UHG Payroll Deduct - Operator's Guide
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Table of Contents

1.0 Key Terms. 1

2.0 Overview.. 1

3.0 Quote. 1

4.0 Enabling Consumers Accounts for Payroll Deduct 2

4.1 Initial Import 2

4.2 Admin Portal 2

4.3 SmartHQ.. 3

5.0 Kiosk Operation. 3

6.0 FAQ.. 4

Appendix A.. 4

                                                                                                                                                           

Document Revisions

Revision

Revision Date

Author

Comments

1.0

2/4/16

Chad Young

Original working draft

1.1

2/19/16

Chad Young

Added numbering to section headers; updated image in section 4.2. Updated dates in section 6.2.

1.2

8/22/19

Laurie Sidwell

Branded and edited for readability, grammar, punctuation. Updated images.

 


1.0 Key Terms

Consumer – End user of the kiosk. For the purposes of this document, the consumer is the UHG employee or contractor using the Avenue C kiosk.

ClientAccount – This may also be referred to as the UHG EmployeeID. The Client Account number is the key value to enable payroll deduct for each consumer.

Kiosk – The self-checkout system and hardware used for purchasing products in the MicroMarket.

Market – The physical room where the MicroMarket exists. The market may contain one or more kiosks. The market may also be referred to as a location on SmartHQ.

Client The client account where the market operates. The operator “sells” the MicroMarket concept to the client and then installs the market to conduct business. For the purposes of this document the client is UHG. 

 

2.0 Overview

365 Retail Markets has added new functionality to the kiosk to support a Payroll Deduction Program specified by UHG and Canteen. 

  • Consumers will hold a traditional AveC account at the kiosk. No new payment method is needed.
  • Select consumer accounts (employees) can be enabled for Payroll Deduct by Canteen on SmartHQ, the Admin Portal or by import when the initial consumer list is uploaded.
  • Consumers whose accounts have not been enabled for Payroll Deduct will still be able to make purchases, fund and manage their accounts. All the traditional account functionality will remain intact.
  • In addition to the traditional functionality of an AveC account, consumers who have been enabled for payroll deduction will be able to spend their account below $0.00 based on a configurable floor limit (by location).
  • On a recurring schedule (e.g. two weeks), a report is run to tally up the negative spending by employees. Balances (if negative) would be reset to zero and the process repeats. The report generated when balances are reset to zero is then delivered to the client by secure FTP for processing into payroll. Contractor’s balances would remain unchanged.

 

3.0 Quote

When placing your order, notify your account manager that the market is participating in the UHG Payroll Deduction Program. 365’s Fulfillment team will then know to configure the kiosk accordingly. 

 

4.0 Enabling Consumers Accounts for Payroll Deduct

By default, consumer accounts will not be enabled to participate in the UHG Payroll Deduction Program. However there are several options to enable this functionality for them.

 

4.1 Initial Import

Prior to go live, 365 can import the standard employee spreadsheet with a new column called ClientAccount. Any consumers imported that has a unique value for ClientAccount will be enabled for Payroll Deduct. 

 

365 can only import new consumers prior to the market going live

UserName

FirstName

LastName

AccountPin

Beginning Balance

Email

MagStripe

ScannerID

ClientAccount

AnyUser01

AnyValue02

AnyValue02

1234

 

 

 

 

1234567890

AnyUser02

AnyValue03

AnyValue03

1234

 

 

 

 

1234567891

AnyUser03

AnyValue04

AnyValue04

1234

 

 

 

 

1234567892

 

4.2 Admin Portal

New consumers can be added at any time through the Admin Portal. 

  1. Log into the Admin Portal (same credentials as logging into SmartHQ).

  2. Select a Customer and Store.

  3. Select Manage User Accounts.

  4. Select Create New User.

  5. Enter details of the new consumer ensuring the ClientAccount field matches the EmployeeID provided by UHG.

Any consumer added that has a unique value for ClientAccount will be enabled for Payroll Deduct. Consumers without a Client Account number by default will not be enabled for Payroll Deduct. 

