PAYCHOICE FILE MAINTENANCE & BACK UP

1. PAYCHOICEFILE MAINTENANCE & BACK UP Production Flow File Maintenance & Back Up File Structure Payroll Associates Users Group Meeting April 2006 – Scottsdale, AZ

2. PAYCHOICEFILE MAINTENANCE & BACK UP text Payroll Associates Users Group Meeting April 2006 – Scottsdale, AZ

3. PAYCHOICEFILE MAINTENANCE & BACK UP PayChoice Data Files Branch Combined Client Company Specific Company History Payroll Processing Quarter and Year End Processing Payroll Associates Users Group Meeting April 2006 – Scottsdale, AZ

4. PAYCHOICEFILE MAINTENANCE & BACK UP Branch Files Service Bureau Options Fairly Static Generally no maintenance Payroll Associates Users Group Meeting April 2006 – Scottsdale, AZ

5. PAYCHOICEFILE MAINTENANCE & BACK UP Branch Files Tax Table are maintained by PAI Tax Tables should be updated at least once a quarter or more frequently Payroll Associates Users Group Meeting April 2006 – Scottsdale, AZ

6. PAYCHOICEFILE MAINTENANCE & BACK UP Combined Client Files Very Dynamic Need Routine Maintenance Payroll Associates Users Group Meeting April 2006 – Scottsdale, AZ

7. PAYCHOICEFILE MAINTENANCE & BACK UP Combined Client Files are: ACH Files EFTPS and Tax Deposits EOD Checks/EFT Payroll Associates Users Group Meeting April 2006 – Scottsdale, AZ

8. PAYCHOICEFILE MAINTENANCE & BACK UP Combined Client Files are: Invoices Check Reconciliation Schedules, Stats & Client Data Payroll Associates Users Group Meeting April 2006 – Scottsdale, AZ

9. PAYCHOICEFILE MAINTENANCE & BACK UP Company Specific Files Unique to each company Unique to each payroll processed Payroll Associates Users Group Meeting April 2006 – Scottsdale, AZ

10. PAYCHOICEFILE MAINTENANCE & BACK UP Company File Maintenance Maintained at payroll processing End of day back up function Payroll Associates Users Group Meeting April 2006 – Scottsdale, AZ

11. PAYCHOICEFILE MAINTENANCE & BACK UP Company Files Contain Company Data and Processing Options Tax ID Numbers an Deposit Frequencies Payroll Associates Users Group Meeting April 2006 – Scottsdale, AZ

12. PAYCHOICEFILE MAINTENANCE & BACK UP Company Files Contain Employee Data & Accumulations Current Payroll Input Data Payroll Associates Users Group Meeting April 2006 – Scottsdale, AZ

13. PAYCHOICEFILE MAINTENANCE & BACK UP Company History Files Are Unique to each Company Contains all details to all transactions on every Payroll Process since client start up Payroll Associates Users Group Meeting April 2006 – Scottsdale, AZ

14. PAYCHOICEFILE MAINTENANCE & BACK UP Company History Files Maintained during Payroll Processing Can be purged up through specific Quarter/Year Payroll Associates Users Group Meeting April 2006 – Scottsdale, AZ

15. PAYCHOICEFILE MAINTENANCE & BACK UP Company History Contains Employee Check History Workers Compensation Reporting Payroll Associates Users Group Meeting April 2006 – Scottsdale, AZ

16. PAYCHOICEFILE MAINTENANCE & BACK UP Company History Contains Fiscal Year Reporting Other From – To Reporting Payroll Associates Users Group Meeting April 2006 – Scottsdale, AZ

17. PAYCHOICEFILE MAINTENANCE & BACK UP Payroll Processing Files Unique to each Company Unique to each Payroll Process Maintained during Payroll Processing Payroll Associates Users Group Meeting April 2006 – Scottsdale, AZ

18. PAYCHOICEFILE MAINTENANCE & BACK UP Payroll Processing Files Stored Permanently with End of Day and End of Week Backups in PayChoice Payroll Associates Users Group Meeting April 2006 – Scottsdale, AZ

