August 2025

🚀 What's New

Release Date: 08/08/2025

1. Decommissioned Geocodes Cleanup

Improvement: We have enhanced data accuracy by removing outdated geocodes from both Classic and BOLD databases. This cleanup ensures that all location data remains current and prevents the use of invalid geographic identifiers that are no longer supported by governing authorities.

Key Updates

Geocode Database Cleanup

• Removed decommissioned geocodes from both Classic and BOLD systems spanning January 2025 through June 2025
• Affected states include: Colorado, Minnesota, Missouri, Ohio, Pennsylvania, Wisconsin, Kansas, Texas, Washington, Georgia, Maryland, Alabama, and Mississippi
• Total geocodes removed: 80+ invalid location identifiers across 13 states

Enhanced Data Validation Process

• Implemented automated cleanup scripts to ensure decommissioned geocodes are properly cleared from the system
• Strengthened data integrity measures to prevent future use of invalid location codes
   

How Does This Impact You? 

For Payroll Administrators: If any employee or customer addresses in your system were using the now-invalid geocodes, you will receive a Data Requirement Message (DRM) when closing your Time Entry Batch. This notification will prompt you to:

• Update affected addresses with valid, current geocodes
• Ensure accurate tax calculations and compliance reporting
• Maintain proper geographic data for payroll processing
   

KB Articles:

• DRMs Time Entry – Avionte Classic (zendesk.com)
  • tbv_CheckForMissing WorkGeoCode
  • tbv_CheckForMissing EmployeeAddress
     
• DRMs Payroll – Avionte Classic (zendesk.com)
  • pbv_CheckForMissingResident GeoCode
  • pbv_CheckForMissingWork GeoCode

2. Enhanced Certified Payroll Flag Management

Improvement: We have enhanced the certified payroll functionality by moving control from the customer level to the order level, providing more granular management over which specific orders require certified payroll reporting. This change allows you to selectively mark individual orders as certified payroll rather than applying the requirement to all orders for an entire customer.

Key Updates

Order-Level Certified Payroll Control

• Added "Certified Payroll" flag directly to individual orders
• Flag automatically defaults from the customer's current setting when creating new orders
• Order-level flag can be edited independently to override customer defaults
• Certified payroll reports now only include orders specifically marked as certified payroll

Enhanced Daily Time Generation

• Added "Generate Daily Time" option at the order level for certified payroll orders
• Automatically creates daily time entries when enabled
• Provides order-specific control over time entry granularity for compliance requirements
   

How Does This Impact You? 

• When creating or editing orders, you'll see a "Certified Payroll" flag that defaults to the customer's setting
• Override the customer default by editing the flag for specific orders that do or don't require certified payroll
• Use the "Generate Daily Time" option for orders requiring daily time entry compliance
• Certified payroll reports will automatically filter to only include orders marked with the certified payroll flag
   

KB Article: Order Detail

3. Credit Memo Reason Field Enhancement

Improvement: We have enhanced Credit Memo tracking capabilities by adding a reason field to the AR invoice creation process. This improvement allows users to document the purpose of each credit memo directly within Avionte Classic, providing better visibility and audit trails for financial adjustments.

Key Updates

Credit Memo Reason Tracking

• Added reason field that appears automatically when invoice type is set to CM (Credit Memo) in AR | New AR Invoice
• Free-form text input limited to 50 characters for concise documentation
• Reason field displays in AR tables alongside existing payment reason field for consistent user experience

How Does This Impact You?

When creating new credit memos, you will now see a reason field that allows you to document why the credit is being issued. Simply enter up to 50 characters describing the reason (e.g., "Billing error correction" or "Customer return credit"). This reason will be saved with the credit memo and visible in your AR tables for future reference.
 

KB Article: AR Create a Credit Memo

4. Indiana New Hire Feed Validation Update

Improvement: We have strengthened data validation for Indiana New Hire feeds by implementing comprehensive error checking for state-required fields. This enhancement ensures compliance with Indiana's updated New Hire specifications and prevents submission of incomplete data that could result in state reporting rejections.

Key Updates

Indiana Required Field Specifications

• Is Medical Insurance Available to Employee: Y/N validation at position 284
• Starting Pay Rate Type: Must be H (hourly), A (annually), or O (other) at position 561
• Starting Pay/Salary Amount: Numeric validation at positions 562-571, no decimal points, right-justified with leading zeros
• Job Title: Text field validation at positions 572-631 for employee role within organization
• SOC Code: Six-digit format validation at positions 632-637, first six digits only with no dashes

How Does This Impact You?

