacation Tracking - Path: `Configuration > Holidays/Time Off > Time Off Accruals` [VERIFY] - Configure: accrual rate, frequency (per pay period / monthly / annually), cap, carry-over limit, waiting period, payout at termination - Common config for property management: 90-day waiting period; tenure-based increases at 1, 3, 5 years - **Negative balances:** Check `Allow Negative Balance` setting if employees may borrow against future accruals - **Year-end carry-over:** Run carry-over process before first payroll of new year per policy rules - **Employee visibility:** If employee cannot see PTO balance, check `Employee Profile > Display Settings > Show Accruals` [VERIFY] ### PTO Balance Management - Admin view: `Stratustime > Reports > Time Off Balances` -- export all employees [VERIFY] - Manual adjustment: `Employee Record > Time Off > Adjust Balance` (notes required for audit trail) [VERIFY] - Employees can view balances and request time off through mobile app or web portal ### Scheduling Features - Create and publish employee schedules - Employees can view schedules on mobile app - Employees can request shift swaps via self-service for manager approval - Manager approval workflow for schedule changes ### Manager Approval Workflow 1. **Manager:** Navigate to `Timesheets` > review employee punches; flag exceptions (missed punches, unapproved OT) 2. **Edit/correct:** Edit entries; add notes for audit trail 3. **Approve:** Approve individual timesheets or batch-approve by department 4. **Admin final review:** Before payroll cutoff: `Timesheets > Approve All` [VERIFY] 5. **Best practice:** Require timesheet approvals 24 hours before payroll submission deadline ### Stratustime-to-Payroll Import (EVERY PAY RUN) 1. **Verify** all timesheets are approved in Stratustime (period is closed) 2. **Export from Stratustime:** `Reports > Payroll Export` [VERIFY] -- export hours for the pay period 3. **Import to Flex:** During payroll run, click **Import Time** -- upload the exported file 4. **Reconcile:** Stratustime export totals MUST match Flex import totals before submitting 5. **Troubleshoot mismatches:** Check for unapproved timesheets, pay code mapping errors, or date range issues ### Pay Code Mapping - Path (Stratustime): `Configuration > Payroll Mapping` [VERIFY] - Map Stratustime codes to Paychex Flex earning codes (e.g., Stratustime "REG" -> Paychex "Regular Hours") - **Audit after any new pay code is created** -- mismatches cause hours to import under incorrect codes ### Common Stratustime Issues | Issue | Cause | Resolution | |-------|-------|------------| | Hours not importing to payroll | Timesheets not approved before export | Approve all timesheets first; re-export | | PTO balance not visible to employee | Display setting disabled | `Employee Profile > Display Settings > Show Accruals` [VERIFY] | | Missed punch | Employee forgot to clock in/out | Manager edits timecard; adds note | | Wrong overtime calculation | OT rules misconfigured | Review overtime rules in configuration | | Pay codes imported under wrong earnings code | Pay code mapping mismatch | Audit `Configuration > Payroll Mapping` [VERIFY] | | Cannot edit timecard after payroll closes | Timecard locked post-submission | Enter correction on next payroll as "Retro Pay" adjustment | ### Stratustime Reports | Report | Purpose | When to Run | |--------|---------|-------------| | **Payroll Export** | Hours for import to Flex | Every payroll run | | **Time Off Balances** | All employee PTO balances | Monthly or as needed | | **Attendance Summary** | Attendance patterns, tardiness | Weekly / monthly | | **Overtime Report** | OT hours by employee/department | Weekly (to control costs) | | **Exception Report** | Missed punches, unapproved time | Daily during pay period | | **Labor Distribution** | Hours by location/department | Monthly (cost allocation) | --- ## Benefits Administration ### Plan Configuration [VERIFY] - Path: `Benefits > Plan Administration > Add/Edit Plans` - Required per plan: carrier name, plan year dates, EE/ER contribution rates, eligibility rules, waiting periods - Plan types: medical, dental, vision, FSA, HSA, life/AD&D, voluntary supplemental, 401(k), disability ### Open Enrollment Setup [VERIFY] - Path: `Benefits > Open Enrollment > Create Enrollment Event` - Define: enrollment window dates, eligible employee groups, plans available - System auto-sends email to employees when enrollment opens - Employee flow: Introduction > My Family > My Benefits > Review > Confirmation - Monitor completion: `Benefits > Open Enrollment > Enrollment Status` - **Typical timing:** November/December for January 1 effective date - **Reminder:** Employees who miss the window must wait until next year unless a qualifying life event occurs ### Qualifying Life Events - Path: `Benefits > Life Events > Pending Events` [VERIFY] - Events: marriage, divorce, birth/adoption, loss of other coverage, death of dependent, change in employment status - **30-day window** from event date -- document the event date accurately - Admin workflow: `Benefits > Life Events > Pending Events > [Employee] > Review & Approve` [VERIFY] - Request and retain supporting documentation (marriage certificate, birth certificate) per plan rules ### Benefits Plan Types at Sunrise | Benefit | Plan Details | Admin Notes | |---------|-------------|-------------| | **Medical** | Through Paychex PEO master plan (if PEO) or direct carrier | Verify carrier and plan details with benefits team | | **Dental** | Separate carrier possible | May be bundled or standalone | | **Vision** | Separate carrier possible | May be bundled or standalone | | **401(k)** | Paychex or 401(k) Generation | Employee line: (866) 998-5879 | | **FSA** | Flexible Spending Account | Annual election; use-or-lose (with possible grace period) | | **HSA** | Health Savings Account | Requires HDHP; portable; no use-or-lose | | **Life/AD&D** | Group life insurance | GTL >$50K = imputed income (taxable; report on W-2) | | **STD/LTD** | Short/Long-term Disability | Check employer vs. employee-paid for tax treatment | | **EAP** | Employee Assistance Program | NexGen EAP: (800) 960-5371 | ### 401(k) Administration - **In-plan access:** `My Retirement` or `401(k)` from Paychex Flex dashboard - **Contribution changes:** Employee can change percentage through Paychex Flex or 401(k) provider portal - **Employer match:** Configured in plan document; auto-calculated during payroll if integrated - **Vesting schedule:** Per plan document; track with 401(k) provider - **Annual limits (2026):** Verify current year IRS limits for employee deferrals ($23,500 in 2025) and catch-up contributions (age 50+) - **401(k) auditor access:** For annual plan audits, run compensation and contribution reports from Paychex ### PEO vs ASO: Understanding Your Service Model **Why