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SEQUOIA ONE

WORKLIFE PORTAL GUIDE

prepared by

111 Sutter Street, Suite 850 San Francisco CA 94104

415.366.4000

PEO Admin Resource Guide 2016 Set Up Department Codes

How to Set Up Department Codes

This document explains how to set up department codes.

1. Select My Company > Department from the main menu

2. Click the Department Code button at the top of the window

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PEO Admin Resource Guide 2016 Set Up Department Codes

3. Click the desired Department Name, enter the information and click Save

PEO Admin Resource Guide 2016 Employee Termination

How to Terminate an Employee

The information below provides detailed instructions on how to terminate an employee.

1. Click on My Company > Company Details


2. Click on the blue icon on the top right-hand corner.

3. Click on Documents > Client Level Right Sigs > A PDF document will open with the links

for the forms to fill out.

*Be sure your pop up blocker is turned off for this site.


Clink on the “Termination Check Request” link and complete the electronic form.

How to Complete the Termination Check Request Form

1. Complete Client Information section:

*Company ID can be found on the top of the home screen in the WorkLife Portal

2. Complete the Employee Information Section:


3. Complete the Termination Check Information Section:

*For Regular Hours to Pay please input the total hours owed for hourly employees. For salaried/exempt employees, we will do the calculations so if the employee is owed full wages, please indicate “full wages through term date”.

4. If there is anything further your Sequoia One team needs to know before processing this

termination, please add information to Notes/ Special Instructions.

5. Review form and SUBMIT. Your Payroll Specialist and/or HR Service Manager will reach out

with any questions.

PEO Admin Resource Guide 2016 Check Journal

Check Journal Reports

The information below provides detailed instructions on how to retrieve check journal reports.

1. Type “check journal” into search bar in top right corner. Report suggestions will appear, where you

can then click Payroll Check Journal Report.

2. By clicking Payroll Number, you can choose your corresponding payroll or past runs. Alternatively, you can choose to enter a Pay Date Range if you want to run report for specific time period. Sort by your preference of division, department, etc. Then, mark Run.

PEO Admin Resource Guide 2016 Check Journal

3. The report will download into PDF format, but can be converted to Excel format by clicking XLS

PEO Admin Resource Guide 2015 Login

WorkLifePortalLogin

Follow the instructions below to access the WorkLife Portal as an employee.

1. Log in to the Sequoia One Work Life portal site using the links below –

Employee ‐ https://seqee.prismhr.com/seq/cmd/login

2. Enter your username, click “continue,” enter your password, and enter the site.

3. If you are visiting for the first time, please click “Register” and follow the prompts to create your account. Please note: you will be sent a temporary password to your email address on file to log in for the first time, upon registering. Please use this temporary password to log in via the above link, then, once logged in, change your password to one you’ll remember.

4. If you forgot your password, please click “Forgot Your password?” and follow prompts (below) to reset your password.

PEO Admin Resource Guide 2016 Pay Rate Change

HowtoViewEmployeeData

The information below provides detailed instructions on how to view employee data.

1. Click Sequoia One Logo on the top left‐hand corner. Click on the employee you would like to

view. Note: View All


2. Click on the respective heading you would like to view.

3. To view additional menus, click on the Icon in the top right‐hand corner.

4. To view Paycheck Stubs, click on Vouchers


5. Click on a specific voucher number. Go to the Banking tab, and click on Reprint Check Stub

a. A screen will pop up (be sure to turn off the pop up blocker) with the PDF version of a check stub. ***Social Security numbers are on this document. Be sure to take the necessary security precautions.***

PEO Admin Resource Guide 2016 Update Direct Deposit Information

HowtoUpdateDirectDepositInformation

The information below provides detailed instructions on how your employees can update direct their deposit information, including setting up multiple accounts.

1. Select Payroll > Direct Deposit Authorization from the main menu

NOTE: All accounts go through a pre‐note process which takes 8‐10 days to process. The account information will be sent through the banking system to validate the information is correct. Please keep this in mind as you may receive a live check during this validation process.

PEO Admin Resource Guide 2016 Update Direct Deposit Information

2. Enter banking information and click Save NOTE: If entering more than one account you must first enter the account information that is for a portion of the Net

If you would like to allocate a given amount to your savings account, you would enter the banking information for the savings account first, then enter the account information that you would like the remainder of the Net pay to go to.

PEO Admin Resource Guide 2016 Pay Stub Access

HowtoAccessaPayStub

The information below provides detailed instructions on how employees can access their own pay stubs or managers can access pay stubs on an employee’s behalf.

1. Employees can access pay stubs by selecting Payroll > Check History from the main menu

2. Click on the row for additional details:

PEO Admin Resource Guide 2016 Pay Stub Access

3. Click Reprint Check Stub

PEO Admin Resource Guide 2016 Frequently Asked Questions

FrequentlyAskedQuestions

The information below provides detailed answers for some of the most frequently asked questions regarding employee management.

Werecentlyhiredanemployeeafterthepayrollprocessed.Whatoptionsdowehave?If the employee was hired within the pay period which the payroll was processed a check must be issued out to the employee. Please reach out to Sequoia for further assistance with this process.

