Step 1: Deploy standard compensation accumulation Excel (import) file to locations for a company that will need to report compensation data to the primary payroll system of their employees.

Note: Details regarding how to configure the standard Excel import file are found in the Compensation Accumulator Prerequisites article

Equus Platform allows for a document to be sent to an external payroll user if they have rights to all of the payroll report types (Primary Payroll, Primary Payment Requests, Secondary Payment Requests, Allowance Payment Requests, Shadow Payroll and Compensation Accumulator Data)

Step 2: Instruct the locations on how the standard compensation data file should be filled out. The external payroll users can upload the completed compensation data files to the Payroll portal.

Step 3: An internal Equus Platform user would download the new compensation data file from the Payroll Files - Externally Uploaded screen at the company level.

Step 4: An internal user will confirm that the Compensation Data is in the first tab of the Excel file. If not the user will need to make the compensation data tab the first tab in the workbook.

Step 5: An internal user can import into the Compensation accumulator using a .csv or excel file (compensation data) into Equus Platform.

a. To import a new file, navigate to the Import Data screen for the appropriate company and choose the import that associates with your file type:

b. Next, click the Process link for that import type.

c. The import requires three things:

i. A reference to the source of the compensation data.

Note: The Comp Accumulator can import account numbers OR wage codes into it by choosing the correct template file and import from the list at the company level.

ii. How to select an exchange rate for each payment amount in the compensation data file.

iii. A standard compensation data import file.

Note: For more information on this requirement, see the Compensation Accumulator Prerequisites article.

d. Next, the user will need to click on

.

e. Once the file has been uploaded, click the “Process Import” button.

f. The user should immediately review the import error log. Once data is imported it is ready for external reporting, therefore auditing the imported data and reviewing the data logs should happen immediately after import.

Step 6: The user should audit the imported data with the Comp Accumulator Import Audit Report. This report will only run against the data that was imported in a particular batch. When running the report from the import pop-up or import history screens, the report knows which batch to report on.

The audit report is intended to be exported to Excel in order to check account, assignment and import file totals.

When running the audit report, the user should look for the following things:

Step 7: If the user finds an issue with the imported data, they can UNDO the import. The undo process will delete all data that was imported for a particular batch. To UNDO an import, click on the View History link of the import screen.

Two buttons will be available for each historical import: Undo & Delete. The undo button will delete all data that was imported for that import batch. The Delete record will remove the Import History record from the grid.

Step 8. When it is time to communicate compensation data to the primary payroll system, an internal user will run a payroll reporting batch of type Compensation Accumulator Data.

Note: A pre-requisite to running a payroll reporting batch is defining which reports should be used to communicate the compensation data to the primary payroll system. Information on how to configure this is available in the Compensation Accumulator Configuration article.
​

First, create a new Payroll Reporting batch from the Compensation Worksheet Payroll Reporting screen. The primary payroll system that you would like to report compensation data to should be selected. After selecting a pay date, the user must select the “Next > >” button. Any data that has yet to be reported to a primary payroll system will be picked up in comp accumulator payroll batch.

Note: Unlike other payroll reporting types, for the “Up to and Including Pay Date” field does not drive any functionality for reporting compensation data out of the comp accumulator.

a. Upon clicking Next, the system will check to see if there is data available for reporting and if data has already been reported to this payroll system for this pay date.

b. If data exists for this payroll type, then check the Compensation Accumulator Data checkbox and click Generate Reports.

Comments to the external payroll user at the primary payroll system can be typed in the “Add comments for External Visibility” box.

Note: Multiple reports for the comp accumulator data can be created per batch if configured to do so at the payroll system level.

Step 9. Once the reports have been reviewed, the user can Publish the reports and associated comments to the payroll portal for the external payroll user to download by clicking the “Save & Publish” button.

Upon publishing reports to the payroll portal, both internal and external payroll administrators can be notified of the published reports.

The external message will read as follows:

The internal message will read:

Note: Both of these email templates can be overridden at the company and/or system level. Please see the Compensation Accumulator Configuration article.

Step 10: In the event that the user would like to unpublish the report(s) from the portal, the user can click the Undo & Send Email button which will unpublish the reports by removing them from the payroll portal and send an undo email to the external payroll user(s) if the Send Undo Email checkbox is selected.

Step 11: The External Payroll User for the primary payroll system can login and download the reported compensation data for assignees where that payroll system is their primary payroll system.

Once the user logins in, they will see messages stating how many new files that have been made available for download since their last login and files that they have yet to downloaded. Once the user clicks the Download Files link, they will see all reports and or documents that have been made available through the payroll reporting screen that they have security to see. Please see the Compensation Accumulator Configuration article for more details.

Only external payroll users with security to view Compensation Accumulator Data will be allowed to view the reports that were uploaded for that payroll type. Although security exists by payroll type and payroll system, if multiple external payroll users will be uploading and downloading files to the payroll portal then those users will see each other’s files and will receive notifications for uploads and downloads of each other’s files.

Internal users can delete payroll documents from the Payroll Files - Externally Uploaded Screen. To delete the file, users will need the following DELETE security rights:

The user can choose to search for a specific file to delete.

Once the file has been located, click

on the right-most column of the record.