Maintaining Worksite Locations

Enter or select the Location Code.

To search for an existing code, select Location Code. A selector form displays the location code, its name, state, city, G/L segment code, obsolete status, and obsolete date. (Note: By default, any location codes with the Obsolete Location field selected do not display in the list.) You can search for a specific location code, name, state, or city, or select a code from the list that displays.

To filter the search further by displaying only obsolete codes, select Yes in the Obsolete field (the default is No).

To refresh the list, select Reset Search and Filters.

After entering the Location Code in the Worksite Locations panel, you can view a list of employees assigned to that location by selecting Employees Assigned To from the Actions menu. This list displays employees located at that site and their employment status: Active, Terminated, or on Leave of Absence. (Terminated employees display in red.)

Enter the worksite Addressand ZIP Code, including the ZIP+4 extension. The system automatically displays the GeoCode, City, County, and State information. You will be presented with a pop-up of Geocode options when an entered zip code spans multiple cities, counties, or localities. Select the correct Geocode to update the address.

Note: Select the tool tip iconin the GeoCode field to display the tool tip text. If you enter or select a geocode for a zip code that only has one geocode, a message displays, "The current geocode is the only one available for this zipcode." Click OK to return to the form.

After you enter or select the ZIP Code, the system checks the street address to make sure that it is valid. If there are typos, missing information, or other unrecognized values, the system displays a dialog suggesting a correction to the address. Click Yes to accept the corrected address, otherwise click No to save as-is or make other edits.

Note: If you enter something that the system cannot match to any existing address, it displays the first address in the master list for the ZIP code (such as 1 Apple Drive).

Select this option if the worksite falls within the Portland Metro district. This field is used to calculate the Portland Metro SHS tax on high-earning employees and employees who opt into a flat amount of tax per pay period. See Establishing Employee Tax Information for details about this feature.

When enabled (this field is disabled by default), the worksite geocode is ignored and taxes are based on the employee's resident geocode. Workers Compensation also follows the resident geocode when enabled on the Benefit tab in the Client Details form. (The employee override is not required.)

Note: The Remote Location setting on the worksite location treats the employee for taxation as if they have the tax calculation override set on the Employee Details form.

Enter or select the account from which to draw reverse wire checks.

Note: The client must be set up with the Break Field set to Location and Create REAL Invoice Break enabled on the Billing tab in the Client Details form to invoice correctly by location.

Select the Location’s ACH Status.

Note the following:

Enter the ABA/Routing Number for the financial institution. The system uses this only for the split ACH debit feature; the system does not use this during payroll initialization.

Enter the location’s Account Number.

Enter any segment codes used to build general ledger account numbers:

Enter or select the Client Acct Template to use for this location if it is different from the client.

Select the Sales Tax Code. Employees assigned to this as their home location are charged taxes at this rate.

Note: If the worksite location's state requires this code (as indicated on the State Rules form), you must provide the Sales Tax Code. Otherwise, a warning displays when you try to save the location without providing this code, "The state rule indicates there should be sales tax for the state of <state>. If you do not want to exempt this location from sales tax, go back and apply a sales tax code before processing payroll." Click OK to continue.

Enter the Worksite Federal EIN if it is different from the client’s employer identification number. This is only informational, used in conjunction with client location SUI reporting.

If this location is in Oregon, select the applicable type of OR Transit Tax.

When you enter a ZIP Code for a location in Eugene or Portland, Oregon, the system automatically sets the OR Transit Tax to Lane Transit District or Tri-Met, respectively.

If this location is in Michigan, enter the MI SB Tax Percent amount for employees working at this location.

Enter or select the W/C Policy ID for this location. This overrides the W/C Policy defined in the Client Details.

(Optional) Enter the date this location was added in the Add Date field. This field is only informational.

If required by the state (such as MN), enter a Worksite ID. This is the Reporting Unit Number used in 601 record on Mastertax RTS file and for AK-Geo Code.

Enter or select the FLSA Ruleset applicable to this location.

Indicate whether this is a Union Location. This field is only informational; it has no effect on union calculations.

Enter or select the FLSA Ruleset (Tipped EE) applicable to this location for tipped employees.

Enter the seven-character EEO Unit Number assigned to this location by the Equal Employment Opportunity Commission for reporting purposes.

Enter the EEO Override Location if employees should appear under a different location on the alternate EEO download.

Enter the Fax Number of this location.

Consult with the PrismHR Customer Support Team before using the Alternate SUTA State field.

Select the Alternate SUTA State.

PrismHR uses the Override Work Geocode field for Worksite Locations. The Onboarding module looks to this field and automatically populates the work address with the resident address. (This supports work-from-home employees.)

Select the Override Work GeoCode setting as appropriate. The system only applies the override if there are no overrides set at the system, client, or employee level. Typically, this is used to create “worksite locations” for remote employees.

Enter or select the Federal Entity ID only if the location is a different federal entity than the client for SBEA reporting purposes. .

Select this field to suppress the Submit for E-Verification field from displaying in the following locations:

This option allows I-9 Approvers to remotely examine supporting documents for a new hire's Form I-9 using an alternative procedure authorized by the Department of Homeland Security (DHS).

Select one of the following options:

When enabled, additional fields display on the I9 Section 2 form to allow the approver to indicate whether documents were examined physically or remotely. For more information about the alternative procedure, as well as eligibility requirements for remote verification, refer to the United States Citizenship and Immigration Services (USCIS) website.

Note: This option only displays if the client is enrolled in the E-Verification program and the selected worksite location is not excluded from E-Verification.

Check this box if this worksite location of the client is a federal contractor and differs from the client or other worksite locations of the client. (This box is disabled by default and is not mandatory.)

This field only displays if the EEO Federal Contractor field is enabled. (This field is not mandatory.) You may enter the 12-character (no special characters) Unique Entity Identifier (UEI) number issued by the System for Award Management (SAM) to identify businesses and other entities that do business with the federal government. (This field is only necessary if the worksite location differs from other locations.)

Enter the NAICS code of the client or click the NAICS Code link and select it from the Select NAICS Code dialog. If the NAICS code entered here is obsolete then the EEO-1 build will fail. (This field is optional and is only necessary if the worksite location NAICS code differs from other locations.)

Note:  If an NAICS code is not assigned to your client in the Client Details form, or if the NAICS code assigned to your client in the Client Details form is obsolete, then also the EEO-1 build will fail.

If appropriate for the location, indicate the SBEA Ineligibility Periods: Enter or select the Starting Date and Ending Date for each of the periods when the location did not pass the 85% test for certification under the SBEA and was therefore ineligible.

Clients can enter into a certified relationship but have one or more worksite locations that do not pass the criteria required to be in a certified PEO relationship. In that case, you would enter the dates the locations were ineligible in the worksite location. This information is important for quarterly reporting for Schedule R (Form 941 and Form 940).