19. PAYCHOICEFILE MAINTENANCE & BACK UP Payroll Processing Backup Files \backcli versus \bdetail directories \backcli is a starting point \bdetail is the finished process Payroll Associates Users Group Meeting April 2006 – Scottsdale, AZ

20. PAYCHOICEFILE MAINTENANCE & BACK UP Payroll Processing Backup Files \backcli files are not generally saved past End of Week and moved from \bdetail to \backup as BD files BD files in \backup are saved forever – or until you move them Payroll Associates Users Group Meeting April 2006 – Scottsdale, AZ

21. Flow of Client Files in Payroll Processing

22. PAYCHOICEFILE MAINTENANCE & BACK UP Payroll Processing Backup Files \backcli files are not generally saved past End of Week and moved from \bdetail to \backup as BD files BD files in \backup are saved forever – or until you move them Payroll Associates Users Group Meeting April 2006 – Scottsdale, AZ

23. PAYCHOICEFILE MAINTENANCE & BACK UP Quarterly Processing Files Quarterly Combined Client files are updated during the quarterly process and/or on the last scheduled process of the quarter Payroll Associates Users Group Meeting April 2006 – Scottsdale, AZ

24. PAYCHOICEFILE MAINTENANCE & BACK UP Quarterly Processing Files Frozen Quarter Masters are unique to each company and each quarter Created on last scheduled payroll of the Quarter Payroll Associates Users Group Meeting April 2006 – Scottsdale, AZ

25. PAYCHOICEFILE MAINTENANCE & BACK UP Year End Processing Files W-2 database files are updated during the 4th quarter processing W-2s are created from these files Payroll Associates Users Group Meeting April 2006 – Scottsdale, AZ

26. PAYCHOICEFILE MAINTENANCE & BACK UP Year End Processing Files Social Security Mag Media files are created from these files State Mag Media files are created from these files Payroll Associates Users Group Meeting April 2006 – Scottsdale, AZ

27. PAYCHOICEFILE MAINTENANCE & BACK UP End of Year End Archiving Perform Annual Year-End Master Files Maintenance in PayChoice Should be done AFTER all W-2s/Mag Media is completed Payroll Associates Users Group Meeting April 2006 – Scottsdale, AZ

28. PAYCHOICEFILE MAINTENANCE & BACK UP End of Year End Archiving Do EOD and EOW, before and after back ups in PayChoice Perform a physical backup, out side of the PayChoice system of the \Paychoic drive Payroll Associates Users Group Meeting April 2006 – Scottsdale, AZ

29. PAYCHOICEFILE MAINTENANCE & BACK UP End of Year End Archiving Manage & Purge EFTPS Files regularly and especially year end Manage & Purge ViewChoice Files if need from prior years Payroll Associates Users Group Meeting April 2006 – Scottsdale, AZ

30. PAYCHOICEFILE MAINTENANCE & BACK UP End of Year End Archiving Consider Client History Purges Purge Combined Client files Annually Payroll Associates Users Group Meeting April 2006 – Scottsdale, AZ

31. PAYCHOICEFILE MAINTENANCE & BACK UP File Structure Payroll Associates Users Group Meeting April 2006 – Scottsdale, AZ

32. PAYCHOICEFILE MAINTENANCE & BACK UP File Structure Payroll Associates Users Group Meeting April 2006 – Scottsdale, AZ

33. PAYCHOICEFILE MAINTENANCE & BACK UP File Structure Payroll Associates Users Group Meeting April 2006 – Scottsdale, AZ

34. PAYCHOICEFILE MAINTENANCE & BACK UP File Structure Payroll Associates Users Group Meeting April 2006 – Scottsdale, AZ

35. PAYCHOICEFILE MAINTENANCE & BACK UP File Structure Payroll Associates Users Group Meeting April 2006 – Scottsdale, AZ

36. PAYCHOICEFILE MAINTENANCE & BACK UP Payroll Associates Users Group Meeting April 2006 – Scottsdale, AZ