BUSINESS SOFTWARE, INC. (BSI) CONFIDENTIAL AND PROPRIETARY INFORMATION

Customer Setup Wizard

Customer Setup Wizard is an onboarding wizard used to complete the dataset setup process during TaxProfileFactory™ implementation. When the registration process is completed a URL is generated that can be used to access the Configuration Setup Wizard.

Important Note: Depending on the configuration settings entered during registration, some of the options listed below may not be available for configuration by your company.

Customer Setup Tabs:

Action Buttons:

Previous. Takes you back to the previous tab.

Next Step. Takes you to the next tab.

Save. Stores the settings you have entered.

Finish. Completes the configuration setup process.

Profile

Step 1 - Setup your customer profile

Enter your customer information:

Dataset Name

Displays the dataset name.
Dataset Description

Displays the dataset description.
Customer Name

Type the customer's legal name.

Enter your address information:

Street 1

Type the first address line of the company's mailing address.
Street 2

Type the second address line of the company's mailing address.
City

Type the company's mailing address city.
State

Select the company's mailing address state.
ZIP/Postal Code

Type the company's mailing address ZIP code or postal code.

Enter your contact information:

Name

Type the name of the company's contact person.
Email

Type the email address of the company's contact person.
Phone

Type the phone number of the company's contact person.
Phone Ext

Type the phone number extension of the company's contact person.

Enter your customer preferences:

Company Logo

Click Browse to select the desired logo. Tips for uploading logo
Application Theme

From the Application Theme drop-down, select the desired theme.

Click Next step to go to the Security/Access tab.

Security/Access

Step 2 - Setup your security and access settings.

Data Transfer Encryption Key
Encryption key can be used to encrypt and decrypt XML files downloaded from TaxProfileFactory.

It will be pre-populated with an autogenerated value. To change the encryption key, Click the Generate New Key button or enter the encryption key of your preference.

Important Note: The encryption key uses triple DES algorithm with CFB8 and no padding with IV initialized to zero.

Encryption Key Format
- Number of Characters: 24 required, no blank spaces allowed
- Letters: Uppercase and lowercase, English letters (a–z, A–Z)
- Digits: 0 to 9
- Characters: * ? / , ; {} | + = _ - & ^ % $ # ! ` ~
Encrypt download XML file

This setting indicates if the download XML file will be encrypted. The download XML file stores the employee information on the form exactly as submitted by the employee. Select 'Yes' to encrypt download XML files.

Important Note: Enter your data encryption key before enabling this feature. The encryption key will enable you to encrypt and decrypt XML files downloaded from TaxProfileFactory. The encryption key uses triple DES algorithm with CFB8 and no padding with IV initialized to zero.
SAML Company ID

This configuration item contains the customer's (administrator's) single sign-on (SSO) SAML Company ID provided during registration in Salesforce. The SAML Company ID should be the same for all companies/FEINs within the data set. You have the option to change the SAML ID, if needed.
Administrator SAML User ID

This configuration item contains the Administrator SAML User ID provided during registration in Salesforce. You have the option to change the Administrator SAML ID, if needed.
Use single sign-on (SSO) for employee access
This setting indicates if users will access TaxProfileFactory via SAML-based SSO credentials (from their source system).

Valid values are:
- No – Users will access the system through form-based login.
- Yes – Users will access the system through SAML-based SSO login.
Note: Available options specific to your payroll vendor will be displayed.

Indicate your enhanced security options:

Number of Digits/Special Characters Required

Type the number of digits or special character required in the password. Must include 1 digit and 1 special character.
Number of Days before Login Expires

Type the number of days before the login will expire starting from the login creation date. The number of days allowed must be in the range: 0-365.

Note: If the value is set to zero, you are not restricted to a number of days before the login expires.
Number of Days before Password Reset

Type the number of days before the password has to be reset. The number of days allowed must be in the range: 1-90.
Login Attempts before Locked

Type the number of login attempts allowed before the user is locked. The number of login attempts must be in the range: 1-3.
Maximum Length of Passwords

Type the maximum length allowed for passwords. Length cannot exceed 40 characters.
Minimum Length of Passwords

Type the minimum length allowed for passwords. Length cannot be less than 8 characters.
Secure Employee PII

Click Next step to go to the Data Transfer tab.

Data Transfer

Step 3 - Setup your data transfer options.

Source system for data import:

This configuration item indicates the payroll provider used to import TaxProfileFactory™ data.
Destination system for data export

This configuration item indicates the payroll provider used to export TaxProfileFactory™ data.

Configure your system.

See Third Party Configuration for provider specific details. Click Test Connection to be sure the desired URL is connecting properly. When the test is successful, complete your data transfer set up.

Configure your data import options.