this matters:** The service model affects who files taxes, who carries liability, and how benefits are administered. | Feature | PEO (Professional Employer Organization) | ASO (Administrative Services Only) | |---------|------------------------------------------|--------------------------------------| | **Employer of Record** | Paychex (co-employment) | Sunrise (sole employer) | | **Tax Filing** | Under Paychex EIN | Under Sunrise EIN | | **Liability** | Shared with Paychex | 100% Sunrise | | **Benefits** | Through Paychex master plans (often better rates) | Sunrise selects own carriers | | **Workers Comp** | May be through Paychex master policy | Sunrise arranges own coverage | | **Control** | Less flexibility; Paychex governs some HR decisions | Full employer control | | **Cost Structure** | Per-employee per-month or % of payroll | Fee-for-service | **Current Sunrise model:** Verify with Carlos/Service Professional. Evidence suggests PEO (PEO-specific support numbers, PEO benefits team email). If on PEO, Paychex is the co-employer and files under their EIN. --- ## Common Admin Tasks ### TPA (Third Party Administrator) Access **What it is:** TPA access grants third parties (accountants, auditors, insurance providers, unemployment claim managers) limited access to Paychex data or the ability to file/act on behalf of Sunrise. **Common TPA access requests:** 1. **External accountant/CPA** needs reporting access for tax preparation 2. **Workers comp auditor** needs payroll data by class code 3. **Unemployment claim TPA** needs wage data and termination details 4. **Benefits broker** needs census data 5. **401(k) auditor** needs contribution and compensation reports 6. **State agencies** requiring Paychex to file/pay as TPA on Sunrise's behalf **Granting Accountant Access in Paychex Flex:** [VERIFY] *Method 1: Client-Initiated* 1. Log in as Administrator 2. Navigate to `Admin > User Security` [VERIFY] 3. Add new user with "Accountant" role 4. Configure permissions: typically limited to Reporting only (no access to Company, People, Payroll, or User Access) 5. Send invitation to accountant's email *Method 2: Accountant-Initiated* 1. Accountant logs into their Paychex Flex account 2. Selects "Company Linking" icon [VERIFY] 3. Requests access to Sunrise's account 4. Admin receives notification and approves/denies **Revoking TPA/Accountant Access:** 1. Navigate to `Admin > User Security` [VERIFY] 2. Find the TPA user 3. Deactivate or remove the user 4. Notify Paychex directly in writing if the TPA had Power of Attorney or filing authority 5. Authorization continues until client directly notifies Paychex to revoke **For State TPA Registrations (Unemployment Tax, etc.):** - Paychex can be assigned as TPA for unemployment tax filing/payment - This is set up through each state's unemployment system - Registration managed by Paychex Service Professional - Provide POA documentation as required **Best practices:** - Review all TPA access quarterly - Revoke immediately when relationship ends - Document all TPA grants with date, scope, and approver - Never grant broader access than needed for the specific task ### Employee Onboarding [VERIFY] **Complete Onboarding Workflow:** 1. **Initiate in Paychex:** `People > Add Employee` or `People > Onboarding > Start New Hire` 2. **Enter core data:** Name, start date, position, location/property, pay rate, pay schedule, FLSA classification (exempt/non-exempt) 3. **Toggle "Send Paychex Flex account invite" ON** -- employee receives secure link 4. **Employee completes (self-service):** - Personal information - I-9 Section 1 (on or before first day) - W-4 (federal withholding) - State withholding form(s) - Direct deposit setup - Handbook acknowledgments - Benefits enrollment (if eligible) 5. **Admin/designee completes:** - I-9 Section 2 (document review) -- within 3 business days of start date - E-Verify submission (if enabled) -- triggers after Section 2 - Assign to Stratustime (separate action) - Add to appropriate pay schedule - Set up multi-state tax withholding if applicable - Apply reciprocity exemption if applicable (collect paper form first) **I-9 / E-Verify:** - Path: `HR > I-9 Center > Pending I-9s` [VERIFY] - Employee completes Section 1 electronically on/before first day - Admin/designee completes Section 2 within 3 business days of start - Remote hire: Use authorized representative at the property for Section 2 - E-Verify (if enabled): `HR > I-9 Center > E-Verify` [VERIFY] -- returns "Authorized" or "TNC" - I-9 retention: Keep for 3 years after hire OR 1 year after termination, whichever is later **New Hire Reporting:** - Federal/state requirement: Report within 20 days of hire to work state - Paychex handles automatically when employee is added - Verify: `HR > Compliance > New Hire Reporting` [VERIFY] ### Employee Termination **Status Change in Paychex:** [VERIFY] 1. Path: `People > [Employee] > Status/Position > Change Status > Terminated` 2. Enter: Last day worked, termination date, termination reason code 3. **Reason codes matter:** Voluntary vs. Involuntary determines COBRA notice type and UI eligibility -- select accurately 4. Termination triggers COBRA event automatically **Final Pay Rules by State:** | State | Voluntary Quit | Involuntary Termination | Unused PTO Payout | |-------|---------------|------------------------|-------------------| | OH | Next scheduled payday | Next scheduled payday | Per employer policy | | IN | Next scheduled payday | Next scheduled payday | Per employer policy | | MI | Next scheduled payday | Next scheduled payday | Per employer policy | | PA | Next scheduled payday | Next scheduled payday | Per employer policy | | FL | Next scheduled payday | Next scheduled payday | Per employer policy | | WV | Next scheduled payday | Next scheduled payday | Per employer policy | | MD | Next scheduled payday | Next scheduled payday | Per employer policy | | AL | Next scheduled payday | Next scheduled payday | Per employer policy `[VERIFY WITH COUNSEL]` | | GA | Next scheduled payday | Next scheduled payday | Per employer policy; **must provide GA DOL-800** | | AR | Next scheduled payday | Next scheduled payday | Per employer policy `[VERIFY WITH COUNSEL]` | | IL | Next scheduled payday | At time of separation if possible; else next payday `[VERIFY WITH COUNSEL]` | **Required** if policy promises payout | | MN | Next scheduled payday | Within 24 hours of demand `[VERIFY WITH COUNSEL]` | Per employer policy | | MO | Next scheduled payday | Next scheduled payday | Per employer policy `[VERIFY WITH COUNSEL]` | | WI | Next scheduled payday | Next scheduled payday | Per employer policy `[VERIFY WITH COUNSEL]` | | ND | Next scheduled payday | Next scheduled payday | Per employer policy `[VERIFY WITH COUNSEL]` | > Always run final pay as off-cycle payroll: `Payroll > Pay Employees > Off-Cycle Payroll` [VERIFY] **System Deactivation Checklist:** - [ ] Terminate in Paychex Flex (triggers COBRA, stops payroll, removes benefits) - [ ] Verify COBRA event logged: `Benefits > COBRA > Qualified Events` [VERIFY] - [ ] Revoke Paychex Flex login: `People > [Employee] > Account > Deactivate` [VERIFY] - [ ] Remove from Stratustime (separate action in Stratustime admin) - [ ] Deactivate in Rent Manager, RingCentral, Divvy, and other systems - [ ] Collect keys, access cards, company property - [ ] Document termination reason in HR notes (critical for UI claim response) - [ ] GA only: Provide Form DOL-800 (Separation Notice) to employee - [ ] IL only: Ensure final pay timing complies with state law ### Unemployment Claims **When a UI claim is received:** 1. **Do NOT ignore the notice.