Paychex Conversions Presented by: Greg Ruddock Director Of Implementation E-Chx, Inc.

Paychex vs. IPPA Members

What Reports to use in conversions Speaking their lingo Knowing their processes and procedures

Employee Information Employee #, Name, Department, and Deductions Client Information Client Deductions, Department Names, Paychex client name and number Payroll Information Check date, period end date, pay rates and wage details

Tax Information Employee and Employer Taxes Liabilities including FUTA and SUI amounts, and tax payment deposit information including due dates Client Information Client’s services and products, bank account numbers, Paychex client name and number Payroll Information Check date, period end date

Tax Information Employee & Employer liabilities broken down by department, check date, MTD, QTD, YTD totals Client Information Client Deductions, Department Names, Paychex client name and number Payroll Information Check date, period end date, and wage details

Employee Information Employee #, Name, Department, pay rates, overtime rate, filing status including exemptions, last raise date, hire date, birthday, pay frequency and Recurring deductions amounts Client Information Client Deductions, Paychex client name and number, Client normal call date and time Payroll Information Check date, period end date, Client’s contact name and number at Paychex

Employee Information per Employee All Employee information that you would need including demographics, rates, files status, important dates Client Information Client Deductions, Paychex client name and number Payroll Information – Date range report Wage detail per check date, per quarter and YTD.

Employee Information Employee #, Name, Status Termed or Active, and Deductions Client Information Client Deductions, Paychex client name and number Payroll Information YTD wage details per quarter

 Taxpay  Tax Service  Readychex (RCX)  Service that allows clients to distribute paper checks which are drawn on Paychex’s account. Makes it easier for clients to reconcile their statements  Flexpay  Bundle pricing ( Direct deposit, Taxpay, RCX, check insertions and check signing)  Internet Reporting  Free online reporting – standard reports and on-demand reports

 Client ID format – XXXX-XXXX  First 4 numbers represents the Paychex location  Last 4 numbers or letters is their client id  MMS (Major Market Services)  Payroll department that handles larger clients 50+ employee count  Advantage & McBee Payroll  Companies that Paychex purchased few years ago.  PBS (Paychex Business Solutions)  PEO Service, client uses Paychex id numbers  Premier Client  Client uses own id numbers, All services provided to these clients - including all HR services

Branch Manager Core Manager Client Service Supervisor New Client Specialist Senior Payroll Specialist Payroll Specialist MMS Hub Manager Client Service Supervisor Account Specialist Major Client Service Reps Senior Client Service Reps

 Tax Returns  1 st week after quarter ends, each branch packs returns.  Send returns to clients starting 2 nd week after quarter ends.  No longer sends YTD reports and Employee Earning Records with tax returns. Only will send if client request before quarter closes.  Tax returns available to Clients, CPA and internal Paychex employees via online reporting first weekend after Quarter ends.  Garnishment Central  Service that handles all garnishments for the clients. Will make electronic and paper payments to agencies and will provide answers along with garnishments. Electronically debit for client account.

 Electronic Debits  Taxpay clients – taxes are debited on client’s check date.  Direct Deposit or ReadyCheck clients – net amounts are debited day before check date.  Garnishment clients – debited day before check date.  Workers Comp clients – premiums debited on client’s check date.  Billing – majority clients debited the 10 th of every month but new “Core Advance” client has option to be billed on check date.  Tax Deposits  Follows the $ rule for FUTA, will carry over to new quarter if under $  Will refund all outstanding tax liability to client. If monthly depositor and client runs last pay period of month Paychex will make the deposit.

 Reports  Internet Reports are free to clients. If client has the service, they can build on demand reports (Earning Records) within few minutes.  Earning Records can be any date range. Not available to payroll specialist, they have to submit special request to computer room. This should only take 1 business day and if you really push you can get same day.  YTD reports – available to specialist on their intranet but only for quarter breaks.  Lost Clients  Specialist are trained to look for signs that client is leaving service – asking for YTD reports, earning records, question about service agreement, etc.. They also are trained in saving clients.  Sales Rep are expected to cold call termed clients. So be aware!