Note: To use this function, users need the authority,"Create Payroll Deduction Files," (Diamond Administration group).
As part of the Payroll Deduction process, this function is used to create statements or export files for an employer. You have the option of creating the statements / export files for individual employers (by Group #) or for all employers. You may run this process as often as you choose as each time it is run, the payroll records are flagged, so the same policies are not selected again.
To create payroll deductions files:
Access Administration / Create Payroll Deduction Files.
On the Create Payroll Deduction Files screen:
Enter the name of the file path where the payroll deduction files will be written to, or click the Browse button to select the path for the files. If you choose to do the latter, scroll to the folder where the files will be held, open it and click OK to return to the Create Payroll Deduction Files screen.
Next, in the column Available Employers highlight the employer you are creating the files for and click the single right arrow (>) to move the employer to the Selected Employers column. If you wish to move all employers to the Selected column, click the double right arrows (>>). (Note: If you have made a mistake, you can highlight a single employer in the Selected column and click the single left arrow (<) to move them back to the Available column. If you wish to move ALL employers back to the Available column, click the double left arrows (<<).
After you have made your employer selection, click Process at the top of the screen.
If there are records to be processed the system returns a confirmation screen: "Files exported successfully." Click OK to complete the process. Each record in the file contains the following information: Insured Name, Employee ID #, Amount and Policy Number.
If there are no records to be processed, Diamond returns a validation:"There were no records to report." Click OK to complete the process.