** Respond within deadline (typically 10-14 days, varies by state) 2. **Check if Paychex UI Management Services handles this for you** -- if enrolled, forward to Paychex 3. **If handling in-house:** a. Pull employee's termination record from Paychex b. Review termination reason code (Voluntary vs. Involuntary) c. Gather supporting documentation (write-ups, resignation letter, attendance records) d. Respond to state agency with facts -- do not editorialize e. Document everything 4. **Attend hearings** if claim is contested 5. **Track impact on SUI rate** -- uncontested claims increase your experience rating **Why it matters:** Promptly responding to claims -- especially ineligible ones -- is key to keeping SUI rates low. Missing a deadline can mean you cannot contest an invalid claim. ### Tax Notice Resolution **When Sunrise receives a tax notice from IRS or state:** 1. **Do NOT respond directly** -- forward to Paychex Service Professional immediately 2. **Paychex handles** federal and state tax filings; most notices should be routed to them 3. **Document:** Scan and save the notice with date received 4. **Common notice types:** - IRS CP-series notices (discrepancy between filed return and IRS records) - State withholding discrepancy - SUI rate change notices (not an error -- update in Paychex) - Penalty notices for late filing/deposit 5. **Penalty abatement:** IRS First-Time Abatement available for failure-to-file, failure-to-pay, and failure-to-deposit penalties if clean history for prior 3 years ### Password Resets & Account Issues **Employee self-service:** 1. Go to paychexflex.com 2. Click "Forgot username?" or "Forgot password?" 3. Verify identity via email/SSN/security question 4. Reset credentials **Admin intervention:** - Path: `People > [Employee] > Account` [VERIFY] -- verify active status, resend invite - Account lockout: Auto-unlocks after 30 minutes, or call (800) 822-8704 for immediate unlock - Password requirements: 8+ characters, mixed case, number, special character --- ## Compliance ### ACA Reporting (1095-C) **Applies if:** Sunrise is an Applicable Large Employer (ALE) -- 50+ full-time equivalents **Paychex ESR Services:** - Continuously tracks ALE designation, FTE counts, and coverage compliance - Prepares and files Forms 1094-C and 1095-C - Distributes 1095-C to employees **Admin Steps:** [VERIFY] 1. Audit employee classifications (FT vs. PT vs. Variable Hour): `Benefits > ACA Reporting > Employee Classifications` 2. Verify offer-of-coverage codes (Line 14) and safe harbor codes (Line 16) for each month 3. Review ACA Measurement Period reports 4. Preview 1095-C forms before filing 5. Submit for filing -- Paychex files 1094-C transmittal with IRS **Deadlines:** | Form | Deadline | Notes | |------|----------|-------| | 1095-C to employees | March 2, 2026 (for 2025 tax year) | Extended from Jan 31 in recent years | | 1094-C + 1095-C to IRS (electronic) | March 31, 2026 | | **ACA penalties are severe:** Ensure all full-time employees are offered minimum essential coverage or document why not. ### FMLA Tracking - Paychex provides FMLA notice templates and tracking tools - **Applies if:** Sunrise has 50+ employees within 75 miles of a worksite - **Employee eligibility:** 12 months of employment AND 1,250 hours worked in prior 12 months - **Entitlement:** Up to 12 weeks unpaid, job-protected leave per 12-month period (26 weeks for military caregiver) - Track in Paychex: Work with HR module or track manually with Service Professional support - **Key:** Track hours worked carefully for eligibility determination; Stratustime hours data is critical **FMLA Qualifying Reasons:** 1. Birth/care of newborn child 2. Placement of child for adoption or foster care 3. Care for spouse, child, or parent with serious health condition 4. Employee's own serious health condition 5. Qualifying exigency related to military service 6. Care for covered servicemember with serious injury (26 weeks) **FMLA Administration Steps:** 1. Employee requests leave or employer becomes aware of qualifying reason 2. Provide Notice of Eligibility and Rights & Responsibilities (within 5 business days) 3. Provide Designation Notice (within 5 business days of receiving sufficient medical certification) 4. Track intermittent leave carefully -- Stratustime can help track partial-day absences 5. Maintain health benefits during leave at same employee contribution level 6. Restore employee to same or equivalent position upon return 7. Document everything in employee HR file **State FMLA considerations:** Some states (e.g., MN) have their own family/medical leave laws that may provide broader coverage than federal FMLA. Review state-specific requirements for each operating state. `[VERIFY WITH COUNSEL]` ### COBRA Administration **If enrolled in Paychex COBRA Services:** - Termination in Flex auto-triggers COBRA notice process - Paychex sends election notice to qualified beneficiaries within 14 days of employer notification - Election period: 60 days from later of coverage loss date or notice date - Paychex collects premiums, manages enrollment forms, tracks coverage periods - Verify event logged: `Benefits > COBRA > Qualified Events` [VERIFY] **Admin responsibilities:** - Employer must notify Paychex COBRA Services within 30 days of qualifying event - Ensure termination reason code is correct (affects COBRA eligibility and notice type) - Qualifying events: termination, reduction in hours, divorce, death, Medicare eligibility, dependent aging out ### New Hire Reporting - Federal requirement: Report new hires to work state within 20 days - Paychex handles automatically when employee is added to payroll - Verify at: `HR > Compliance > New Hire Reporting` [VERIFY] - Tracks wages and enforces child support obligations ### Garnishment Processing See [Deductions & Garnishments](#deductions--garnishments) section above for detailed processing procedures, priority rules, and state-specific limits. ### Workers Compensation See [Workers Compensation by