Before following the below steps, you'll want to be sure two key tasks have already been completed.
1. Create the Client. See this article for more information
2. Request and receive the Payroll Input Data from your client in the proper format. See this article for more information.
0. Create the Engagement
Step 0a: Select Engagements from the left navigation pane
Step 0b: Select the New Engagement button
1. Add Engagement Details
Step 1a: Select the button for "I have payroll data"
Step 1b: Select the Client Name.
Before creating an engagement, ensure that the client has been added in the 'Clients' screen, as they will not appear in the selection list otherwise. See this article for how to create a client.
Step 1c: Enter the Engagement Name
We recommend having a firm standard Engagement Name that includes the year and client name, as the Engagement Name will be incorporated into the header of your Payroll Reports
Step 1d (optional): Enter the Client's EIN and Plan Number
Step 1e: Select any AuditMiner user who should be able to access this Engagement in the Assignees field
Step 1f: Enter the Beginning of Year and End of Year for the plan year
Step 1g: Click Save and Continue
2: Upload Input File(s)
Payroll Input File
Step 2a: Add the payroll input file received from your client. You can drag and drop the file into the dotted box, or select the dotted box to browse out to the file.
Reminder: It is essential that the Payroll Input File be in an AuditMiner compatible format. For more information, see this detailed article.
Step 2b: Be sure the file shows as validated. See the File Validations section of this article for assistance if your file does not validate.
More than one payroll input file may be uploaded if the header names and column ordering are identical.
Demographics Input File (Optional)
Steps 2c (optional): Select "Yes" if you'd like to upload a demographics file. You may access the instructions on the upload page, or see this detailed article.
Step 2d (optional): Add the demographics input file received from your client. You can drag and drop the file into the dotted box, or select the dotted box to browse out to the file.
Step 2e (optional): Be sure the file shows as validated.
Step 2f: Select "Map File Details" to save and continue.
3. Map Payroll Fields
Payroll Input File Only
There are 3 required data fields that need to be present in your Payroll Input File. This mapping screen allows you to tell AuditMiner which columns in the Input File contain the required data.
Step 3a: For the Column Header from File that contains the Employee Identifier, select Employee Identifier in the AuditMiner field.
Step 3b: If the input file contains one column with the full employee name, select Full Name in the AuditMiner field next to that Column Header from File.
If the input file contains separate columns for First Name and Last Name, map each Column Header from file to the First Name and Last Name AuditMiner fields as appropriate.
Step 3c: For the Column Header from File that contains the Pay Date, select Pay Date in the AuditMiner field.
Step 3d: You'll notice the Required data fields at the top change from red to teal when the mapping is correctly done. If you have any red fields, you must correct the mapping before proceeding.
Step 3e (optional): There are six recommended fields available for mapping. These fields appear in gray, and are not required to proceed with processing your engagement. See this detailed article for frequently asked questions regarding recommended fields.
Step 3f: Select "Compensation Mapping" to save and continue.
Payroll and Demographics Input Files
In addition to the above required fields for the payroll input file, if you upload a demographics input file, you must fulfill the below requirements.
Step 3g: Select the "Demographics" tab to map fields from the demographic file.
Step 3h: For the Column Header from File that contains the Employee Identifier, select Employee Identifier in the AuditMiner field.
Ensure that the Employee Identifier mapped for the payroll input file is the same identifier mapped in the demographics input file.
Step 3i: If the input file contains one column with the full employee name, select Full Name in the AuditMiner field next to that Column Header from File.
If the input file contains separate columns for First Name and Last Name, map each Column Header from file to the First Name and Last Name AuditMiner fields as appropriate.
Step 3j (optional): There are five recommended fields available for mapping. These fields appear in gray, and are not required to proceed with processing your engagement. See this detailed article for frequently asked questions regarding recommended fields.
Step 3k: Select "Compensation Mapping" to save and continue.
4. Compensation Mapping
Gross Wages Not Mapped as a Recommended Field
This screen allows you to map which columns in the input file represent eligible and ineligible compensation based on the plan document.
In step 4, only map the available columns on the right that represent compensation codes.
Step 4a: Select all eligible compensation codes using the check boxes next to the columns. Once the codes are selected, you can click the codes and drag them into the eligible box.
Repeat until all eligible compensation codes have been mapped. You can use the search columns box to more easily find the eligible columns.
Step 4b: Repeat step 4a for ineligible compensation.
Step 4c: Select Save & Continue.
Gross Wages Mapped as a Recommended Field
If Gross Wages is mapped as a recommended field from your payroll input file in step 3e, you may select Gross Wages to account for total eligible compensation.
Step 4a: Select "Yes" to use Gross Wages as your total eligible compensation.
Please note: If Gross Wages is used for total eligible compensation, no codes may be mapped as ineligible.
5. Contribution Mapping
This screen allows you to map columns in the input file that represent contribution codes to the relevant money source type.
In step 5, only map the available columns on the right that represent contribution codes.
Step 5a: Select all Employee Pretax codes using the check boxes next to the columns. Once the codes are selected, you can click and drag them into the Employee Pretax box.
Repeat until all Employee Pretax codes have been mapped. You can use the search columns box to more easily find the Employee Pretax columns.
Step 5b: Repeat step 5a for Employee Roth.
Step 5c: Repeat step 5a for Employer.
Step 5d: Repeat step 5a for Loan Repayment(s).
At this point, there should be no compensation or contribution columns remaining in the Available Columns list on the right.
If any contribution columns remain, finish mapping them on this screen.
If any compensation columns remain, use the Back button in the lower left to return to Step 4 and finish mapping.
Step 5e: Select Save & Continue.
6. Review & Process
Step 6a: Select the Process Engagement button. This will initiate the creation of your AuditMiner Payroll Reports.
Once you process the engagement, your firm will be charged for 1 Payroll engagement.
Step 6b: You will be automatically redirected to the Engagements screen, where the Engagement Status will be Processing.
7. Retrieving Your Payroll Reports
Step 7a: When your Payroll Reports are ready, the Status will update to Results Available and you will receive an email notification.
Step 7b: Select the Actions menu, then View Results.
Step 7c: Select Download All and a zip file with the Payroll Contribution Detail and Payroll Census will be downloaded to your local machine.