When generating Indiana New Hire feeds, the system will now alert you if any required fields are missing or improperly formatted. You must complete all required fields before the feed can be successfully generated, ensuring state compliance and preventing rejected submissions.

Indiana New Hire File Layout

5. Tax Exemption Determination Enhancement

Improvement: We have enhanced the accuracy of tax exemption identification by expanding the Data Requirement Message (DRM) criteria used to determine employee tax exempt status. The system now recognizes both the existing "IsTaxExempt" flag and employees who have entered "999999" for their deductions, providing a more comprehensive and accurate method for identifying tax exempt employees.

Key Updates

Enhanced Tax Exemption Logic

• Expanded tax exemption determination to include two identification methods:
  • Existing "IsTaxExempt" flag verification
  • Recognition of "999999" deduction entries as tax exempt indicators

How Does This Impact You?

You may notice some employees being newly identified as tax exempt during payroll processing. These are employees who previously entered "999999" for their deductions but were not being recognized by the system as tax exempt. This change ensures these employees receive proper tax treatment going forward.
 

KB Articles: 

• DRMs Payroll
  • pbv_CheckForIsTaxExemptEmployeeTax
  • ppv_CheckForTaxExempt
• DRMs Time Entry
  • tbv_CheckForOutDatedW4MaxDeduction
  • tbv_CheckForOutDatedW4Exempt

6. Self-Serve User Group Creation Utility

Improvement: We have introduced a new self-serve utility that empowers internal HCM users whose agencies use BOLD integrated with Back Office to create user groups directly within the Back Office system. This enhancement addresses the access limitations experienced by agencies using BOLD integration and restores their ability to manage user permissions efficiently without requiring administrator intervention.

Key Updates

New Self-Serve User Group Creation Utility

• Added "Add User Group" utility in the Reports section for internal HCM users
• Designed specifically for agencies using BOLD integrated with Back Office who lost direct user group creation access
• Enables independent user group management to ensure proper Back Office permissions for team members

Admin Tools > Report > Add User Group

User Group Creation Parameters

• Name: Required free-text field for custom group identification
• Default Branch: Required single-select dropdown listing all active branches
• Copy From: Optional single-select dropdown featuring all active, visible users
• Branch Access: Multi-select dropdown allowing selection of multiple active branches for comprehensive access control

Reports > Self-Serve Utilities > Add User Group

Admin Tools > Employer > User > Add Edit > Is Group (checked)

How Does This Impact You?

For Users with Front Office BOLD Integration: You can now create Back Office User Groups again using the new "Add User Group" utility in the Reports section. This restores your ability to ensure your team members have proper Back Office permissions without waiting for administrator assistance. You can specify group names, set default branches, optionally copy permissions from existing users, and configure multi-branch access as needed.
 

KB Article: Self-Serve Utility - Add User Group
 

7. Agency Type Editing Restriction Enhancement

Improvement: We have implemented data integrity safeguards that prevent users from changing an agency's type when the agency is already associated with employees, assignments, or deductions. This enhancement ensures consistency across related records and prevents potential data conflicts that could arise from modifying agency types after associations have been established.

Key Updates:

• Agency type field becomes non-editable when associations exist with:
  • Employees linked to the agency
  • Assignments connected to the agency
  • Deductions associated with a deduction agency type

How Does This Impact You?

Users will no longer be able to modify the agency type field for agencies that have existing associations with employees, assignments, or deductions. If users attempt to edit the agency type for an associated agency, the field will appear as read-only or they will receive a validation message preventing the change. This restriction helps maintain data integrity and prevents potential issues that could occur when agency types are changed after relationships have been established. To modify an agency type, users would first need to remove all associated employees, assignments, or deductions before making the change.
 

8. Enhanced Payment Delay Options for Employees

Improvement: We have expanded the "Payment Delay in Days" functionality for agencies to provide more flexible payment timing options. Back Office users can now choose whether payment delays are calculated based on the Week Worked or the Accounting Period Date, giving agencies better control over their cash flow management and payment schedules.

Key Updates:

• Added ability to set "Payment Delay in Days" based on either Week Worked or Accounting Period Date
• Prevents premature payment processing when hours are entered by individual work weeks
• Supports agencies that operate on monthly billing cycles with their customers

How Does This Impact You? 