Copy worksite override address on employee import
This setting indicates if an existing worksite override should be copied to an employee work address imported with the same Site ID.

Valid values are:
- Yes - Copy the worksite override to an employee work address during import.
- No - Do not copy the worksite override to an employee work address during import.
Create default January 1st addresses on employee import
When January 1st addresses are not provided in the import file for newly imported employees, this setting indicates if they will be created during import using the employee's current addresses.

Note: A newly imported employee is an employee that has never been imported for the FEIN.

Valid values are:
- Yes - Insert January 1^st addresses for newly imported employees using the current address when January 1^st addresses are not provided in the import file
- No - January 1^st addresses are not created during import
Locate taxes on employee import
This setting indicates if the tax determination process will run on import.

Valid values are:
- Yes - Execute TaxLocator during employee Import process.
- No - Do not execute TaxLocator during employee imports.
Bypass tax approval during initial import process
This setting indicates if tax approval will be bypassed during the initial import process. Enabling this configuration will check if employees imported into TaxProfilefactory are existing or new hires. Existing employees with taxes will not require approval prior to export. New hires will require approval of taxes if they are within a tax authority requiring tax approval prior to export.

Valid values are:
- Yes - Bypass tax approval during the initial import process.
- No - Do not bypass tax approval during the initial import process.

Configure your data export options.

Data export preference
This setting indicates if other taxes not associated with forms should be included in the export file for payroll purposes.

Valid values are:
- Withholding forms - This option exports withholding election information selected during form submission.
- All taxes and withholding forms - This option exports not only withholding election information (when available), but also any taxes located during the tax determination process.
Note: Available options specific to your payroll vendor will be displayed.
Bypass export during initial import process
This setting indicates if the export of taxes will be bypassed during the initial import process.

Valid values are:
- Yes - Bypass export during the initial import process.
- No - Do not bypass export during the initial import process.
Note: New hires will be not be bypassed. Only employees with current withholding information in the payroll system will be bypassed.
Review/Approve employee taxes prior to export
This setting indicates if the employer will have the ability to review and approve employee taxes.

Valid values are
- Yes - The employer will be able to review and approve employee taxes.
- No - The employer will not be able to review and approve employee taxes.
Follow the steps below enable the Approve Review Taxes feature.
1. Set Review/Approve employee taxes prior to export to Yes to enable the Authority Tax Review page.
2. Set Edit employee taxes to Yes to enable the add/delete taxes feature.
3. Finish the Configuration Setup Wizard process.
4. In the Data Admin Console, select Configuration > Authority Tax Review and indicate the authorities that will require employee tax review and approval prior to export.
5. Import the new employee data into TaxProfileFactory. Taxes will updated based on the Approve/Review Employee Taxes configuration settings at the time of import.

Click Next step to go to the UI tab.

UI

Step 4 - Setup your UI options

Time Zone
This setting indicates the time TaxProfileFactory will use to display and store time related information in the entire application.

Valid values are:
- (GMT – 5.00) Eastern Time (U.S and Canada)
- (GMT – 6.00) Central Time (U.S and Canada)
- (GMT – 7.00) Mountain Time (U.S and Canada)
- (GMT – 8.00) Pacific Time (U.S and Canada)
The default is (GMT – 5.00) Eastern Time (U.S & Canada).
Automatically adjust clock for daylight savings changes

This setting indicates if TaxProfileFactory will display daylight savings time.

Indicate your admin console preferences:

Search By External Employee ID
This setting indicates if the employer will have the ability to search an employee using an external employee ID.

Valid values are:
- Yes - Allow users to search for an employee using an external employee ID. Users will be able to search by the employee ID or the external employee ID.
- No - Do not allow users to search for an employee using an external employee ID. Searching by external employee ID will not display any results.
Note: This section is enabled if external employee ID numbers are supported in TaxProfileFactory based on your payroll integration type.
Number of rows displayed on a page

This setting determines the number of items to display on the Event Log and Manage Login pages. Number of items to display on a page must be in the range: 10-1000.
Employee Email Preference
This setting indicates the email address type that will be imported from the HR/Payroll system and used in TaxProfileFactory for system generated employee email.

Valid values:
- Most Recently Email (Default) - Will pull email marked Personal from the HR/Payroll system.
- Primary Home Email – Will pull email marked Primary from the HR/Payroll system.
- Additional Home Email - Will pull email marked Personal from the HR/Payroll system.
- Primary Business Email - Will pull email marked Business from the HR/Payroll system.
- Additional Business Email - Will pull email marked Personal from the HR/Payroll system.
Unmapped Tax Code Logs
This setting indicates if administrators will be notified when mapped tax codes are missing. This will apply to new employees and existing employees with updated employee addresses.

