Agencies

Overview

An agency is an organization or entity that provides a payroll-related service to your company. It could be a tax agency like IRS in USA, an insurance agency, an agency that collects the 401 (k) withholding of your employees, department of labor, provident fund, and so on. Thus, an agency is a contact similar to a vendor involved in payroll-related transactions. Core provides you a default list of agencies to work with, but you can add more.

Typically, payment for the employer’s payroll obligations to an agency (IRS, state department of revenue, state department of labor, group insurance provider, child support distribution unit, membership organization, etc.) is issued in the form of a check or electronically deposited into the agency’s bank account.

Field Descriptions

Basic Tasks

Create Agencies

View Reports

Advanced Tasks

Add Custom Fields

Add Documents

Add To-Dos

Add Notes

Add Contacts

Show/Hide Columns in Grid

Export Agencies

Apply Filters

Mark Screen as Favorite

Field Descriptions

Field Name Field Description
Agencies > General > Details >
Agency Name Name of the payroll agency. It could be a tax agency like IRS in USA, an insurance agency, department of labor, provident fund, etc.
Agency Code A short alphanumeric code that identifies the agency.
Agency Type Type of agency. You can select the type from a predefined list, e.g., Payroll Tax Agency, Sales Tax Agency, Third Party Administrator, Local Union, etc.
Federal Tax ID The nine-digit Tax Identification Number (TIN) of the agency.
Other Details: Payment Description A brief description of the nature of the transactions with the agency. It describes the type of payments made to the agency, e.g., federal taxes, 401 (k) withholdings, etc.
Provider ID 10-digit National Provider Identifier (NPI) required by the agencies that provide health insurance. The NPI is a unique 10-digit identification number issued to health care providers in the United States by the Centers for Medicare and Medicaid Services (CMS).
Report Display You can choose how the payments made to the agency appear on the pay stubs: whether it should be Detail or Summary.
1099-MISC Category You can select the 1099-MISC category for the agency, if applicable. If the record is 1099-MISC, you need to be able to indicate which 1099-MISC Category the calculations are associated with on the official government form. It is a pre-defined list.
Agencies > General > Custom Fields >
Add Custom Field You can create or view customized fields to track extra characteristics and attributes of the agency.
Agencies > To-Dos
% Complete Estimated percentage of completion of a to-do item. This helps you keep track of how much of the task remains to be done till the due date.

 

Create Agencies

To create a new agency:

    1. Open the Agencies screen from the side menu > Payroll > Agencies.

    2. Click Create New on the top-right.

    3. On the Create New Agency > Details screen, enter the required information:

      • Agency Name: Name of the payroll agency. It could be a tax agency like IRS in USA, an insurance agency, department of labor, provident fund, etc.

      • Agency Code: A short alphanumeric code that identifies the agency.

    1. Enter other details about the agency, if needed.

      • Agency Type: Type of agency. You can select the type from a predefined list, e.g., Payroll Tax Agency, Sales Tax Agency, Third Party Administrator, Local Union, etc.

      • Contact Methods

      • Payment Description: A brief description of the nature of the transactions with the agency. It describes the type of payments made to the agency, e.g., federal taxes, 401 (k) withholdings, etc.

      • Provider ID: 10-digit National Provider Identifier (NPI) required by the agencies that provide health insurance. The NPI is a unique 10-digit identification number issued to health care providers in the United States by the Centers for Medicare and Medicaid Services (CMS).

      • 1099-MISC Category: You can select the 1099-MISC category for the agency, if applicable. If the record is 1099-MISC, you need to be able to indicate which 1099-MISC Category the calculations are associated with on the official government form. It is a pre-defined list.

      • Address

    1. Click Save & Done.

Your agency record is created.

View Reports

To view a report:

    1. Open the Agencies screen from the side menu > Payroll > Agencies.

    1. In the list view, click More > View Reports.

    2. Select a report from the Report List dialog. It opens in the viewer.

    3. Preview the report and then choose to export or print it.

 

Add Custom Fields

Using custom fields, you can track extra characteristics and attributes of the agencies.

To add a custom field:

    1. Open the Agencies screen from the side menu > Payroll > Agencies.

    2. In the list view, select an agency on the grid and click  to select View Details.

    3. In the detail view, go to the General > Custom Fields tab and click Add Custom Field.

    4. Select the type of the field you want depending on the purpose, say Text Box.

    5. On the Add Text Box dialog, enter the details as required by the type of the field, say

      • Name

      • Type

      • # of Characters

    1. Check Show in List View if you want this field to appear under the Show/Hide Columns list and show up on the grid.

    2. Click Save.

     

  1. Note: You can display a maximum of three custom fields on the list view per screen.

Add Documents

To attach a document to an agency record:

    1. Open the Agencies screen from the side menu > Payroll > Agencies.

    2. In the list view, select an agency on the grid and  click  to select View Details.

    3. In the detail view, go to the Documents tab and click Add.

    4. On the Add Documents dialog, select the relevant tab, depending on the type of the attachment:

      • Computer: To attach files stored on your computer, enter its Description and drag your file or click to browse to that location.