Navigate to Agency settings > Service Info > Select "Payment Delay in Days" calculation method:

• Week Worked: Delay calculated from the end of each work week

• Accounting Period Date: Delay calculated from when all hours for the period are entered

  Note: The calculation method defaults to Week Worked.
   

9. Missouri Sick Leave Policy Inactivation

Improvement: We have updated our system to comply with recent Missouri state legislation by modifying the Sick Leave_MO policy effective August 28, 2025.

Key Updates:

• Legislative Compliance: On July 10, 2025, Governor Mike Kehoe signed House Bill 567, which repeals the earned paid sick time provisions of RSMo 290.600 - 290.642, effective August 28, 2025
• Policy Configuration Changes: The Sick Leave_MO policy has been updated with the following changes:
  • Set to not auto-insert for new employees
  • Accrual plan accrue transactions removed - employees will no longer accumulate new sick leave hours
  • Deplete transactions maintained - employees can continue to use previously accrued hours
• End Date Implementation: All Sick Leave_MO policies now include an end date of August 28, 2025
• System-Wide Application: Changes have been applied in both Admin Tools and individual employee records

How Does This Impact You?

After August 28, 2025:

• New Employees: The Sick Leave_MO policy will no longer be available for assignment and will not auto-insert for new hires
• Existing Employees: Employees who already have accrued Missouri sick leave hours can continue to use their existing balance, but will not accrue any additional hours
• Admin Tools: The policy remains visible at the admin level but is configured to prevent new accruals and assignments
• Compliance: All changes ensure full compliance with the new state legislation while preserving employees' rights to use previously earned sick time
  
  KB - https://avionteclassicsupport.zendesk.com/hc/en-us/articles/4804241539347-Sick-Leave-Accrual-Expired-Plans

11. Enhanced ADP Periodic File Generation Tracking

Improvement: We have added comprehensive file tracking capabilities for ADP Employment Tax Periodic files to provide better visibility and verification of file submissions during payroll processing.

Key Updates:

• File Name Tracking: The system now captures and displays the exact filename of each generated ADP Employment Tax Periodic file
• Historical Record Keeping: Complete history of all file generations is maintained, including both automatic generations and manual regenerations
• New Tracking Panel: Added a horizontal dynamic panel in the payroll interface to display file generation history
• Batch Search Integration: Enhanced batch search functionality to include periodic file tracking information
• Submission Verification: Improved ability to verify successful file submissions with accurate filename and timestamp data

How Does This Impact You? 

Setup Required:

• Navigate to Admin Tools > Dynamic Panel
• Set Category = Payroll
• Select Panel User and Property to enable the tracking panel for your users

Once Configured:

• File Verification: You can now easily verify which ADP periodic files have been generated and their exact filenames
• Submission Tracking: Better visibility into file submission status, reducing confusion when multiple files are processed
• Historical View: Access complete history of file generations through the new tracking panel, similar to existing batch log functionality
• Troubleshooting: When working with ADP support, you can provide exact filenames and generation timestamps for faster resolution
   

12. Persistent Field Selection for Accrual History

Improvement: We have enhanced the Field Chooser functionality on the Accrual > Accrual History tab to save your field selections, eliminating the need to re-select fields each time you view different accrual records. 

This enhancement specifically benefits HCM users who frequently reference and compare accrual history information across multiple employee records, reducing repetitive tasks and improving workflow efficiency.

Key Updates:

• Persistent Field Selection: Field Chooser selections are now saved and maintained across different accrual history views
• Consistent User Experience: Accrual History Field Chooser now works the same way as other Field Choosers throughout the system
• Time-Saving Workflow: No need to repeatedly re-select fields like Notes when comparing multiple accrual records
• Enhanced Productivity: Streamlined workflow for HCM users who regularly access and compare accrual history data

How Does This Impact You? Navigate to Talent Management > Accruals > Accrual History:

• One-Time Setup: Select your preferred fields (such as Notes) in the Field Chooser - your selections will be remembered
• Seamless Navigation: Move between different employee accrual histories without losing your field configuration
• Improved Efficiency: Spend less time reconfiguring displays and more time analyzing accrual data
• Better Comparisons: Easily compare accrual notes and details across multiple records with consistent field visibility

13. Improved CSV Export with Column Selection Respect

Improvement: We have enhanced the CSV export functionality for Ad Hoc Queries (AQs) to respect your column visibility settings, ensuring that only the columns you've chosen to display are included in the exported CSV file.