Admin Portal URL: https://smarthq.365retailmarkets.com/userportaladmin/Login.aspx

 

4.3 SmartHQ

Any consumer who has created an account on the kiosk can be enabled for payroll deduct by adding a unique ClientAccount number to their account in SmartHQ (or in the Admin Portal as outlined in the previous step). 

From SmartHQ:

  1. Select Customer Information.

  2. Select Get Users or use the search box to search for a specific consumer.

  3. Double-click the consumer and enter their UHG EmployeeID into the ClientAccount field.

  4. Select Update User.

 

5.0 Kiosk Operation

The consumer experience at the kiosk will change very little with a few exceptions:

  • Consumers with a ClientAccount number associated with their account will be able to spend below $0.00.
  • At the end of every pay cycle, all negative consumer balances will be sent to UHG for payroll processing. At this time, the balances will all be reset to $0.00 and the process would repeat.

The following functionality will not change:

  • All consumer accounts, regardless of their participation in the UHG Payroll Deduction Program, will use the Account tender button to make account purchases and manage their account.
  • All consumers can still make anonymous credit card purchases.
  • All account authentication methods will still be available:
    • Fingerprint
    • Type in ID with PIN
    • Barcode scan (key fob) with or without PIIN
    • Card swipe with or without PIN
  • Consumers will still be able to walk up and create an account on the kiosk. They will not be able to sign up for the UHG Payroll Deduction Program at the kiosk.

 

6.0 FAQ

  1. What are the technical requirements to support UHG Payroll deduct?

Your branch must be running Gen2 SP3.7 and later. 

 

  1. How are Operators reimbursed for payroll deduct purchases?

Operators will need to work with their partners at Canteen and\or Best Vendors to determine how funds are distributed. 

 

  1. Can I limit how far below $0.00 a consumer can spend?

    Yes, 365 can set a floor limit on Payroll Deduct spending per location.

  2. Can employees still fund their account at the kiosk even though they are part of the payroll deduct program?

    Yes, all accounts can be funded at the kiosk using cash or credit. Only accounts with a negative balance at the end of the pay cycle will see deductions taken from their paycheck.


  3. Can I still pay with my credit card?

    Yes, walk up credit purchases are still supported. 


  4. Can I still pay with Cash?

    Yes, a Cash-Coin kiosk can be configured to accept cash and payroll deduction transactions.


  5. Can I add UHG Payroll Deduct to my market that is already open?

    Yes, however any existing accounts will need to be manually enabled to participate in the Payroll Deduct program.


  6. Can payroll deduct consumers still use MyMarketAccount.com?

    Yes, provided your branch is set up for MMA.


  7. Can payroll deduct transactions work if the kiosk is offline?

Yes, transactions will “spool” on the kiosk when it is offline and will sync back to SmartHQ when the kiosk comes online again. However, any spooled transactions on the kiosk at the end of the pay period may report on the next pay period. 

 

Appendix A

From PSHUP layout

Field Name

Length

Format

Default Value

PAY END DT

10

MM/DD/YYYY

 

OFF CYCLE

1

 

N

EARNS BEGIN DT

10

 

Blank

EARNS END DT

10

 

Blank

EMPLID

9

999999999 - Padded with leading zeros.

 

PU TXN TYPE

1

 

D

SEP CHK

1

 

0

DEPTID

 

 

Blank

ERNCD

 

 

Blank

HOURS

 

 

Blank

HOURLY RT

 

 

Blank

DISABLE DIR DEP

 

 

Blank

STATE

 

 

Blank

LOCALITY

 

 

Blank

DED TAKEN

 

 

Blank

DED SUBSET ID

 

 

Blank

DED TAKEN GENL

 

 

Blank

DED SUBSET GENL

 

 

Blank

TAX CLASS

 

 

Blank

ONE TIME CD

1

 

A

PLAN TYPE

2

 

00

BENEFIT PLAN

 

 

Blank

DEDCD

6

 

TBD

DED CLASS

1

 

DED CALC

1

 

A

AMT

8

99999.99

 

WORK_PSD_CD

 

 

Blank

RES_PSD_CD

 

 

Blank

 

Attachments
UHG Payroll Deduct Operators Guide 8-2019.pdf
- 200 KB