Ienteredmydirectdepositinformationbutreceivedalivecheck,why?All bank accounts must go through a pre‐note process which takes 8‐10 days. If the direct deposit information is entered less than 8 days prior to payroll processing a live check will be issued.

HowdowecomplywiththeSanFranciscoCommuterBenefitsOrdinance?Businesses need to offer one of the following employee benefits:

1. Pre‐tax Transportation Benefits – A monthly pre‐tax deduction, up to $255/month, to pay for transit or vanpool expenses.

2. Employer‐Paid Transportation Benefits – A monthly subsidy for transit or vanpool expenses equivalent to the price of the San Francisco Muni Fast Pass (including BART travel).

3. Employer‐Provided Transportation – A company‐funded bus or van service to and from the workplace.

4. Any combination of the above.

WhatistheSanFranciscoPayrollExpenseTax?As required by the Payroll Expense Tax and Business Registration Ordinance all businesses with a taxable San Francisco payroll expense greater than $150,000 must file a Payroll Expense Tax Statement for their business annually by the last day of February for the prior calendar year (Jan. 1st ‐ Dec. 31st). The Payroll Expense tax rate is 1.5% or .015. You calculate the Payroll Expense Tax by multiplying the business' annual San Francisco payroll expense by 1.5% or .015, the Payroll Expense Tax rate.

Businesses must also renew their Business Registration for the next fiscal year (July 1st ‐ June 30th) if they plan to conduct business during the new fiscal year.


IsSexualHarassmentPreventionTrainingrequiredinCalifornia?Yes, California companies with 50 or more employees are required to provide two hours of sexual harassment prevention training to all supervisors within six months of hire or promotion, and every two years thereafter.

Myemployeerecentlyhadalifestatusevent(marriage/divorce,birth/adoptionofachild),howlongdotheyhavetochangetheirbenefitelections?Employees have 30 days from the date of their life status event to make changes related to the event. Please reach out to Sequoia for further assistance.

Howoftenwillbenefitdeductionsbewithheldfromemployee’spaychecks?Employees will only see benefit deductions for Medical, Dental, Vision and Life on the first 2 check dates of each month. If an employee receives a 3rd check in the month there will be no benefit deductions on the 3rd check date, however, FSA deductions will be taken from every on‐cycle paycheck.

Ifanemployeewaivescoverageformedical,dentalandvisioncantheyenrollinFSAandcommuterbenefits?Yes, employees who waive coverage for medical, dental and vision may enroll in FSA and commuter benefits.

Anemployeewouldliketochange/updatetheirtaxwithholdinginformation.Howcanemployeesmakethisupdate?Employees can log into the WorkLife Portal and complete the appropriate tax forms online.

Whenwillourbankaccountbedebitedforthepayrollandservicefees?Sequoia will debit the bank account no later than 1 business day prior to the check date to fund the payroll and bill for the service fees. Once the final invoice notification is sent the funds should be made available that same day for debit.

Whenarepayrollchangesduetoensurethechangestakeeffectforthecurrentpayroll?All payroll changes are due at 5:00 PM PST, 5 business days prior to the check date to ensure the change is included for the current payroll.

WhenenteringanewhireInoticedtheirjobtitleisnotanoption,howdoIaddthejobtitle?All Job Titles must be added by Sequoia as the Job Title is tied to an appropriate Workers Comp Code and Rate. Please complete the Job Title Request form located in the WorkLife Portal under Documents.


Whenenteringanewlocationforanewhireorcurrentemployee,Inoticedthelocationneededisnotavailable,howdoIaddanewlocation?All locations must be added by Sequoia as the location impacts taxation and Workers Compensation. Please complete the Location Request form located in the WorkLife Portal under Documents.

PEO Admin Resource Guide 2016 How to Access Forms

How to Access Forms

1. Click on My Company > Company Details


2. Click on the blue icon on the top right‐hand corner.

3. Click on Documents > Client Level Right Sigs > A PDF document will open with the links

for the forms to fill out.

*Be sure your pop up blocker is turned off for this site.

PEO Admin Resource Guide 2016 Payroll Approval

How to Process an Off‐Cycle Payment

The information below provides detailed instructions on how to process an off‐cycle payment.

1. Click on My Payrolls > Payroll Control


2. Choose New Payroll, a Payroll Number will be automatically assigned.

3. For Payroll Type, select Manual (for specific employees) or Special (to include all

employees)

Description – Enter nature of payroll

Payroll Processor – This is your dedicated specialist

Pay Date – Choose at least two business days from today. ***Note: All checks will be processed for a check date 2 business days after receipt of request if received by noon day of request.***

Delivery Date – Should be the same as pay date

Override Pay Period – Choose your normal payroll processing schedule; this option will not matter if this is a supplemental/bonus run

4. If you chose Manual Batch:

Click the Quick Load option on the right hand side. Click the check boxes next to

the employees intended to receive payment.


Choose the pay period. For instance, a February commission run should have the

pay period 02/01/2016 – 02/29/2016.

