Please reference page 12 of our Abbreviated User Guide titled "Multi-EIN Groups Only" for step-by-step instructions on how to build subscriber groups.
The purpose of this document is to give clients a general understanding of how subscriber groups function in terms of the payroll product.
The Subscriber Group is a new concept that is another way for a vendor to define employees in Employee Navigator. It allows for multiple connections to be made under one EN company umbrella. For example, say you have group with multiple EINs built as a single company in Employee Navigator. Each EIN has a different company build on the payroll side with multiple company IDs. Subscriber groups allow you to make multiple payroll connections within one Employee Navigator company umbrella that houses all of your employees.
Terms to Remember:
- Subscriber Group: A subscriber group is another way for a vendor to define employees in Employee Navigator. Like we were able to use Business Units to account for multiple EINs when it came to ACA reporting, subscriber group allow you to split up a company into EN into multiple groups.
- Primary Subscriber Group: When dealing with multiple subscriber groups, a primary subscriber group needs to be selected. Payroll deductions will be sent only to the primary subscriber group. The first subscriber group that is assigned to an employee will be marked as their primary. You are able to manually change the primary subscriber group for an employee from their Profile>Employment.
- Exchange Hire Date: if a user elected to preserve the hire date of the previous primary, we will create an exchanged hire date field on the ee’s new primary. This exchanged hire date will be used for transmissions but not for eligibility.
- Preserved Hire Date: if the preserved hire date field checked, then a user had elected to keep the hire date of their previous primary for eligibility purposes.
- Preserved Hire Date History: history table of when preserved hire date has been used.
Creating a Subscriber Group
You will need to create your Subscriber Groups prior to making your payroll product selection. If you are not using subscriber groups, you will select "All" when connecting to your payroll product.
- Ensure that you have a Class Structure (Business Unit or Divisions as examples) built out with the proper employees assigned to each one based on the company their record exists in within the Payroll system.
- To create a subscriber group in a company, go to Settings → Subscriber Groups. Click ‘Add Subscriber Group +’, and add the “company name - company ID” as the Subscriber Group name.
- After your subscriber groups have been added, then you will want to use our Bulk Assign tool to assign your employees to the group.
Bulk Assigning Subscriber Groups
We have created a bulk assign tool to allow you to easily assign Subscriber Groups to your employees.
- To access the bulk assign tool after your Subscriber Groups have been established, go to Company → Settings → Subscriber Groups, and click into a subscriber group.
- To assign employees to the group, click 'Assign Employees'
- You are then able to assign employees to their unique Subscriber Group(s) using either the Basic or Advanced Options (by Business Unit, Division, etc.)
NOTE: A Subscriber Group can also be assigned on an employee's profile from their Profile --> Apps link.
Primary Subscriber Group
When dealing with multiple subscriber groups, a primary subscriber group needs to be selected. Payroll deductions will be sent only to the primary subscriber group and compensation updates and hire/term dates will only be enforced on an ee's primary. The first subscriber group that is assigned to an employee will be marked as their primary. You are able to manually change the primary subscriber group for an employee from their Profile>Employment. As mentioned above, deduction records and deduction updates will only be sent to the Primary Subscriber groups. If an employee is assigned to multiple subscriber groups, demographic updates will be sent to all subscriber groups except for compensation updates, hire, and term dates. Compensation changes will only be taken from an ee's primary subscriber group. Hire and term dates will only be processed from an employee's primary subscriber group.
Employee Sammy Watkins is assigned to three subscriber groups: Subscriber Group A, Subscriber Group B, and Subscriber Group C. Subscriber Group B was selected as Sammy's primary Subscriber Group (this was done manually on his profile by going to Profile>Employment). When going through the discrepancy process, Sammy was included on the Subscriber Group B demographic and deduction import. Updated demographic information was sent out to Subscriber Group A, Subscriber Group B, and Subscriber Group C. When deduction information was reconciled during the discrepancy process, the deduction information was only sent to Subscriber Group B because it is selected as his Primary Subscriber Group.
Sammy gets married in May and wants to add his wife to his medical benefit. He goes into EN and adds coverage for his wife as a Life Event. His cost of coverage increases from $56.01 to $76.80. That updated deduction is sent only to Subscriber Group B and his paycheck is updated accordingly.
In August, Sammy and his wife move. Sammy updates his address in Employee Navigator. That updated address information is sent to Subscriber Group A, Subscriber Group B, and Subscriber Group C and his profile is updated in each system.
Deshaun Watson is hired in Subscriber Group 1. His information flows over from payroll and his ee record is created. When Deshaun's information came over from payroll he was automatically assigned to Subscriber Group 1 and it was made his primary. Deshaun later gets assigned to Subscriber Group 2 in EN. He is added into the payroll system that is tied to Subscriber Group 2. After a few months Deshaun gets a raise in Subscriber Group 2. That salary information flows over from payroll but is ignored. Because Subscriber Group 2 is not marked as Deshaun's primary, we are not looking at compensation changes that are made in that group.
