Company Codes

Business Scenario

Within each organization, there is often a hierarchy of tiers, starting with one or more top-level companies and progressing down through Location, Department, Tier 3, etc. Where a business unit has a separate FEIN, it needs to be defined as a separate Company code in the system. While many companies and locations can be defined to match the organization's structure, one primary Company code needs to be defined and a minimum of one Location code per company.

A Company code record defines the company's banking requirements, payroll information, payroll bank and ACH accounts for use in payroll and other processing, along with the invoicing terms for third-party administrator’s services. Banking information can be further defined on the Location codes or can be left blank on the Location codes to use that information from the Company code.

For a system with more than one company per client, one company is still designated as the primary company. Organizations that have multiple Company codes require additional setup, including additional Tax codes and Tax Agency codes for each company. To help streamline this setup, the Company Codes Table has shortcuts to: Company Service Dates, Bank Accounts, Manual Check payment account setup, Locations, Tax Codes, Tax Agencies, and Vendors. For a shortcut to load company logos for employee payment forms, click on Company Logos. For access to define additional client information, click on the Client Info button.

Primary Company

Verify that one and only one company has the Primary Company checkbox selected. If not, edit, de-activate the Primary Company checkbox and save. Review any other company codes.

Note: Primary Company. The Primary Company designation determines the auto-completion of blank company values on the tax codes and tax agency codes by the Company Setup wizard.

Company Code

Typically, access to the validation table for Company codes is unavailable through the web portals.

For organizations using the web-product, the system administrator for the organization maintains the organization's Company code or codes on the Company Codes Table.

Constraint: Users cannot delete Company record or change the code value if it is assigned to employees, assigned to a Tax Agency record, or if it was assigned to employees of posted payrolls.

Fields on the Company Codes

Company Code. A unique code for a company.
Client Information button. Shortcut to the Client Information validation table that provides information for reporting.
Active? An active code has the Active checkbox selected, making the code available and keeping the code in effect as a valid choice.
Primary Company? A Primary Company is sometimes an umbrella company for a group of companies, but even when this is not the case, one company needs to be designated as the primary company. Verify that one and only one company has the PrimaryCompany checkbox selected. If this is the Primary Company, be sure that the Primary Company checkbox is selected. If this is not the primary company, then be sure to clear the Primary Company checkbox and save.

General Information

Company Name. Enter the name of the company in the Company Name field. Abbreviate if thirty characters or more. The company name is similar to the description field found on other validation tables.
Address 1, Address 2. Enter the street address portion of the mailing address in the Address 1 field. If necessary, a floor number or suite number can be entered in the Address 2 field.
City. Enter the name of the city or town in the City field.
State. From the State drop-down list, select the state.
Zip. Enter the United States' postal zip code in the Zip field.
Phone. Enter the new company's entire phone number (including the area code) into the Phone field, using the format established by your organization.
Fax. Enter the Fax number for the organization.
Reference Number. Record reference information regarding this company. This reference number is for information-only. Later, the reference number can be used for reporting purposes.
Contact Name. Enter a company Contact Name.
Contact Password (optional). Enter the password for the Contact in the ContactPassword field.
Company Logo button. A shortcut to the Company Logo Table.

Payroll Payment Account Info

Complete all payment, payroll, and account information. The payroll EECheck Forms and EE ACH Transactions fields determine where the funds will be drawn from to pay employees’ checks and ACH transactions, respectively.

EE Check Forms. From the Bank Accounts Table, this describes where the funds are drawn from to pay those employees being paid a check form of net pay.
EE ACH Transactions. From the Bank Accounts Table, this describes where the funds are drawn from to pay those employees being paid a direct deposit (also called an ACH) form of net pay.
Deduction Payments. From the Bank Accounts Table, describes where the funds will be drawn from to pay Vendor Liabilities created from deductions (Vendor codes and Employee Deductions Detail records).
Tax Payments. From the Bank Accounts Table, the Tax Payments field-entry designates the account where funds are drawn from to pay tax-agency liabilities created during payroll processing from employee tax withholdings and employer tax liabilities.
Tax Agency Escrow Pay Acct. This account is where to escrow the payable account for tax liabilities.
Vendor Ded Escrow Pay Acct. This account is where to escrow the payable account for escrowed deduction-liabilities.

Payroll Processing Invoice Info

Where the company is a client of a payroll service organization, complete the Payroll Processing Invoice information.