This enhancement streamlines the data export workflow for HCM users who regularly export customized AQ results and need specific column sets for analysis or reporting purposes. Excel export functionality remains unchanged and continues to include all available columns.

Key Updates:

• Selective Column Export: CSV exports now include only the columns that are currently visible in your AQ display
• Hidden Column Exclusion: Columns that you've hidden in the AQ interface will automatically be excluded from the CSV export
• Streamlined Data Export: Export exactly the data you need without unnecessary columns
• Reduced Post-Export Processing: Eliminates the need to manually hide columns in Excel after export

How Does This Impact You? When working with Ad Hoc Queries in Back Office/Classic:

• Configure Display First: Hide unwanted columns in your AQ view using the existing column visibility controls
• Export as Needed: Choose "Export as CSV" to download a file containing only your selected columns
• Ready-to-Use Data: Open the CSV file with only the relevant columns included, saving time on manual cleanup
• Consistent Results: Your column selection preferences are automatically reflected in every CSV export

14. Payroll - Enhanced Court Ordered Deduction Management

Improvement: We have enhanced payroll deduction management capabilities to help you better track, verify, and maintain compliance with court-ordered deductions through new flagging and verification features.

Key Updates:

• Court Ordered Flag: Added a new "Court Ordered" checkbox in the Employee > Payroll > Deduction screen to identify court-ordered deductions
• Verification System: New "Verify" button allows you to confirm deduction amounts and sequencing, with automatic tracking of verification date and user
• Sequence Visibility: Added sequence numbers to the deduction summary grid for better visibility into processing order
• Confirmation Prompts: Built-in confirmation messages when flagging or unflagging court-ordered deductions
• Compliance Tracking: System automatically records when and by whom verifications are completed

How Does This Impact You? Navigate to Employee > Payroll > Deduction:

• Flag Court Orders: Use the new "Court Ordered" checkbox to designate court-ordered deductions - you'll receive confirmation prompts to ensure accuracy
• Verify Deductions: Click the "Verify" button to confirm all deduction amounts are correct and court-ordered deductions are properly sequenced
• Track Compliance: Once verified, the system disables the Verify button and maintains a permanent record of the verification
• Review Sequencing: Use the new sequence numbers in the summary grid to ensure proper deduction processing order

 

15. Payroll - Court Ordered Deduction Compliance Alert

Improvement: We have implemented a new Data Rules Manager (DRM) alert to ensure compliance with court-ordered deductions by automatically verifying that all court-ordered deductions have been properly reviewed before payroll processing.

Key Updates:

• Automatic Compliance Check: New DRM automatically triggers during payroll processing for employees with active court-ordered deductions
• Verification Validation: System checks whether court-ordered deductions have been verified before allowing payroll to proceed
• Error Prevention: Blocks payroll processing if court-ordered deductions haven't been verified, reducing compliance risks
• Clear Error Messaging: Specific error messages identify which deductions require verification

How Does This Impact You? During payroll processing:

• Automatic Verification: The system will automatically check for unverified court-ordered deductions
• Process Protection: If you attempt to process payroll with unverified court-ordered deductions, you'll receive a clear error message
• Compliance Guidance: Error messages will specify exactly which deductions need verification before you can proceed
• Streamlined Workflow: Once deductions are properly verified, payroll processing continues normally without interruption
   

16. Payroll - Cross Supplier Deduction Check Alert

Improvement: We have implemented a new Data Rules Manager (DRM) alert to help prevent missed deductions by warning you when an employee has active deductions configured with other suppliers that aren't set up for the current supplier being processed.

Key Updates:

• Cross Supplier Detection: New DRM automatically checks for deductions configured in other suppliers during payroll processing
• Deduction Completeness Warning: System alerts you when an employee has active deductions elsewhere that may be missing from the current supplier
• Approvable Warning: Warning message allows you to proceed after verification, maintaining workflow flexibility
• Missed Deduction Prevention: Helps ensure all necessary deductions are captured during payroll processing

How Does This Impact You?
During payroll processing:

• Automatic Cross-Check: The system will automatically compare deductions across all suppliers for each employee
• Clear Alerts: If discrepancies are found, you'll receive a warning message: "Employee has active deductions in other suppliers not configured here. Verify before proceeding"
• Verification Prompt: Use this alert as a reminder to review whether the missing deductions should be configured for the current supplier
• Flexible Processing: After verifying the deduction setup is correct, you can approve the warning and continue with payroll processing