Subscriber Groups and the Discrepancy Process
If you are using subscriber groups, your discrepancy process will look a little bit different. Because you are working with different subscriber groups you will need import a demographic and a deduction file per subscriber group. Before going through the discrepancy process you must assign your employees to subscriber groups. If group is using multiple subscriber groups, then during the discrepancy process we will only show Missing from EN, Needs Validation, In Sync, and we will show missing from payroll as an option IF the ee is assigned to the selected subscriber group but they are not included on the file.
Because we are only looking at the compensation values, hire, and term date for an ee's primary subscriber group, you will only see those discrepancies presented when auditing demographics within the ee's primary subscriber group. If there is a discrepancy with an employee's hire date, and they are assigned to multiple subscriber groups, we will give the user the option to keep the ee's current EN hire date the same for eligibility purposes.
An employee, Ben Boulware, is assigned to three subscriber groups. Subscriber group A is marked as Ben's primary. A demographic discrepancy file is imported into EN and Ben appears in the "Needs Validation" section. He has a hire date discrepancy.
Hire Date Value in EN = 06/01/2013
Hire Date Value in payroll = 08/30/2016
If the EN hire date of 06/01/2013 is chosen as the true hire date then that hire date will be sent to payroll and populated in the employee's record.
If the payroll date of 08/30/2016 is selected to be the hire date, then when the user clicks sync on the employee's record a modal will be presented that asks ""You are changing the hire date for this employee's primary subscriber group. This impacts an employee's eligibility window. Do you want to keep the current hire date of [date] for eligibility purposes?"
If "Yes" is selected and the current hire date is kept, the payroll hire date value will appear on Ben's record as "Exchanged Hire Date." The hire date of 06/01/2013 will remain in the Ben's hire date field on his profile and will be used for benefit eligibility.
If "No" is selected and the current hire date is not kept for eligibility purposes, then payroll's hire date value of 08/30/2016 will be populated as Ben's hire date on his profile.
Switching Primary Subscriber Groups
When switching an employee's primary subscriber group you will be prompted the following message: "You are changing your primary subscriber group. This impacts an employee's eligibility window. Do you want to keep the current hire date of [date] for eligibility purposes?"
If "Yes" is selected, and the current hire date is kept for eligibility, the employee’s hire date will remain the same. On the ee’s new primary, we will see the preserved hire date field checked and the exchanged hire date field. The preserved hire date check identifies that we are keeping the ee's old hire date for eligibility purposed.The exchanged hire date field will be populated when the new hire date information flows from primary payroll to EN.
If "No" is selected, and the current hire date is not kept for eligibility, then the employee’s hire date record will be updated with the new primary subscriber groups hire date value when a transmission is sent for the first time. This will impact the ee’s eligibility window. Preserved primary will not be checked, and no exchange hire date will show.
If I hire an employee in Payroll, will they automatically be assigned to a subscriber group when their information comes through the API?
Yes, when a new hire comes through the API AND subscriber groups are being used, assign the ee to the group the new hire is coming from.
Am I able to unassign an employee from a subscriber group?
Yes, this can be done on the ee's Profile> Apps. Deselect the prior subscriber group and press save. When this occurs, no information will be transmitted to the partner. When an employee gets removed from a subscriber group, any subscriber employee records associated with the employee and subscriber group (the records that have the employee’s identifier in the partner company and the blocked flags) will get marked with a new status of “Disconnected. EN will no longer transmit changes for the employee to partner subscriber companies associated with the subscriber group, and incoming transmissions from those partners for the employee will be blocked.
I disconnected my employee from a subscriber group. Am I able to see if transmissions are still happening from that group for the employee?
Yes. When we receive an inbound transmission from a payroll vendor for an employee that has been "disconnected" from that subscriber group, surface the transmission on the Partner Apps Activity Page. You kind find this list on the Employee page>Partners Activity App. When you disconnect someone to the subscriber group, a new status will be written. Whenever a payroll provider hits this disconnect type, then it will surface on this report.
What's the workflow if I have an employee transferring from one Subscriber Group to another? The new Subscriber Group that the employee is transferring to is going to be where pay updates are made and where deductions should be taken.
It is very important that before the ee is transferred from one Subscriber Group to another that their Primary is changed. To do this, navigate to the employee's Profile>Employment. Select the new Subscriber Group as the Primary. You will be prompted to Preserve the hire date of the employee, as explained above. It is very important to change the Primary because if it is not changed, we will ignore compensation updates, hire date changes, or terminations from the employees new subscriber group.