Weeks worked: will probably be 0 if this is a supplemental run

Deduct Period:

o 0 = no deductions, including 401k, will be taken from these checks

o 1,2,3 = benefit deductions may come across inaccurately

o 4 = retirement contributions will come across with no other deductions

Hit Accept

5. If you chose Special Batch:

Click Pay group, choose pay group listed

Choose the pay period. For instance, a February commission run should have the

pay period 02/01/2016 – 02/29/2016.

Weeks worked: will probably be 0 if this is a supplemental run

Deduct Period:

o 0 = no deductions, including 401k, will be taken from these checks

o 1,2,3 = benefit deductions may come across inaccurately


o 4 = retirement contributions will come across with no other deductions

Alt Pay Period: choose your normal payroll processing schedule; this option will

not matter if this is a supplemental/bonus run

Hit Save

6. Click on My Payrolls > Time Sheet Entry

PEO Admin Resource Guide 2016 Payroll Processing

HowtoProcessaPayroll

The information below provides detailed instructions on how to process a payroll.

1. Login > Dashboard View

https://seq.prismhr.com/seq


2. Click on My Payrolls > Time Sheet Entry


3. Click on the Payroll number to enter the Timesheet. The pay date is the date employees will receive payment. Note: the description of the batch.


4. This is the view once the Timesheet is opened. The salary employee hours are automatically populated, with the hourly employee hours outstanding. When the data is finished, hit Finalize. This sends the data over to Sequoia. Sequoia then finished the audit process, and will send you the final reports to review. You will receive an email letting you know the reports are ready for view.

Sample of Approval Email:

‐‐‐‐‐Original Message‐‐‐‐‐ From: [email protected] [mailto:[email protected]] Sent: Friday, March 11, 2016 3:16 PM To: Payroll Subject: Notice of Approvals Pending Payroll 201619, dated 03‐18‐2016 for Acme TechS (148) is ready for your approval.

PEO Admin Resource Guide 2015 Employer Section of I‐9

HowtoCompletetheEmployerSectionofI‐9Forms

The information below provides detailed instructions on how to complete the employer section of an I‐9 form.

1. Go to My Employees menu along the top of your screen > click on “Onboarding (ON)” a. A pop up window will appear.

2. Select My Work > Programs to Run from the menu

3. Click on the Inbox item associated with the I‐9 form section for the desired employee


4. A pop up window will appear. Click Run to begin completing the employer fields.

5. Complete the fields requested and click Next

6. Once you select List A ‐ OR ‐ List B and List C, additional fields will appear. See Examples

below. Complete the fields as indicated and click Next.


List A:

List B and List C:

7. Confirm/acknowledge by marking the check box and click I Agree

8. A copy of the I‐9 form will be provided. Submit the form by clicking Next


9. An email will be sent to the employee confirming completion of the I‐9.

PEO Admin Resource Guide 2015 Job Change

HowtoChangeanEmployee’sJobDesignation

The information below provides detailed instructions on how to change an employee’s job information.

1. Select MY EMPLOYEES>H/R Action > Position Change from the HR menu

2. Click Employee and select an employee name from the Employees for Active Client list.

PEO Admin Resource Guide 2015 Job Change

3. Complete the required fields: 1. New Job Code

a. Click New Position and select an employee name from the Select Active

Positions for a Company list

i. 2. New Position Start Date– Enter the effective date of the change

3. New Position Reason Code– Select from the dropdown menu

4. Based on recent review date of – Enter the effective date of the change (OPTIONAL)

4. Click SAVE.

PEO Admin Resource Guide 2015 Leave of Absence

HowtoSetanEmployee’sLeaveofAbsence

The information below provides detailed instructions on how to set an employee’s leave of absence.

1. Select My Employees > HR l Action > Leave of Absence from the main menu

2. Click the Employee hyperlink under Leave of Absence and select the employee requesting

leave from the pop up window.

3. Complete the required fields:

a. Leave Employment Status: Change to Leave of Absence – Benefits Eligible OR

Leave of Absence – Benefits Non‐Eligible. Please contact your HR Service

Manager for more guidance on this.

b. Leave Effective Date: Enter the date

c. Reason Code: Select Other from drop down menu

d. Planned Return Date: Enter the expected return date

PEO Admin Resource Guide 2015 Leave of Absence

4. Click SAVE

PEO Admin Resource Guide 2015 Leave of Absence Reactivation

HowtoReactivateanEmployeeafteraLeaveofAbsence

The information below provides detailed instructions on how to reactivate an employee after a leave of absence.

1. Select HR > HR l Action > Reactivation from the main menu

2. Click the Employee hyperlink under Reactivation and select the employee requesting leave

from the pop up window.

3. Complete the required fields:

a. Reactivated Employment Status – Select from the dropdown menu

b. Reactivated Employment Status – Select from the dropdown menu

c. Reactivation Date – Enter the effective date

d. Reason Code – Select from the dropdown menu

PEO Admin Resource Guide 2015 Leave of Absence Reactivation

4. Click Save

ManagerLevelAccess

Purpose of this document is to provide instruction to access the PrismHR WorkLife Portal for first time manager user access.