State](#workers-compensation-by-state) section above. ### MarylandSaves (MD-Specific) - Maryland requires employers without a qualified retirement plan to enroll employees in MarylandSaves (state-run Roth IRA) - If Sunrise offers 401(k): Obtain exemption certificate from MarylandSaves portal - If using MarylandSaves: Set up as Roth IRA payroll deduction code in Paychex Flex - Verify compliance status at marylandsaves.org --- ## Paychex API ### Overview Paychex provides two separate API systems: | API | Base URL | Purpose | |-----|----------|---------| | **Paychex REST API** | `https://api.paychex.com` | Core HR/Payroll data (workers, companies, compensation, checks) | | **Time Web Services API** | `https://paychex.flextime.paychex.com/service/` | Time & Attendance, PTO, scheduling (Stratustime) | ### Authentication (OAuth 2.0) ``` POST https://api.paychex.com/auth/oauth/v2/token Content-Type: application/x-www-form-urlencoded grant_type=client_credentials client_id={PAYCHEX_CLIENT_ID} client_secret={PAYCHEX_CLIENT_SECRET} ``` - Token expires: 3600 seconds (1 hour) - Required scopes include: `org:company:read`, `worker:employees:read`, `payroll:runs:read` - Developer Portal: https://developer.paychex.com - Apply for API access through Developer Portal; upon approval, receive client ID and secret ### Key REST API Endpoints | Category | Endpoint | Method | Description | |----------|----------|--------|-------------| | **Companies** | `/companies` | GET | List all accessible companies | | **Companies** | `/companies/{companyId}` | GET | Company details | | **Workers** | `/companies/{companyId}/workers` | GET/POST | List/create employees | | **Worker Profile** | `/workers/{workerId}` | GET/PATCH/DELETE | Employee profile CRUD | | **Worker Status** | `/workers/{workerId}/status` | GET | Employment status | | **Pay Rates** | `/workers/{workerId}/compensation/payrates` | GET/POST/PATCH/DELETE | Compensation management (up to 25 rates/worker) | | **Direct Deposit** | `/workers/{workerId}/directdeposits` | GET/POST/PATCH/DELETE | Bank account info | | **Federal Tax** | `/workers/{workerId}/federaltax` | GET/POST/PATCH/DELETE | Federal withholding | | **Contacts** | `/workers/{workerId}/contacts` | GET/POST/PATCH/DELETE | Emergency contacts | | **Communications** | `/workers/{workerId}/communications` | GET/POST/PATCH/DELETE | Contact methods | | **Time Off** | `/workers/{workerId}/timeoff` | GET | Basic PTO data | | **Checks** | `/companies/{companyId}/checks` | GET/POST | Payroll checks | | **Worker Checks** | `/workers/{workerId}/checks` | GET/POST | Employee-specific checks | | **Pay Periods** | `/companies/{companyId}/payperiods` | GET | Pay period schedules | | **Pay Components** | `/companies/{companyId}/paycomponents` | GET | Earnings/deduction codes | | **Jobs** | `/companies/{companyId}/jobs` | GET/POST/PATCH | Job positions | | **Locations** | `/companies/{companyId}/locations` | GET | Company locations | | **Organizations** | `/companies/{companyId}/organizations` | GET | Org structure | | **Custom Fields** | `/companies/{companyId}/customfields` | GET/POST/PATCH/DELETE | Custom data fields | | **Webhooks** | `/management/hooks` | GET/POST/DELETE | Webhook subscriptions | ### Time Web Services API (Stratustime) **Base URLs:** | Format | V2 URL | |--------|--------| | JSON | `https://paychex.flextime.paychex.com/service/ws-json/2.0` | | XML | `https://paychex.flextime.paychex.com/service/ws-xml/2.0` | | SOAP | `https://paychex.flextime.paychex.com/service/ws-soap/2.0` | **API Groups:** Labor, PayAdjust, Payroll, Policies, Schedule, Time, TimeOff, User **Key TimeOff Endpoints:** | Endpoint | Description | |----------|-------------| | `TimeOffGetBalance` | Get employee PTO balances | | `TimeOffGetRequest` | Get PTO requests (filter by employee) | | `GetTimeOffPolicy` | Retrieve PTO policy details | | `GetTimeOffPolicyDetail` | Detailed policy rules including accrual settings | **Documentation:** https://paychex.flextime.paychex.com/service/Home/Library ### Webhooks - Create webhook subscriptions via `/management/hooks` - Must host a web application to receive Paychex webhook events - If Paychex doesn't receive a 2XX response, retries every 5 minutes - Endpoints for managing subscriptions: fetch registered hooks, unregister hooks ### Rate Limits & Best Practices - No publicly documented hard rate limits, but Paychex monitors usage - Recommended: ~60 requests/minute - Cache responses where possible - **Security:** Never log PII (SSN, salary, bank accounts). Store tokens in memory only. Use environment variables for credentials. ### Integration Options | Integration | Method | Notes | |-------------|--------|-------| | **QuickBooks Online** | Direct integration via Paychex | Payroll transactions flow to QBO journal entries; may incur additional fees | | **Sage Intacct** | GL mapping via Paychex GLS | Maps GL data to Sage data fields | | **Xero** | Direct integration | Payroll data sync | | **401(k) Providers** | Paychex Payroll Integrations | Integrates with 100+ payroll companies if non-Paychex 401(k) | | **General Ledger** | Paychex GLS (General Ledger Service) | Automates journal entry posting to accounting software | | **Custom** | REST API | Build custom integrations via developer portal | ### Current Implementation Status The existing `paychex_client.py` at `/Integrations/paychex-api/` implements: | Endpoint | Status | |----------|--------| | `/companies` | Implemented | | `/companies/{companyId}/workers` | Implemented | | `/workers/{workerId}/compensation/payrates` | Implemented | | `/companies/{companyId}/checks` | Implemented | | `/workers/{workerId}/timeoff` | NOT implemented | | Time Web Services API | NOT implemented | ### GL Mapping / Journal Entries Paychex Flex can automate payroll journal entries to your accounting software: - **Paychex GLS (General Ledger Service):** Pushes payroll data directly into accounting software - Automatically maps payroll accounts (wages, taxes, benefits, liabilities, cash) to your chart of accounts - After each payroll run, transactions post to GL without manual entry - Configure mapping in Paychex or through accounting software integration settings - **Best practice:** Use clear chart of accounts, lock account mapping, reconcile after each payroll run --- ## Reports Guide Paychex Flex includes 160+ standard reports plus custom report builder. ### Key Reports by Category **Payroll Reports:** | Report | Purpose | When to Run | |--------|---------|-------------| | **Payroll Summary** | Overview of current payroll run (gross, taxes, deductions, net) | Every payroll run | | **Payroll Register / Detail** | Line-by-line detail per employee per payroll | Every payroll run | | **Payroll Journal** | Journal entry format for accounting | Every payroll run (for GL posting) | | **Earnings Summary** | Earnings