SBO Invoice Vendor Code. Choose the SBO vendor code to be paid for services and invoice items. An SBO should set itself up as a Vendor in the Vendor Codes Table. Reporting uses the SBO Invoice Vendor entry to break out Service Fees from other deductions.

Note: The SBO Invoice Vendor Code must be unique. This Code must be set up for invoice generation and payment to occur. This field determines the method of payment to the Service Bureau, Payroll Check or ACH, and the Company Name for the invoice.

Client Invoice Payment Account. Select the client account to fund the SBO-service invoice payment in the Client Invoice Payment Account field. (Available entries come from the Bank Accounts Codes Table.) From the Bank Accounts Table, describes where the funds will be drawn from to pay the SBO service fees and invoice items created during payroll processing (Company Codes Table/Invoice Items).
Invoice Terms Code. Select invoicing terms in the Invoice Terms Code field (available terms come from the Payment Terms Policy Table).
PO Reference. ;Enter available PO Reference information for use by the third-party administrator (SBO) to track the client’s account.
Sales Tax %. Enter the Sales Tax %, as applicable, for services and invoice items provided to the client by the third-party administrator (SBO).
Courier Name and Courier Acct No. Enter the company's Courier Name and Courier Account Number to complete the Payroll Processing Invoice Info section of the Company Codes Table setup.
Kind of Company. The kind of company identifies both the kind of payer and kind of employer for year end reporting. For instance, "T-1, 501c Employer - 941 Payer" = 941 Payer and 501c non-govt Kind of Employer while "Y-1, St/Loc 501c-941 Payer" = 941 Payer and State/local 501c.

Escrow Information (to Escrow Payroll Check and Direct Deposit Payments)

Client Check Form Payment Acct. Use the client check form payment account to designate the bank account that will fund the SBO for the Employee Checks drawn from the service organization's bank account.
Check Net Pay Sweep Vendor Code. Use the Check Net Pay Sweep Vendor field if the Employee Checks are drawn from the service organization's bank account.
ACH Net Pay Sweep Vendor Code. Use the ACH Net Pay Sweep Vendor field if the Employee ACH Transactions are drawn from the service organization's bank account.
Client Sweep ACH Account. Use the Client Sweep ACH Account to designate the bank account that funds the SBO for the Employee ACH Transactions drawn from the service organization's bank account.

EE Net Pay Funding Sweep Account Information (to Escrow Payroll Check and Direct Deposit Payments)

Complete the "EE Net Pay Account Info" section for clients who will escrow their payroll check and ACH payments.

Note: If the Employee Checks and ACH Transactions are drawn directly from the client's bank account, leave these four fields blank: Check Net Pay Sweep Vendor, Client Sweep Check Account, ACH Net Pay Sweep Vendor, and the Client Sweep ACH Account.

Client Check Form Payment Acct. The Client Check Form Payment Acct is the client's account used to fund the employee check fund for the vendor sweep.
Check Sweep Vendor Code. Designate the vendor that receives the swept employee-check funds in the Check Sweep Vendor Code field.
Client ACH Trans Payment Acct. The client ACH transaction payment account field is the client's account used to fund the employee ACH transactions for the vendor sweep.
ACH Sweep Vendor Code. Designate the vendor that receives the swept employee ACH Transaction funds in the ACH Sweep Vendor Code field.

Row of Shortcut Buttons

Shortcut buttons are hidden when the Company Codes Table is accessed from another screen instead of from a menu.

Service Dates. Shortcut to the Company Service Dates table that provides company service date integration to manage new client's outstanding liability payment creation and effective periods for tax reporting.
Bank Accts. Shortcut to the Bank Accounts table that provides company bank accounts for all ACH and check payments and can optionally define additional information for printing on tax forms.
Manual Check. Access to designate a Manual Check Payment Account. This button is enabled when the Company Codes screen is not in add or edit mode and is only enabled where (a) a Check Sweep Vendor Code is defined and (b) where the bank account codes values for Client Check Form Payment Acct and EE Check Forms are different. This is to ensure that check net pay sweep transactions exist for the client. For more information, see direct Manual Check Funding.
Locations. Shortcut to the Location Codes validation table that provides the first tier organizational structure below the company level and can be defined with different banking information and accounts then the company to further break-out specific bank accounts for particular payrolls.
Agencies. Shortcut to the Tax Agency Codes validation table that provides the tax agencies for reporting and paying tax liabilities.
Vendors. Shortcut to the Vendor Codes validation table that provides that provides the vendors for all benefits, deductions, payroll service invoicing, and escrow entities.