1. Log into the Sequoia One Work Life Portal:clickhere

2. Click on the Manager Login Link3. Enter User Name and password (provided to you by email) 4. If you do not have, or do not remember your password, click on “Forgot password?” to

reset password 5. Follow instructions from email to reset password 6. Return back to login page and enter the your personal password 7. Click Login

MassachusettsTPADesignation

Instructions to assign Sequoia One PEO as the TPA for tax remittance and quarterly filing. As an employer located in the state of Massachusetts it is required to list Sequoia One PEO as the designated Third Party Administrator (TPA). Please follow the steps outlined below to complete this setup.

1. Go to the state site: http://www.mass.gov/lwd/unemployment‐insur/employers/ 2. Click on “Employer Login” and follow the prompts to register the company. Once

complete a log‐in ID will be provided. 3. Log into the system: https://uionline.detma.org/Employer/Core/Login.ASPX

4. Select Account Maintenance

5. Third Part Administrator Authorization (TPA)

6. Select New

7. Enter Sequoia’s TPA ID

a. Sequoia One PEO – TPA ID: 104108

8. Enter today’s date as the TPA Services Begin Date. a. The system will not allow you to proceed with a date in the past.

9. Assign the following roles

a. Account Maintenance View and Submit b. Payments View and Submit c. Employment and Wage Detail View and Submit

If you have assigned TPA to another party and you will be required to delete them and then add Sequoia. If this is the case please coordinate the timing of this process with Sequoia. Once timelines have been established follow the steps below to remove TPA designation.

1. From the Third Party Administrator section enter the current TPA Name in the search field and click Search.

2. From the results section you will click on the TPA ID link

3. Click Modify

4. Enter today’s date for the TPA Services End Date a. The system will not allow you to enter a past date

5. Check off the following roles

a. Account Maintenance View and Submit b. Payments View and Submit c. Employment and Wage Detail View and Submit

6. Click Save

Once the current TPA has been removed you can add Sequoia One as the TPA.

If you have misplaced your user id or password please contact the Massachusetts Unemployment Insurance Employer Help Desk at 617.626.5075

Any questions regarding this setup can be handled by the state directly at 617.626.5050. A Sequoia team member can also assist with this process. Please reach out to your Payroll Contact to arrange a time to complete this process.

PEO Admin Resource Guide 2015 New Hire Onboarding

HowtoOnboardaNewHire

The information below provides detailed instructions on how to onboard a newly hired employee.

1. Select MY EMPLOYEES from the tab on the main screen

2. Select H/R Action > New Hire from the menu options

3. Enter the employee’s social security number. (Please double check this entry as the employee

will use this information to register their account).


4. In the Personal Information section, complete at least all the fields required (pink brackets)

5. In the Resident Address section, complete at least all the fields required (pink brackets)


6. In the Employment Details section, complete at least all the fields required (pink brackets).

Click on links to pull up available positions, status, type, benefit group, and work location.

7. In the Pay Details section, complete at least all the fields required (pink brackets) and click SAVE. NOTE: In the Standard Hours field, enter the standard hours worked within a pay period.

8. Review information and press “SAVE” if everything looks correct.

Employee will receive the following email from [email protected] a few moments after the manager completes the onboarding process:


Dear [Employee Name],

It's time to complete your employment onboarding requirements and enroll in the benefits provided by [Company Name] and Sequoia One.

Please view the detailed instructions below and click here to begin.

1. When you access the WorkLife portal for the first time, please click the Register button and provide the information to create your username and unique password.

2. After registering, you will return to the WorkLife portal Login screen and log in using your unique username and password.

3. You will be directed to a new website where you can begin the onboarding process. 4. Please remember to bring proof‐of‐identity documentation to complete your Federal

Employment Eligibility Verification form (I‐9). At least one of your identity documents must include a picture. If you need to view a list of acceptable documents, please click here. Please note that you will need original documents from either List A OR List B and C. Photocopies, faxes, etc., will not be accepted.

Questions? Sequoia One is here to help. You can contact us at [email protected] or call 650‐286‐0778, M‐F 8:30 AM to 5:30 PM PST.

Sincerely, Your Sequoia One Service Team


HowtoChangeanEmployee’sPayRate

The information below provides detailed instructions on how to change an employee’s pay rate.

1. Select HR > HR l Action > Pay Rate Change from the main menu

2. Click the Employee hyperlink under HR/Action/Pay Rate Change.

3. A new window with the Employees for Active Client List will pop up. From there, select the employee by clicking on their Employee ID, First Name or Last Name.

4. In the Pay Rate Change section, complete the highlighted fields and click Save.

Note: New Standard Hours will populate according to the Company’s payroll cycle and the

New Auto Time Card Hours should be left blank unless the employee is non‐exempt but paid

on a salary basis. Standard hours refers to standard hours worked per pay period.


5. When the information has saved, you’ll be returned to the Pay Rate Change screen.

PEO Admin Resource Guide 2016 Payroll Detail Report

How to Download Posted Payroll Reports

The information below provides detailed instructions on how to download a detailed payroll report.




