A Comprehensive System for Payroll Service Providers

One payroll system to handle every aspect of your business. With many automated functions, processing payrolls is very streamlined and efficient. You’ll be able to process more payrolls in less time. And with our Tax management process, you’ll be able to get quarterlies done in record time.

You’ll be able to provide superior customer service using our built-in global communication system. Send e-mails, newsletters, and announcements to your clients for building stronger client relations. Clients can receive alerts and notifications for updates on their account activity or pending event.

One payroll system to handle any size client.
From the very small business through larger corporations, Polaris Payroll is structured to meet the needs of each and every client you have.

Easy to Learn, Easy to Use.
Designed with the business process in mind, Polaris Payroll intuitive and logical design makes it easy for your payroll specialists to begin processing payrolls quickly. Our training and support will guide you through the advanced features and answer any specific questions or meet any special needs of clients you may have.

Employer Self Service.
Assign access levels to your client companies to give them control over various aspects of the payroll process. This helps improve your workflow by allowing clients to update information or make changes prior to a pay run. Additionally, every employee of your client companies will have access to their own self-service portal to obtain paystubs, benefit status or W-2’s.

SB Administrator’s Main Console

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Payroll Management - Templates
Various “codes” are setup as templates at the service bureau level and then made available for all Employers.These can then be customized to meet the requirements of each employer and employee.

Set-up unlimited Pay (Earnings) codes, Employer and Employee Tax codes, Deduction codes, Benefit codes and PTO codes.

Print and Distribution Management
Flexible service to print and send checks and reports to clients, save as PDF documents or allow your clients to print at their locations.

• Paperless payroll or print on location options
• Setup multiple delivery providers, Federal Express, UPS, and more
• Online integration with Federal Express
• Setup unlimited number of delivery items for printing and distribution to multiple locations
• Maintain Print and Shipping histories

Tax Management
Our built-in tax engine provides the tools you need to manage all tax matters for Federal, State and Local Tax jurisdictions. Tax payment processing using:

• EFTPS, paper check, online uploads and state e-payments (where available)
• Global Tax Table setup and management (Federal, State, Local) at the Service Bureau level
• Tax Return filing generation and filing for Federal and States
• Electronic filing for those jurisdictions requiring it
• Manage all Tax Return Forms
• Polaris can also create export files for Master Tax and Ceridian Tax Services for service bureaus that use those providers.

Payroll Management Section

Tax Management Console

Employer and Employee Setup Wizards

Whether you are bringing on a brand new business, converting clients from an existing system or obtaining a client switching from another payroll service provider, our setup wizards streamline the process. At the company level, all major information can be imported and be set up ready to go, including pay codes, taxes, deduction codes and more.

The registration wizard can be made available through your web site to allow companies to register themselves.

Employees can be added through the Employee Setup Wizard. Set up demographic information and details, including pay codes, taxes, deductions and more, all on a single screen.

Company and Employee data may also be imported through customized spreadsheets.

Employer Registration Wizard

Multiple Flexible Methods to Enter Payroll Data

Designed flexibility to meet the needs of any client. Multiple formats for entering payroll data for payroll processing with customizable preference settings for each employer.

• QuickPay™ – complete payroll processing in 3 easy steps
• Comprehensive Pay – multiple employees in “pay grid” format for high speed and efficient data entry, allowing for more complex payrolls with allocations, varying deductions, workers comp codes, job costing and more
• Single Pay – includes auto calculation of payroll on screen with all deductions/ taxes to view, with editable fields for in-depth details for one employee at a time
• Import Time Data – import from Time & Attendance solutions or custom generated spreadsheets within the application.

Solutions for Complex Payrolls
For your clients with more sophisticated payroll needs, with labor allocations, worker’s comp, varying deductions, pay types and more, Polaris offers real-time, on-the-fly payroll calculations and edits through the Comprehensive Pay entry grid or the Single Pay method.

Payroll data may be entered using whichever method best suits the needs of your clients.
 