Valid values:
- No (default)
- Yes
To use this feature:
1. Set Unmapped Tax Code Logs to ‘Yes’.
2. To receive email notifications, set the Configuration>Email>Employer-Mismatch Tax Code option to ‘Yes’.
3. To view the events, click the Tools/Reports>Event Log, and in the Description column click the Missing mapped tax code link.

Indicate your employee dashboard preferences:

Employee Application Theme Preference

This setting indicates the application theme that will be used for the Employee Console. The application theme is used to change the colors of the text and links for better visibility.

Note: This setting can be overridden by the employee in the Employee Console.
Edit employee profile
This setting indicates who will be allowed to override employee profile addresses in the Employee Console.

Valid values:
- No - Employees will not have the ability to override employee addresses.
- Yes - Employees will have the ability to override employee addresses.
- Admin Only - Only the administrator will be able to override employee addresses.
Show Withholding Elections

This setting indicates if employee payroll withholding information will be available for viewing via the Withholding Elections icon on the Employee Console.

Valid values are 'No' and 'Yes'
Show Taxes Icon

This setting indicates if the Taxes icon in the Employee Console will be available for viewing. The Taxes icon displays the employee's tax profile based on their live and work addresses, employer configuration settings, and any established reciprocity/nexus relationships.

Valid values are 'No' and 'Yes'.
Show Personal Info Icon

This setting indicates if the Personal Info icon in the Employee Console will be available for viewing. The Personal Info icon displays the employee's personal information. The employee information displayed on the page can be downloaded in PDF format by clicking the View Personal Info Report button.

Important Note: Depending on how the Secure Employee (Personally Identifiable Information (PII) option is configured, you may not be able to view the employee's First Name, Middle Name, Last Name and SSN.

Valid values are 'No' and 'Yes'.
Edit employee taxes
This setting indicates if the employer will have the ability to edit (add/delete) employee taxes.

Valid values are:
- Yes - The employer will be able to edit (add/delete) employee taxes.
- No - The employer will not be able to edit (add/delete) employee taxes.

Click Next step to go to the Forms tab.

Forms

Step 5 - Setup your form options

Select your form presentation preferences:

Enable employees to use fill-in PDF forms

Enable employees to use HTML forms

Return federal taxes when live/work address in same territory
This setting indicates if employees who live and work in the same Territory will have access to only Territory forms or to both Territory and Federal forms.

Available options are
- Yes - Territory and Federal forms will display for employees who live and work in the same Territory.
- No - Only Territory forms will display for employees who live and work in the same Territory.
Pick form effective date
This setting indicates if the employer allows employees to select the effective date for taxes updated during form processing. The date selected must be prior to current date, but not before January of the current year.

Note: Employers who package forms cannot pick form effective dates.

Valid values are:
- No - Employees will not have the ability to select form effective dates.
- Yes - Employees will have the ability to select form effective dates.
- Admin Only - Only the administrator will be able to select form effective dates.
Allow employer to input forms on behalf of employee
This setting indicates if the employer will have the ability to input forms on behalf of another employee from the Employee Profile Search tool.

Available options are
- Yes - The employer will be able to input forms on behalf of another employee.
- No - The employer will not be able to input forms on behalf of another employee.
Enforce lock-in letter settings during from submission
This setting controls form submission for employees with lock-in letters settings.

Valid values are:
- No - Allow employees to submit forms when lock-in letter settings are being violated.
- Yes - Prevent employees from submitting forms when lock-in letter settings are violated.
Prevent Lock-in Override on reimport
This setting indicates if lock-in letter values will be retained when employees are re-imported into TaxProfileFactory.

Valid values are:
- No - Lock-in letter values will not be retained.
- Yes - Lock-in letter values will be retained. This will prevent lock-in letter values in the payroll system from overriding TaxProfileFactory on re-import.
Prevent employee form access after form approval
This setting indicates if employees are allowed to make subsequent form submissions after initial form approval.

Valid values are:
- No - Indicates that forms may be resubmitted after approval.
- Yes - Indicates that forms may not be resubmitted after approval.
Reset Exempt Employees
This setting indicates if the employer wants to opt-in or opt-out of exempt reset feature.

Valid values are:
- No – The employer will be able to opt-out of exempt reset for the expired forms on the authority due date.
- Yes - The employer will be able to opt-in for exempt reset for the expired forms on the authority due date.

Select your form approval preferences:

Employer manual form approval required
This setting indicates if you are required to manually approve forms.

Valid values are:
- Yes - Manual approval of forms will be required.
- No - Manual approval of forms without alerts will not be required.
Automatically approve forms with alerts
This setting is enabled when the "Employer manual form approval required" configuration item is set to No, and determines if forms with alerts will be automatically approved.