2. Click My Payrolls & Select Payroll History

3. Choose Payroll Number and select which you’d like to view


4. Click on the Paper Icon next to Payroll Number

5. Click on the blue PDF Icon next to the report you would like to review. Be sure your pop‐

up blocker is turned off. The report will be pull up in a separate window.


How to Approve Payroll

The information below provides detailed instructions on how to approve payroll.

1. Select My Company > Approvals Pending from the main menu on the left

2. Review the batch reports provided and select an option from the Payroll Approval under Approval Type on the left. Click the batch, then Grab. Click the batch again from the top line:

a. If the data in the reports is accurate, mark Approve b. If the data in the reports is not accurate, mark Deny and write what needs to be

adjusted in the comments section and click Continue.


3. To view Invoice, select from View Report/Analytic pull‐down menu


4. To view Check Journal Report, select from View Report/Analytic pull‐down menu.


5. Sort by a parameter (i.e. division), and then mark run to produce report.

6. Use XLS button on the top right to export the Check Journal Report to Excel.


How to Run Payroll Detail Report

The information below provides detailed instructions on how to run a detailed payroll report.



2. Click Report Icon & Select Payroll Check Journal Report


3. Choose Payroll Number and select which you’d like to run

4. Under Sort Parameter, select Division or Department

5. Select Run. You’ll see an option at the top right of the page after running, to export to

Excel (XLS)

PennsylvaniaTPAInstructions

The instructions below are to be used to assign Sequoia One PEO as the TPA (Third Party Administrator) to the client account for tax and quarterly return remittance for Unemployment.

1. Call the Pennsylvania Employer UC Services at 1.866.403.6163 a. Note: Please ensure you are already logged into your online account prior to

calling. 2. Press 1 twice to be connected to a representative 3. Request the Representative walk you through the process of assigning Sequoia One PEO

as your TPA and you are now providing power of attorney to us to remit your Unemployment taxes going forward

a. Provide them with your login information (to validate your identity) b. Provide them with your account information for Pennsylvania Unemployment c. Provide them with Sequoia One PEO Identifier Number: 2041599476

4. Once you have completed this please confirm with Sequoia so we may finalize the relationship status on our account.

5. Once we have finalized the relationship Sequoia will confirm with you no additional action is required by you.

Note: A request to have a Sequoia team member be on the call with you is also available. Please reach out to your Payroll contact to schedule the call.

PEO Admin Resource Guide 2015 Employee Rehire

HowtoRehireanEmployee

The information below provides detailed instructions on how to rehire an employee.

1. Select My Employees > HR l Action > Rehire from the main menu

2. Click the Employee hyperlink under HR / Action / Rehire

NOTE: Only terminated employees will appear on the dropdown menu

3. A new window with the Terminated Employees Selection will pop up. From there, select the

employee by clicking on their Employee ID, or Sort Name.

PEO Admin Resource Guide 2015 Employee Rehire

4. In the Rehire section, complete the highlighted fields and click Save.

PEO Admin Resource Guide 2015 Status Type Change

HowtoChangeanEmployee’sStatusType

The information below provides detailed instructions on how to change an employee’s status type.

1. Select My employees > HR l Action > Status Type Change from the main menu

2. Click the Employee hyperlink under HR / Action / Status Type Change

PEO Admin Resource Guide 2015 Status Type Change

3. A new window with the Employees for Active Client List will pop up. From there, select the

employee by clicking on their Employee ID, First Name or Last Name.

4. In the Status Type Change section, complete the highlighted fields and click Save.

PEO Admin Resource Guide 2016 Update Employee Tax Info

HowtoUpdateEmployeeTaxInformation

The information below provides detailed instructions on how to update an employee’s tax information. You should request that the employee complete the appropriate tax form(s) prior to performing the steps below. If necessary, please request a copy of the appropriate forms from Sequoia One.

1. Select My Employees > Employee Details from the main menu

2. Select the employee name by clicking Employee, and then the Employee Name

PEO Admin Resource Guide 2016 Update Employee Tax Info

3. Click on the Tax tab and enter the information as indicated on the completed tax form the

employee filled out.

4. Click Save

PEO Admin Resource Guide 2016 How to Login to Employee Access

HowtoLogin‐EmployeeAccess

The information below provides detailed instructions on how review your personal portal.

1. Click Sequoia One Logo on the top left‐hand corner. Click on the blue person icon in the top

right hand corner.

PEO Admin Resource Guide 2016 How to Login to Employee Access

2. Click on My ESS

3. Another window will pop up showing your personal employee data.

ExpeditingandAmendingFees

The following fees reflect additional charges by the PEO for any Client requests that is outside the normal service offering

Expediting Fee for Late Payroll $150

Expediting Fee for Unscheduled Check; Off‐Cycle Payroll $50

Expediting Fee for Replacing Lost or Misplaced Check $15

Delivery of document(s) to Additional Locations (per location) $40

Non‐Sufficient Funds $150

Amended Form W‐2 or Form W‐2c $100

Amended Tax Returns $150

Customized Report $100 ‐ $250

* IN ADDITION TO THE FEES AND CHARGES SET FORTH HEREIN, CLIENT IS RESPONSIBLE FOR WAGES, TAXES, BENEFITS, AND INSURANCE CHARGES AS SET FORTH IN THE CLIENT SERVICE AGREEMENT AND AS INVOICED BY SEQUOIA. ALL RATES AND CHARGES ARE SUBJECT TO CHANGE AT RENEWAL AND AS SET FORTH IN THE CLIENT SERVICE AGREEMENT.