Comprehensive Pay Screen

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Fully Integrated HR Functionality

Single Sign-On. Single Database. All-in-One Platform.
The Polaris HR Management function is fully integrated into the payroll platform. No separate module, no complex integration or third party program needed. We’ve made the workflow very streamlined, while providing the core HR functions that the majority of your clients may need.

Track an Unlimited Number of Key Data Elements
Have the flexibility to track an unlimited number of benefit providers, benefit plans, company assets, education & skills, and organizational positions. It will be easy to accommodate your clients’ various needs for keeping track, and having access to, the employee data that is important to their business.

Automatically Link Benefits to Payroll Deductions
One data entry point for employee benefit plan deductions. Set employee and employer contribution levels in one place and the data automatically populates when you process payrolls.

Convenient Employer Level Templates
Easily set up benefit providers, benefit plans and benefit eligibility rules at the company level. Setup templates for tracking special training or certifications. Assign and customize for each employee in a matter of moments with the smartly designed and streamlined interface.

Capture Extensive Employee Data
From basic demographic information and emergency contacts to full benefits management functions, Polaris keeps vital data easily accessible. Upload documents, such as a W-4 or I9, for each employee. Keep track of company assets assigned to each employee or create and store notes to keep on record. For those of your clients with access privileges, it is a great resource to quickly access key employee information.

Employer Level HR Management

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Employee Level HR Data and Management

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Manage All Aspects of Tracking and Paying Third Party Agencies

Worker’s Comp Management
Comprehensive worker’s comp management functionality provides for assigning codes and calculating payroll deducted pay-as-you-go premiums or provides export functionality to third party insurance brokers.

Third Party Agency Management
Easily manage and make payments to third party agencies, such as health insurance or garnishments.

Pension Plan File Management
Automatically track pension deductions and export to various pension plan providers in the required formats.

Integration File exports for

• Insurelinx
• The Guard
• Online 401K
• ING
• Oppenheimer
• Great West
• Transamerica
• more on the the way!

Worker’s Comp & Agency  Management Section

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Reports
Selected payroll reports will print as part of the payroll process. Additionally, users have access to library of reports and a custom report tool directly from their individual consoles to generate reports on-demand, at their convenience, and export them in various formats.  Report categories include:

• Pay Reports
• Tax Reports
• Deduction Reports
• Benefit Reports
• PTO Reports
• General Ledger Reports
• Cash Management Reports
   

Payroll Document Library
In addition to having on-demand generation and printing of reports, all users, based upon their assigned privileges, will be able to access a PDF Payroll Document Library and retrieve previously generated documents, including:

• Paycheck stubs
• Direct Deposit advice stubs
• Tax payment checks
• Reports
• Tax returns for employers and employee W-2s
   

Generate Report Screen

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Client Self-Service

Your clients can easily obtain reports, pay data, change employee data and can even completely process their own payrolls, depending on the access privileges you set up. Each client user has privileges that can be adjusted based upon how you prefer to interact with that client.

Employee Self-Service

Every employee of each of your clients has the ability to login to the system to update demographic information, see company alerts or to get pay stubs, W-2’s and pay reports specific to them.

Customized Employer Console

Service Bureau Management

Flexible Business Rules-based Control
Create global settings to fit the way you like to run your service bureau. From setting roles and permissions for all users of the platform to your preferences in holiday processing, the flexible system configuration provides the functionality to meet your needs and the needs of your clients.

Cash Management (ACH)
Manage all cash management transactions including:

• Net Payment Impounds, Direct Deposit, Fees, Commissions, Tax Impounds
• Set-up multiple ACH Processors and assign to specific Employers/Clients
• Create special ACH transactions for processing manual adjustments
• Comprehensive Bank Account Reconciliation for all Service Bureau level bank accounts

Processing Controls and Security Options
Extensive processing controls, security options and business rules relative to banking and lead time settlement policies for ACH processing and more.

Billing and Commission Management

Cash Management Functions

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