breakdown by code (regular, OT, bonus) | Monthly / quarterly | | **Labor Distribution** | Hours and wages by location/department/property | Monthly (for property cost allocation) | | **Deduction Report** | All deductions by type and employee | Monthly / as needed | **Tax Reports:** | Report | Purpose | When to Run | |--------|---------|-------------| | **Tax Liability Report** | Federal/state/local tax liabilities | Every payroll / monthly | | **Tax Deposits** | Scheduled and completed tax deposits | Monthly / quarterly | | **Quarterly Tax Returns (941)** | Federal quarterly filing review | Quarterly (Apr, Jul, Oct, Jan) | | **SUI Report** | Unemployment tax by state | Quarterly | | **W-2 Preview** | Draft W-2s for year-end review | December / January | | **Workers Comp Report** | Wages by WC class code | Monthly / at audit time | **Employee Reports:** | Report | Purpose | When to Run | |--------|---------|-------------| | **Employee Directory** | Names, SSNs, addresses, hire dates | Year-end (W-2 audit); as needed | | **New Hire Report** | New hire reporting confirmation | After each new hire | | **Turnover Report** | Termination analysis | Monthly / quarterly | | **Benefits Enrollment Status** | Enrollment completion tracking | During open enrollment | | **ACA 1095-C Preview** | Draft 1095-C forms | December / January | **Custom Reporting:** [VERIFY] - Path: `Reports > Custom Reports` or `Reports > Data Export` - Filter by any client database field - Sort, rename columns, export to Excel - Save report definitions for reuse - Schedule automatic report delivery ### Payroll Calendar - Path: `Payroll > Payroll Calendar` [VERIFY] - Shows: scheduled pay dates, processing deadlines, tax deposit dates - Download and distribute to property managers to coordinate timesheet approval deadlines --- ## Decision Trees ### 1. Unemployment Notice Received ``` Receive UI claim notice | v Is Paychex UI Management Services handling this? |-- YES --> Forward notice to Paychex Service Professional; they respond |-- NO --> Continue below v Respond within deadline (10-14 days; check state-specific) | v Pull termination record from Paychex | v What was the termination reason code? |-- VOLUNTARY (resignation) --> Provide resignation letter/documentation | Employee is likely ineligible for UI |-- INVOLUNTARY (misconduct) --> Provide documentation of misconduct | (write-ups, policy violations, attendance records) | Employee may be ineligible depending on severity |-- INVOLUNTARY (layoff/position elimination) --> | Employee is likely eligible; respond with facts |-- INVOLUNTARY (other) --> Review specifics; consult counsel if unclear v Submit response to state agency with facts only (no editorializing) | v Track outcome and impact on SUI rate ``` ### 2. TPA Access Request ``` Receive request for third-party access to Paychex | v Who is requesting? What do they need? |-- ACCOUNTANT/CPA --> Grant "Accountant" role (reporting only) | Via Admin > User Security > Add User [VERIFY] |-- WORKERS COMP AUDITOR --> Run Workers Comp Report and provide data | No system access needed (provide report export) |-- UNEMPLOYMENT TPA --> Set up via Paychex Service Professional | Requires state-specific POA/TPA registration |-- BENEFITS BROKER --> Run census/enrollment report and provide data | Or grant limited Benefits reporting access |-- 401(k) AUDITOR --> Run compensation/contribution reports | Coordinate with 401(k) provider |-- STATE AGENCY (tax filing authority) --> | Route to Paychex Service Professional for POA setup v Document: Who, what access, when granted, by whom | v Set calendar reminder to review access in 90 days ``` ### 3. Multi-State Employee: Which State Gets Withholding? ``` Employee works in State A, lives in State B | v Does State A have income tax? |-- NO (e.g., FL) --> No work-state withholding needed | Withhold only for resident State B (if it has income tax) |-- YES --> Continue v Do States A and B have a reciprocity agreement? |-- YES --> | Has employee submitted reciprocity exemption certificate? | |-- YES --> Withhold only for resident State B | |-- NO --> Withhold for work State A until form received |-- NO --> Withhold for work State A | Employee claims credit on State B return v Does State A or employee's work location have local taxes? |-- YES (OH municipal, PA local EIT, IN county, etc.) --> | Local taxes apply REGARDLESS of reciprocity | Register and withhold for applicable local jurisdictions |-- NO --> No local withholding needed v SUI: Always paid to State A (where work is performed) ``` ### 4. Payroll Error Discovered: How to Correct? ``` Payroll error discovered | v Has payroll been submitted? |-- NO --> Fix directly in the payroll grid and resubmit |-- YES --> Continue v Has ACH processed (check date passed)? |-- NO (before ACH processes) --> | Contact Service Professional immediately to pull back | If successful, void check: Payroll > Payroll History > Void Check [VERIFY] |-- YES (after check date) --> Continue v Is it same quarter? |-- YES --> | Reverse check: Payroll > Payroll History > Reverse Check [VERIFY] | (Creates negative entry on next run) | Then run off-cycle correction with correct amounts |-- NO (prior quarter) --> | Contact Paychex Service Professional | Requires amended 941 | DO NOT attempt unilaterally ``` ### 5. New State Expansion: Registration Checklist ``` Sunrise acquires property or hires in new state | v [ ] Register for state withholding tax ID (state DOR) [ ] Register for SUI account (state labor/workforce agency) [ ] Obtain WC policy endorsement for new state [ ] Register for local taxes (see state-specific requirements): - OH: RITA/CCA/self-collecting cities + school districts - PA: Local EIT + LST - IN: County COIT - MD: County income tax (automatic via state) - Others: Check for city/local tax requirements [ ] Send all new tax IDs + POA to Paychex Service Professional [ ] Update Paychex: Add state in Tax Center [ ] Upload SUI rate notice [ ] Check reciprocity: Do any current employees work cross-border? [ ] Configure new employees with correct work state [ ] Verify first payroll in new state: correct withholding on stubs [ ] Confirm new hire reporting for that state ``` --- ## Common Gotchas | Problem | Cause | Fix | |---------|-------|-----| | **Tax discrepancy notice** | Mid-year rate change not updated; employee crossed wage base | Compare `Tax Liability Report` vs `Tax Deposits`; contact Service Professional for amended 941 | | **Direct deposit return** | Invalid routing/account, closed account | Check `Payroll History > Check Detail` for "Return" flag; update DD info; issue replacement via off-cycle | | **Benefits deduction missing** | Enrollment not finalized; effective date mismatch | Verify enrollment status is "Enrolled" not "Pending"; check effective date | | **Hours not importing** | Stratustime