Standalone 401(k) Process Flow - Comprehensive

Guide to the general processing of a standalone 401(k) plan within the PEO (Sequoia One).

**Client can generate report from the WorkLife Portal (see Report Generation Instructions).

Sample 401(k) Elections Report

Sample 401(k) Deferral Report

Client submits 401(k) election report (see

sample below) to payroll

Payroll will enter the employee elections in the

system for processing

Employees will be deducted the appropriate 401(k) amount based on

their elections in the system

Payroll is finalized and reports are generated.

Payroll will make available 401(k) deferral report (see

sample below)

Client will receive a credit for the total amount of

401(k) withheld for employees on the face of

their invoice

Client will utilize the report to remit

information to their 401(k) provider**

Client will be invoiced/debited the

amount due by the 401(k) administrator

401(k) administrator will fund each employee's account based on the information the client

provides

https://seq.prismhr.com/seq/dbweb.asp?dbcgm=1

Sample Invoice

401(k) Report Generation Instructions

1. Go to Self Service Reports > Custom Reports > Client 401K Contribution Report

2. Click Launch

3. Enter your Company ID number (located at the top of the page)

4. Select the date range using the calendars to ensure the accurate results a. Date listed in the Pay Date inclusion field are check dates NOT pay period dates

5. Click Launch 6. To export to excel scroll to the right until you see the export results icon

7. Click Export Results 8. Selection the export option desired

a. You may need to scroll to the left

9. A pop up screen or tab will appear and display your results.

HowtoTrackEmployeeOnboardingStatus

The information below provides detailed instructions on how to track the completion of an employee’s onboarding documents.

1. Go to My Employees menu along the top of your screen > click on “Onboarding (ON)”

a. A pop up window will appear.

PEO Admin Resource Guide 2014 Department Code Setup

2. Click on the Onboarding radio button if not already selected while on the Home Screen

3. Click on the employee’s name. This will show all the documents for Onboarding.

Status Definition

“Not Applicable” Will not show up on employee view

“Active Not Started” Documents are outstanding

“Active” Employee has not finished the forms nor hit the “Submit” button.

“Active Complete” The document may have been completed, but the “Submit” button

was not pushed (Screen shot below from CA Wage Employee section)

“Approved Complete” Document is completed

“Defined” Not able to access until other documents are completed

*Please keep in mind employees must complete all documents before it will allow you to complete Part 2 (Employer Section) of their I‐9.

PEO Admin Resource Guide 2014 Department Code Setup

PayrollInformationFactGuide2016

PayrollTaxLimits

Tax Wage Basis Limit Tax Rate Maximum Tax

Amount

FICA Social Security $118,500.00 6.2% $7,347.00

FICA Medicare None 1.45% None

FICA Medicare Additional

None 0.9% additional for wages in excess of

$200,000 None

CA SDI $106,742.00 0.9% $960.68

RetirementPlanContributions

Retirement Plan Type Maximum Wage Basis

401(k) Plan $18,000.00*

401(k) Catch Up $6,000 (employees aged 50 and over who participate in their 401(k) plan)

401(k) Roth $18,000.00*

Simple IRA $12,500.00*

Simple IRA Catch Up $3,000.00*

* The amount the employee contributes to a SIMPLE IRA cannot exceed $12,500 in 2015 and 2016.

*If an employee participates in any other employer plan during the year and has elective salary reductions under

those plans, the total amount of the salary reduction contributions that an employee can make to all the plans he or

she participates in is limited to $18,000.

MileageReimbursementRates

54 cents per mile for business miles driven 19 cents per mile driven for medical or moving purposes 14 cents per mile driven in service of charitable organizations

CommuterBenefitLimits

$255 per month – transit passes and vanpooling $255 per month ‐ parking

2016BankingHolidaySchedule

Day Date Holiday

Friday January 1, 2016 New Year's Day

Monday January 18, 2016 Martin Luther King's Birthday

Monday February 15, 2016 George Washington's Birthday

Monday May 30, 2016 Memorial Day

Monday July 4, 2016 Independence Day

Monday September 5, 2016 Labor Day

Monday October 10, 2016 Columbus Day

Friday November 11, 2016 Veterans Day

Thursday November 24, 2016 Thanksgiving Day

Monday December 26, 2016 Christmas Day **The above banking holidays will impact payroll due dates, ACH debit dates and check dates for payroll.