Valid values are:
- No - Forms with alerts will not be automatically approved.
- Yes - Forms with alerts will automatically be approved.
  Warning: Automatically approving forms without review is not recommended if you have employees under an IRS lock-in. Per IRS, employers will be liable for paying the additional amount of tax that should have been withheld.
- Yes, except lock-in letters - All forms except for ones with lock-in letters will be automatically approved.
Automatically approve forms when tax review required
This setting is enabled when the "Employer manual form approval required" configuration item is set to No, and determines if forms for employees requiring tax review will be automatically approved.

Valid values are:
- Yes - Forms will be automatically approved for employees requiring tax review.
- No - Forms will not be automatically approved for employees requiring tax review. This will prevent employees from exporting prior to tax review.
Number of years to preserve forms

This setting determines the number of years to preserve forms in the database. The default is an empty string, which will cause the forms to remain indefinitely.

Indicate your alert settings:

Employee alert delivery method

This setting indicates if alerts are displayed on-screen or on-screen and by email notifications.
Number of allowances allowed

This setting indicates the maximum number of allowances allowed for the employee. Enter a number between 0 and 99.
Exemption amount allowed

This setting indicates the maximum exemption amount allowed. Enter a value from 0 to 99999.

Click Next step to go to the Email tab.

Email

Step 6 - Setup your form options

Indicate your employee email settings:

Employee - Login Credentials

This configuration item will determine if an employee login credentials email is sent to the employee when the employee is imported and their login ID is created.
Employee - Manual Password Reset by Employer

This configuration item will determine if an Employee Password Requested email is sent to the employee when the employer resets the employee's password.
Employee - User Account

This configuration item determines if an email is sent to an employee when the employee's Single Sign On (SSO) user account is created.
Employee – Profile Change Email

This configuration item will determine if an email is sent to an employee when an employee profile item changes.
Employee – Form Approved Email

This configuration item will determine if an email is sent to an employee when a form is approved.

This configuration item will determine if an email is sent to an employee when an employee profile item changes.
Employee – Form Submission Email

This configuration item will determine if an email is to an employee when a form is submitted.

This configuration item will determine if an email is sent to an employee when an employee profile item changes.
Employee – Form Rejection Email

This configuration item will determine if an email is sent to an employee when a form is rejected.
Employee – Form Export Email

This configuration item will determine if an email is sent to an employee when a form is exported to a third party HR system.
Employer - Import Success

This configuration item will determine if an email will be sent to an employer when third-party or web service imports are successful.

Note: Emails will not be sent for imports from a file.
Employer - Import Failure

This configuration item will determine if an email will be sent to an employer when third-party or web service imports fail.

Note: Emails will not be sent for imports from a file.
Employer - Export Success

This configuration item will determine if an email will be sent to an employer when third-party or web service exports are successful.

Note: Emails will not be sent for exports from a file.
Employer - Export Failure

This configuration item will determine if an email will be sent to an employer when third-party or web service exports fail.

Note: Emails will not be sent for exports from a file.

Indicate your employer email settings:

Employer - Import Success Email

This configuration item will determine if an email will be sent to an employer when third-party or web service imports are successful.

Note: Emails will not be sent for imports from a file.
Employer - Import Failure Email

This configuration item will determine if an email will be sent to an employer when third-party or web service imports fail.

Note: Emails will not be sent for imports from a file.
Employer - Export Success Email

This configuration item will determine if an email will be sent to an employer when third-party or web service exports are successful.

Note: Emails will not be sent for exports from a file.
Employer - Export Failure Email

This configuration item will determine if an email will be sent to an employer when third-party or web service exports fail.

Note: Emails will not be sent for exports from a file.
Employer - Backup Success

This configuration item will determine if an email will be sent to an employer when a backup is successful.
Employer - Backup Failure

This configuration item will determine if an email will be sent to an employer when a backup fails.
Employer - Restore Success

This configuration item will determine if an email will be sent to an employer when a restore is successful.
Employer - Restore Failure

This configuration item will determine if an email will be sent to an employer when a restore fails.
Employer - Mismatch Tax Code

This configuration item will determine if an email will be sent to an employer when mapped tax codes are missing.

Indicate your email preferences:

Enable emails generated by TaxProfileFactory to be sent
This configuration item indicates whether or not emails will be sent for the customer. Emails configured above are only sent for customers configured to Yes. Customers can choose to stop them by selecting ‘No’.

Valid values are:
- No (default)
- Yes

Click Finish to complete the configuration setup process. The system will take you to the Dataset Admin Console.

Forms in PDF Format	Forms in HTML Format	Results
Yes	No	Employee's will be able to select to submit forms in HTML or PDF format.
Yes	No	Employee's will be able to submit forms in PDF format.
No	Yes	Employee's will be able to submit forms in HTML.
No	No	Employee's will be able to submit forms in PDF format.