timesheets not approved before export | Approve all timesheets; re-export from Stratustime; re-import to Flex | | **Employee taxed in wrong state** | Work location not updated after transfer | Update employee location in Paychex; add/remove state tax records | | **Overtime miscalculated** | Stratustime OT rules don't match state requirements | Review and correct OT configuration in Stratustime admin | | **W-2 shows wrong state wages** | Employee worked in multiple states; allocation incorrect | Review payroll history by state; contact Service Professional for W-2c if needed | | **COBRA notice not sent** | Termination not entered correctly in Paychex | Verify termination status; check `Benefits > COBRA > Qualified Events` | | **SUI rate too high** | Failed to contest ineligible UI claims | Respond to ALL UI claims within deadline; enroll in Paychex UI Management | | **Local tax not withholding (OH)** | City not registered or mapped in Paychex | Register with RITA/CCA/city; update Paychex Tax Center | | **Garnishment priority error** | Multiple garnishments entered without correct priority | Review priority order (child support > IRS levy > state levy > creditor > student loan) | | **Payroll submitted with error** | Discovered after submission | If before ACH: contact Service Professional to pull back. If after: void/reverse per correction procedure | | **Employee login locked** | Too many failed attempts | Wait 30 min or call (800) 822-8704 for immediate unlock | | **Pre-Check not working** | Feature not enabled in Feature Manager | `Admin > Feature Manager` -- enable Pre-Check module | | **Reciprocity not applied** | Exemption certificate not on file or not entered in system | Collect paper form; apply exemption in employee tax profile | | **IL employee in IN not getting IL withholding** | Assumed IL-IN reciprocity exists (it doesn't) | IL does NOT have reciprocity with IN; must withhold IL tax | | **IN county tax using wrong rate** | Using current county instead of Jan 1 county | IN county tax based on county of residence as of January 1 | | **New state payroll runs but no taxes withheld** | State tax IDs not yet entered in Paychex | Provide IDs to Service Professional; update Tax Center | --- ## Frequently Asked Questions ### Payroll FAQ **Q: What time does ACH cutoff happen?** A: Typically 4:30 PM ET, 2 business days before check date. Verify your specific cutoff with your Paychex Service Professional, as it may vary. **Q: Can I modify payroll after submission?** A: Not through the portal. Contact your Service Professional immediately. If before ACH processes, they may be able to pull it back. After ACH, you need to void/reverse and reprocess. **Q: How do I process a bonus without running a full payroll?** A: Use Off-Cycle Payroll (`Payroll > Pay Employees > Off-Cycle Payroll`). Notify Paychex at least 72 hours in advance. For gross-up bonuses, allow an additional 72 hours. **Q: An employee moved to a new state. What do I do?** A: Update their address in Paychex. Add the new state under their tax information. If moving from a reciprocity state, the exemption may no longer apply -- review and remove if necessary. Verify SUI reporting changes with your Service Professional. **Q: How do I handle an employee who works in two states in the same pay period?** A: Allocate wages by state in the payroll grid. Paychex calculates taxes per state allocation. SUI follows the state where work is performed. ### Tax FAQ **Q: We received a tax notice from the IRS/state. What do we do?** A: Forward it to your Paychex Service Professional immediately. Do NOT respond directly. Paychex handles tax filings and is responsible for resolving discrepancies they caused. **Q: Our SUI rate went up. Why?** A: SUI rates are experience-rated based on unemployment claims filed by former employees. Responding promptly to UI claims (especially ineligible ones) helps keep rates low. Review your claims history with Paychex UI Management Services. **Q: Do we need to register in a new state before hiring?** A: Yes. Register for state withholding tax ID (DOR) and SUI account (labor/workforce agency) BEFORE processing payroll for employees in that state. Also obtain WC coverage and check for local tax requirements. ### Stratustime FAQ **Q: Timesheets weren't approved before payroll. Now what?** A: Approve all timesheets in Stratustime immediately. Re-export the Payroll Export. In Flex, import the file during payroll processing. If payroll was already submitted without the hours, you'll need an off-cycle correction. **Q: An employee says their PTO balance is wrong.** A: Check `Stratustime > Reports > Time Off Balances`. Compare against accrual policy configuration. If incorrect, manually adjust at `Employee Record > Time Off > Adjust Balance` with documentation notes. **Q: Can employees clock in from home?** A: Yes, via web clock or mobile app. However, geofencing can be enabled to restrict clock-in to specific GPS coordinates (e.g., the property location). Configure geofencing in Stratustime admin settings. ### Benefits FAQ **Q: An employee had a baby. Can they change benefits?** A: Yes -- birth/adoption is a qualifying life event. Employee has 30 days from the event date to make changes via `Benefits > Life Events`. Collect supporting documentation (birth certificate). **Q: An employee is asking about COBRA after termination. What do I tell them?** A: If Paychex COBRA Services is handling it, COBRA election notices are sent automatically within 14 days of the termination being entered. The employee has 60 days to elect coverage. Direct them to the notice or Paychex COBRA support: (800) 472-0072. **Q: How do I check if an employee enrolled in benefits?** A: Check `Benefits > Open Enrollment > Enrollment Status` during enrollment periods, or `Benefits > [Employee] > Enrollment` at any time. Status should show "Enrolled" not "Pending." --- ## Procedures ### Procedure 1: Bi-Weekly Payroll Processing Checklist **T-5 to T-3 days before check date:** - [ ] Notify property managers: timesheet approval deadline approaching - [ ] Review Stratustime Exception Report for missed punches - [ ] Managers approve all timesheets in Stratustime **T-2 days (payroll submission day):** - [ ] Confirm ALL Stratustime timesheets are approved - [ ] Export hours from Stratustime (`Reports > Payroll Export`) - [ ] In Paychex Flex: `Payroll > Pay Employees` > Start Payroll - [ ] Import Time from Stratustime export file - [ ] Reconcile: Stratustime totals = Flex import totals - [ ] Enter any one-time adjustments (bonuses, reimbursements, retro pay) - [ ] Review salaried employee records for any changes - [ ] Verify deductions: benefits, garnishments, 401(k) auto-populated correctly - [ ] Check for new hires: correct pay rate, tax setup, direct deposit - [ ] Check for terminations: final pay processed correctly - [ ] Preview Payroll: review Earnings, Deductions, Taxes, Net Pay tabs - [ ] Flag and resolve any exceptions (zero checks, negative net pay) - [ ] Submit Payroll before 4:30 PM ET ACH cutoff - [ ] Save confirmation number **T (Check date):** - [ ] Verify direct deposits posted (spot-check a few employees) - [ ] Confirm pay stubs available in Paychex Flex - [ ] Address any employee questions ### Procedure 2: New Employee Onboarding in Paychex - [ ] Collect: Name, SSN, date of birth, address, start date, position, pay rate, work location - [ ] In Paychex: `People > Add Employee` -- enter core data - [ ] Enable "Send Paychex Flex account invite" -- employee gets self-service link - [ ] Employee completes: Personal info, I-9 Section 1, W-4, state withholding, direct deposit - [ ] Admin completes I-9 Section 2 within 3 business days of start - [ ] If E-Verify enabled: submit after Section 2 completion - [ ] Set up multi-state tax withholding if employee works across state lines - [ ] Apply reciprocity exemption if applicable (collect paper form first) - [ ] Add employee to Stratustime (separate system) - [ ] Configure time-off accrual policies in Stratustime - [ ] Assign to correct pay schedule - [ ] Verify: New hire report submitted to state (within 20 days) - [ ] Benefits: If eligible, ensure enrollment window is open or scheduled ### Procedure 3: Employee Termination Checklist - [ ] **Before termination meeting:** Document reason, gather supporting documentation - [ ] **In Paychex:** `People > [Employee] > Status/Position > Change Status > Terminated` - Enter: last day worked, termination date, reason code (Voluntary vs. Involuntary -- be accurate) - [ ] **Final pay:** Calculate per state law (see Final Pay Rules table above) - Include: unpaid wages, reimbursable expenses, earned bonuses, PTO payout per policy - Process as off-cycle payroll: `Payroll > Pay Employees > Off-Cycle Payroll` - [ ] **COBRA:** Verify event logged at `Benefits > COBRA > Qualified Events` - [ ] **System access:** Deactivate Paychex Flex login: `People > [Employee] > Account > Deactivate` - [ ] **Stratustime:** Remove from Stratustime admin (separate action) - [ ] **Other systems:** Deactivate in Rent Manager, RingCentral, Divvy, email, etc. - [ ] **Property:** Collect keys, access cards, company property - [ ] **Documentation:** Save termination notes in HR file (for UI claim reference) - [ ] **GA employees:** Provide Form DOL-800 (Separation Notice) - [ ] **IL employees:** Verify final pay timing complies with 820 ILCS 115/5 ### Procedure 4: Year-End Processing Timeline | Month | Tasks | |-------|-------| | **October** | Begin SSN and address audit; send correction requests to employees | | **November** | Finalize fringe benefit/imputed income review (GTL >$50K, personal vehicle use); confirm benefit plan year-end dates | | **December** | Enter imputed income before final pay run; review 401(k) contribution limits; verify all state tax IDs current | | **January (Week 1)** | Preview W-2s in Paychex; flag errors for correction | | **January (Week 2-3)** | Correct any W-2 issues with Service Professional; preview 1095-C forms (if ALE) | | **January 31** | W-2s distributed to employees; Form 940 filed; 1099-NEC to contractors | | **March 2** | 1095-C to employees (2026 deadline for 2025 tax year) | | **March 31** | 1094-C and 1095-C electronic filing to IRS | | **Quarterly** | Review 941 filings at `Payroll > Tax Center > Quarterly Returns` | ### Procedure 5: TPA Access Management **Granting Access:** - [ ] Receive request with: requestor name, company, email, reason, scope needed - [ ] Determine minimum access level required (report-only vs. data modification) - [ ] In Paychex: `Admin > User Security > Add User` -- assign appropriate role - [ ] Configure division filters if access should be limited to specific properties - [ ] Send notification to requestor with login instructions - [ ] Document: date granted, scope, approver, expected duration - [ ] Set calendar reminder to review in 90 days **Revoking Access:** - [ ] In Paychex: `Admin > User Security` -- find user, deactivate or remove - [ ] If TPA had POA or state filing authority: notify Paychex in writing - [ ] If state TPA registration: work with Service Professional to update state records - [ ] Document: date revoked, reason - [ ] Verify access is fully removed (test if possible) ### Procedure 6: Unemployment Claim Response - [ ] **Day 1:** Receive notice; log date received and response deadline - [ ] **Day 1-2:** Pull from Paychex: termination record, reason code, last day worked, wage history - [ ] **Day 2-3:** Gather supporting documentation: - Resignation letter (if voluntary) - Written warnings/write-ups (if misconduct) - Attendance records - Performance reviews - Termination meeting notes - [ ] **Day 3-5:** Draft response with facts (no opinions/editorializing) - State: hire date, termination date, reason, supporting evidence - [ ] **Before deadline:** Submit response to state agency - [ ] **Track:** Log claim, response, and outcome - [ ] **If hearing scheduled:** Prepare with counsel; bring documentation ### Procedure 7: Tax Notice Resolution - [ ] **Day 1:** Receive tax notice; scan and save with date received - [ ] **Day 1:** Forward IMMEDIATELY to Paychex Service Professional -- do NOT respond directly to tax agency - [ ] **Day 2-3:** Service Professional reviews and responds or requests information from you - [ ] **Provide:** Any requested documentation (bank statements, payroll records) - [ ] **Track:** Log notice type, date received, date forwarded, resolution status - [ ] **SUI rate notices:** These are informational, not errors -- update SUI rate in Paychex Tax Center immediately - [ ] **If penalty assessed:** Discuss abatement options with Service Professional (First-Time Abatement, reasonable cause) --- ## Key Deadlines Reference ### Recurring Deadlines | Deadline | Task | Frequency | |----------|------|-----------| | 2 business days before check date (by 4:30 PM ET) | Payroll submission ACH cutoff | Every payroll | | Within 3 business days of hire | I-9 Section 2 completion | Each new hire | | 20 days from hire | State new hire reporting (Paychex auto-handles) | Each new hire | | 30 days from qualifying event | Benefits life event change window | As events occur | | 30 days from COBRA event | Employer must notify Paychex COBRA Services | As events occur | | 10-14 days from UI notice | Unemployment claim response deadline (varies by state) | As claims occur | | Monthly/Quarterly | Ohio municipal tax filing (RITA/CCA) | Ongoing | ### Annual Deadlines | Deadline | Task | |----------|------| | January 31 | W-2 distribution to employees | | January 31 | Form 940 (FUTA) annual filing | | January 31 | 1099-NEC to contractors | | January (annually) | Upload