StatesthatdonothaveStateWithholdingTax

Alaska South Dakota Wyoming Florida Tennessee Nevada Texas New Hampshire Washington

StateswithLocalIncomeTax

Alabama Iowa Michigan Ohio Colorado Kansas Missouri Oregon Delaware Kentucky New Jersey Pennsylvania Indiana Maryland New York West Virginia

StateswithDisabilityInsuranceTax

California New York Hawaii Rhode Island New Jersey

MonopolisticWorkersCompensationStates

North Dakota Washington Ohio Wyoming

MinimumWageandOverTime

State StateWage

CityWage

OvertimeAfterDesignatedHours AdditionalNotesDaily Weekly

AK $9.75

AL $7.25 $8.50 8 40 Birminghamonlyeffective7/1/2016

AR $7.50 40

AZ $8.05

CA $10.00

8 40 Over12/daydoubletime

$12.53 Berkeleyonlyeffective10/1/2016

$13.00 Emeryvilleonlyeffective7/1/2016

$10.50 LosAngeles&LosAngelesCountyonlyeffective7/1/2016,iffewerthan26employeeseffective7/1/2017

$11.00 MountainViewonlyeffective1/1/2016

$12.55 Oaklandonlyandemployersmustnotifyemployeesby12/15/2015

$11.00 PaloAltoonlyeffective1/1/2016

$11.52 Richmondonlyeffective1/1/2016.

$13.00 SanFranciscoonlyeffective7/1/2016

$11.00 SantaClaraonlyeffective1/1/2016

$11.00 Sunnyvaleonlyeffective7/1/2016

CO $8.31 12 40

CT $9.60 40

DC $11.50 40 Increaseeffective7/1/2016

DE $8.25

FL $8.05

GA $7.25

State StateWage

CityWage


HI $8.50 40

IA $7.25

ID $7.25

IL $8.25 $10.50 40 Chicagoonlyeffective7/1/2016

IN $7.25 40

KS $7.25 46

KY $7.25$8.20 40‐7thday

Lexingtononlyeffective7/1/2016

$8.25 Louisvilleonlyeffective7/1/2016

LA $7.25

MA $10.00 40

MD $8.75 40 Increaseeffective7/1/2016

ME $7.50 $10.10 40 Portlandonlyeffective1/1/2016

MI $8.50 40

MN$7.75or$9.50 48

Effective8/1/2016 largeemployersrequiredtopay$9.50

MO $7.65 40

MS $7.25

MT $8.05 40

NC $7.25 40

ND $7.25 40

NE $9.00

NH $7.25 40

NJ $8.38 40

NM $7.50 40

NV $7.25 8 40$8.25ifemployeesdonotreceivehealthbenefits

NY $9.00 40Effective12/31/2015.Fastfoodworkersmustbepaid$9.75or$10.50ifinNYC

OH $8.10 40

OK $7.25

OR $9.25 40

PA $7.25 40

RI $9.60 40

SC $7.25

SD $8.55

TN $7.25

TX $7.25

UT $7.25

VA $7.25

StateStateWage

CityWage


VT $9.60 40

WA$10.50to$13.00

40

Seattleonlyeffective1/1/2016.Businesseswithmorethan500employeespay$13.00;largeemployerscontributingtohealthbenefitspay$12.50.Smalleremployersthatpay$1.50/hourtowardshealthbenefitspay$10.50,andthosethatdonotpay$12.00.

$10.35 Tacomaonlyeffective2/1/2016

WI $7.25 40

WV $8.75 40 Effective12/31/2015

WY $7.25

The state minimum wage rate requirements, or lack thereof, are controlled by legislative activities within the individual states.

Please be advised several states have minimum wage requirements at the city level.

Federal minimum wage law supersedes state minimum wage laws where the federal minimum wage is greater than the state minimum wage. In those states where the state minimum wage is greater than the federal minimum wage, the state minimum wage prevails.

PEO Admin Resource Guide 2015 Remote I‐9 Instructions

RemoteI‐9InstructionsforAdministrators

Instructions for completing I‐9 forms for employees who are remote.

1. Once the employee returns their completed I9, please check the document for completeness and accuracy to the best of your ability. If you

find an error with the I9, please follow the guidelines on how to make the corrections to errors found on form I9: http://www.uscis.gov/i‐9‐central/complete‐correct‐form‐i‐9/correcting‐form‐i‐9 .

2. Upload the document to the employee’s file on the Onboarding portal if the document appears complete and correction is not needed. (See instructions below on how to upload a document to the employee’s record)

3. Run the I9 Program within the Onboarding Portal to complete the I9 process for remote employees within the system. (See instructions below on how to complete section 2 of form i9 for remote employee)

HOW TO UPLOAD A DOCUMENT TO EMPLOYEE’S RECORD


Go to the “My Employees” menu along the top of your screen > click on “Onboarding (ON)”

a. A pop up window will appear.