      • Hyperlink: To attach an external link, enter its Description and then insert the hyperlink.

      • Dropbox: To link files stored in your Dropbox account, enter its Description and then browse for it.

      • Google Drive: To link files stored in your Google Drive account, enter its Description and then browse for it.

      • OneDrive: To link files stored in your Microsoft OneDrive account, enter its Description and then browse for it.

      • Box: To link files stored in your Box account, enter its Description and then browse for it.

      • Resource Library: To link company resources, select the resource from the library. This option is available with Core CRM subscription only.

    5. Click Add.

  1. Core pre-fills the information about the attached documents in the grid.

Add To-Dos

To add a new to-do task for an agency:

    1. Open the Agencies screen from the side menu > Payroll > Agencies.

    2. In the list view, select an agency on the grid and click  to select View Details.

    3. In the detail view, go to the To-Dos tab and click Add.

    4. Enter the required information in the top row of the grid:

      • Description

      • Start/End Date

      • Assigned To

    1. Click Done.

Add Notes

To add a new note for an agency:

    1. Open the Agencies screen from the side menu > Payroll > Agencies.

    2. In the list view, select an agency on the grid and click  to select View Details.

    3. In the detail view, go to the Notes tab and click Add.

    4. Enter the required information in the top row of the grid:

      • Category

      • Description

    1. Click Done.

 

Add Contacts

To add a contact for an agency:

    1. Open the Agencies screen from the side menu > Payroll > Agencies.

    1. In the list view, select an agency on the grid and click  to select View Details.

    2. In the detail view, go to the Contacts tab and click Add.

    3. On the Contact Detail screen, enter the information:

      • Name

      • Display As

      • Company

      • Contact Address

Note: You can set a contact as the main (primary) contact or emergency contact for the agency.

    1. To add a communication method, click Add Contact Method. You can choose the desired option from the drop-down (say Email or Mobile) and then enter that information.

    2. Click Save.

Note: You can enter or edit details for the contacts by clicking on that row in the list view.

 

Show/Hide Columns in Grid

You can configure the fields or columns that appear on the grid in the list view. You can hide or show columns, and sort the order of columns according to your requirements.

To do so, watch this video or follow these steps:

    1. Open the Agencies screen from the side menu > Payroll > Agencies.
    1. In the list view, click More > Show/Hide Columns on the action bar.
    2. Select or un-select the column names in the drop-down list, say Phone.
    3. Next, click the column you want to sort, say Type.
    4. Click once for ascending order ( A-Z) and twice for descending order ( Z-A).

Note: You can resize the column widths on the grid and then reset them, if needed (More > Reset Column Widths).

 

Export Agencies

In Core, you can export agencies to the Comma Separated Values file format. Core exports data from all available columns and not just the columns visible in the grid.

To export the agency records to a .CSV file, watch this video or follow these steps:

    1. Open the Agencies screen from the side menu > Payroll > Agencies.

    1. In the list view, click More > Export as CSV.

    2. A .csv export file is created and saved on your system at the default download location, say your desktop. Click to open the spreadsheet.

Apply Filters

Besides filtering data using the standard fields on a screen, you can also use the custom fields for that, if you have set them up.

To view selective data on the grid, watch this video or follow these steps:

    1. Open the Agencies screen from the side menu > Payroll > Agencies.

    1. In the list view, click  on the right.

    2. On the Filters panel, select a filter from the drop-down and specify individual records or range.

    3. Click Add Filters to specify more filters.

    4. When you have finished, click Apply Filter . You can see selective data now.

    5. In the list view, you can remove the individual filters by clicking  on each. To disable applied filters temporarily or remove all filters, click next to the Filters icon and select Disable Filters or Clear All, respectively.

Mark Screen as Favorite

You can mark or flag the most-often used and important screens in Core as your favorites up to a maximum of ten. These favorite screens then display separately on the side menu under the Favorites list. You can manage all your favorite screens in Core from User Preferences.

To mark this screen as your favorite, watch this video or follow these steps:

    1. Open the Agencies screen from the side menu > Payroll > Agencies.

    1. In the list view, click  on the top-right.

    2. You can access this screen from the side menu under Favorites.

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