SUI rate notices to Paychex | | March 2 (approx) | 1095-C to employees (ACA) | | March 31 | ACA 1094-C/1095-C electronic IRS filing | | April 30, July 31, October 31, January 31 | Form 941 quarterly (Paychex files) | --- ## Federal Payroll Tax Deposit Schedule Paychex handles all deposits, but understanding the schedule helps with cash flow planning. ### Deposit Schedule Rules (IRS) | Depositor Type | Threshold | Due By | |----------------|-----------|--------| | **Monthly depositor** | <$50,000 total tax liability in lookback period | 15th of following month | | **Semi-weekly depositor** | >$50,000 in lookback period | Wed/Thu payday = following Wed; Fri/Sat/Sun/Mon/Tue payday = following Fri | | **Next-day depositor** | $100,000+ accumulated on any day | Next business day | **Lookback period:** July 1 through June 30 of the prior year. If total 941 liability during this period exceeded $50,000, you're semi-weekly for the current calendar year. **FUTA deposits:** Due by last day of the month following the end of any quarter in which FUTA liability exceeds $500. ### State Deposit Frequencies State deposit frequencies vary. Paychex manages all state deposits according to each state's schedule. Key consideration: ensure adequate cash in the Paychex-designated bank account to cover deposits when they process. --- ## Escalation Paths When standard support channels are insufficient: | Situation | First Contact | Escalation | Notes | |-----------|--------------|------------|-------| | **Payroll processing error** | Service Professional | Service Professional's manager | If not resolved within 24 hours | | **Tax filing error** | Service Professional | Tax resolution team | Request case number; follow up weekly | | **COBRA notice not sent** | COBRA team: (800) 472-0072 | Service Professional | Document timeline | | **API access issues** | Developer Portal | developer@paychex.com | Include client ID and error details | | **Stratustime system down** | Stratustime: 1-877-729-6757 | Service Professional | Document outage duration for payroll deadline extension | | **Employee unable to access portal** | Employee calls (800) 822-8704 | Admin resets via People > Account | If repeated, check Active status | | **Jessica Boulbol requests** | Respond directly | Involve Carlos for system changes | Document all requests | --- ## Corrections Log Track corrections to this skill file as they are discovered: | Date | What Was Wrong | Correct Approach | Verified By | |------|----------------|------------------|-------------| | 2026-03-02 | Skill assumed Flex org chart supervisor assignment syncs to Stratustime for timecard edit permissions | Flex and Stratustime maintain **separate** manager assignments. The Manager field in Stratustime (`Time & Attendance > Employees > Information > Manager`) must be set independently. Without it, supervisors can view but NOT save punch edits -- the Save button is grayed out. | Carlos (live troubleshooting with RVP Ashley Stubbs) | | 2026-03-02 | Skill did not specify correct Paychex Flex Admin Role for field managers (RVPs/CMs) | RVPs and CMs should be assigned the **Supervisor** role, NOT Payroll Admin. Payroll Admin grants excessive access (payroll processing, tax center, company-wide pay data). Supervisor limits access to managing direct reports (timesheets, PTO, punch edits). Set at `Access & Permissions > Access > Admin Role`. | Carlos (live audit of RVP/CM access levels) | > **Maintenance note:** This skill should be reviewed quarterly (next review: June 2026) or when Paychex releases major platform updates. State tax rates and SUI wage bases should be updated annually (January). When corrections are found, add to this log and update the relevant section. --- ## References ### Paychex Resources | Resource | URL | |----------|-----| | **Paychex Flex Login** | paychexflex.com | | **Paychex Support** | paychex.com/support | | **Paychex Client Support** | paychex.com/support/client-support | | **Paychex Contact** | paychex.com/contact | | **Developer Portal / API** | developer.paychex.com | | **API Documentation** | developer.paychex.com/documentation | | **Time Web Services Library** | paychex.flextime.paychex.com/service/Home/Library | | **Integrations Marketplace** | marketplace.paychex.com | | **Year-End Checklist** | paychex.com/worx/guide/year-end-payroll-checklist | | **HR Compliance Calendar** | paychex.com/articles/human-resources/hr-compliance-calendar | | **ACA ESR Services** | paychex.com/group-health-insurance/esr-services | ### State Agency Resources | State | Withholding/DOR | Unemployment/SUI | Notes | |-------|-----------------|------------------|-------| | **OH** | tax.ohio.gov | unemployment.ohio.gov | Also: ritaohio.com (RITA), ccaohio.gov (CCA) | | **IN** | in.gov/dor | in.gov/dwd | County rates: in.gov/dor/tax-rates | | **MD** | marylandtaxes.gov | dllr.state.md.us | MarylandSaves: marylandsaves.org | | **MI** | michigan.gov/taxes | michigan.gov/uia | | | **PA** | revenue.pa.gov | uc.pa.gov | Local: dced.pa.gov (local EIT) | | **FL** | N/A (no income tax) | floridajobs.org | | | **WV** | tax.wv.gov | workforcewv.org | | | **AL** | revenue.alabama.gov | labor.alabama.gov | | | **GA** | dor.georgia.gov | dol.georgia.gov | DOL-800: dol.georgia.gov | | **AR** | dfa.arkansas.gov | dws.arkansas.gov | | | **MN** | revenue.state.mn.us | uimn.org | | | **ND** | tax.nd.gov | jobsnd.com | | | **WI** | revenue.wi.gov | dwd.wisconsin.gov | | | **MO** | dor.mo.gov | labor.mo.gov | | | **IL** | tax.illinois.gov | ides.illinois.gov | | ### Federal Resources | Resource | URL | |----------|-----| | **IRS Employer Tax Guide (Pub 15)** | irs.gov/publications/p15 | | **IRS Pub 1494 (Levy Tables)** | irs.gov/publications/p1494 | | **Form 941** | irs.gov/forms-pubs/about-form-941 | | **Form 940 (FUTA)** | irs.gov/forms-pubs/about-form-940 | | **Form I-9** | uscis.gov/i-9 | | **E-Verify** | e-verify.gov | | **CCPA Wage Garnishment** | dol.gov/agencies/whd/garnishment | | **FMLA** | dol.gov/agencies/whd/fmla | | **COBRA** | dol.gov/general/topic/health-plans/cobra | ### Companion Files in Knowledge Base | File | Location | Purpose | |------|----------|---------| | **Paychex Flex Admin Guide** | `/Knowledge Base/Paychex_Flex_Admin_Guide.md` | Detailed admin procedures | | **Paychex Flex Employee Guide** | `/Knowledge Base/Paychex_Flex_Employee_Guide.md` | Employee self-service instructions | | **Paychex API Reference** | `/Knowledge Base/Paychex_API_Reference.md` | Full API endpoint documentation | --- *Sources: Paychex.com official documentation and support pages, Paychex Year-End Checklists (2025-2026), Paychex Developer Portal, Tax Foundation 2026 state tax data, IRS publications, state Department of Revenue/Labor websites, RITA (ritaohio.com), CCA (ccaohio.gov), PayrollOrg state UI wage base data (2026).*