2. Go to ‘People’ > Search for the Employee > Click ‘Document’


3. List of Documents page for the employee will appear. From here you are able to see the list of documents that have been completed by the employees as well as having the ability to upload a document to the employee’s record. To upload a completed I9 form, please follow the navigation below: Ensure that I9 is selected for the type of document > Click on the ‘Browse’ button > Select appropriate I9 Form to Upload


4. The uploaded document should appear in the list of document for the employee after the upload is completed.

5. Proceed to the next section on how to complete section 2 of Form I9 within the system for remote employees.


HOW TO COMPLETE SECTION 2 OF FORM I9 WITHIN THE SYSTEM FOR REMOTE EMPLOYEES

1. Log into HR Pyramid (Manager/Admin Login) and go to the Onboarding portal 2. Click on ‘Programs To Run’ as you would with a normal employee > select the employee’s name > Click on the ‘Run’ button


3. Section 2 Page will appear for you to start completing the information required for Section 2 of Form I9. Enter the value indicated below for each field:

a. Your First Name: Enter “See Uploaded Document” b. Your Last Name: Enter “See Uploaded Document” c. Date of Signature: Enter date in which the I9 was signed by the Authorized Representative d. Your Title: Enter “See Uploaded Document”

4. Please choose and/or indicate the corresponding choices in the menu below for the following fields based upon the completed I9 received from the remote employee:

a. Select whether the I9 documentation is from ‐ Supply Choice from List A OR Supply 1 document from List B and 1 from List C. b. Documentation Title: Please select from the menu item within the document title that best correspond to what is indicated in the

completed I9 form. c. Issuing Authority & Document #: Enter “See uploaded document” d. Expiration Date: Enter expiration date indicated on the I9 received from the remote employee. If document do not have an

expiration date – enter N/A. e. Employee Start Date: Enter the employee’s start date


5. Click ‘Next’ on the bottom Right Hand Corner after you complete the section above. A new window will appear, click on the blank check box and agree to this statement.


6. You will be directed to a new section to review the entry of the I9. Once you review that all information is accurate, please click on the ‘Submit My Elections’ button at the bottom right hand corner of the page.


7. Once the submission is completed, an approval page indicating the submission of the I9 should appear. You have now completed the process for remote I9 entry.

PEO Admin Resource Guide 2016 Employee FSA & HSA Elections

How to View an Employee’s FSA and HSA Elections

The information below provides detailed instructions on how to view an employee’s FSA and HSA elections.

1. Select My Employees > Employee Flexible Spending Accounts Inquiry from the drop‐ down menu.

2. To pull up an employee’s FSA & HSA elections:

i. Type their name in the search bar (or click the “Employee ID” link to the left of the search bar to select from a list of employees).

ii. Select the Plan Year (Plan Year 2016 runs from 07‐01‐16 to 06‐30‐17) iii. Note: Any employer contributions to HSA accounts are not listed. This screen

represents the employee‐paid contributions to an HSA account only.

3. Employees’ pre‐tax commuter benefit elections (Mass Transit and Parking) are housed and managed on Navia’s website. Please contact your Client Service Manager to inquire about an employee’s commuter elections.

PEO Admin Resource Guide 2016 Employee Supervisor Assignments

Employee’s Supervisors: Assigning and Reporting

The information below provides detailed instructions on how to assign an employee’s supervisor to their record, and how to pull a report showing supervisor designations.

Assigning Supervisors 1. Go to an employee’s Employee Details screen through one of the following paths:

i. Do this by typing their name in the search bar at the upper right‐hand corner of your screen.

ii. Or, select My Employees > Employee Details from the drop‐ down menu. Then type their name in the search bar on that page (or click the “Employee ID” link to the left of the search bar to select from a list of employees).

2. Once in the employee’s Employee Details screen, click on the “Work” tab. 3. Click the “Reports To” link to the left and select the supervisor from a list of company

employees. 4. Click the blue “Save” button at the bottom of the screen.

PEO Admin Resource Guide 2016 Employee Supervisor Assignments

Employee Supervisor Report

1. Open the Employee Supervisor Report through one of the following paths: i. Type “employee supervisor report” into the search bar at the upper right‐hand

corner of your screen. ii. Or, select the Reports icon > Employee Supervisor Report

2. Once in the report screen, you can:

i. Select reporting criteria (ex: show Active employees only, or a specific Department(s) only).

ii. Or, simply click the blue “Run” button to generate results for all employees.

3. Reports always generate in PDF format first. If you prefer, you may export the report to Excel by clicking the “XLS” link in the upper right‐hand corner.

PEO Admin Resource Guide 2016 Employee Benefit Overview

View an Employee’s Benefits: “Employee Benefit Overview”

The information below provides detailed instructions on how to view the benefits an employee is enrolled in.

1. Select My Employees > Employee Benefit Overview from the drop‐ down menu.

2. To pull up an employee’s benefits, type their name in the search bar (or click the “Employee

ID” link to the left of the search bar to select from a list of employees).

PEO Admin Resource Guide 2016 Employee Benefit Overview

3. The Employee Benefit Overview screen displays: a. Plan ID b. Plan Name c. Plan Status (“Active” status indicates the employee is has enrolled in the plan) d. Coverage Start Date (The plan’s effective date) e. Payroll Deduction Start Date (When premium deductions begin for this plan) f. Monthly Contribution (Monthly cost to the employee for coverage in the plan)

4. Another path to view the employee’s Benefit Overview: When in the employee’s Employee Details screen, click the “Sandwich” Icon and select Benefit Overview. This will take you directly to the employee’s Benefit Overview screen.

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