LLH Healthcare Integration

Overview

The LLH Healthcare integration automates supplemental insurance benefit processing. When you close a time entry batch, the system automatically:

• Sends data to LLH for eligibility checks
• Receives calculated deductions and reimbursements
• Creates deduction under Employee and adds the supplement payment on the transaction
• Releases transactions when ready

Key Features

Automatic Processing

• Time entry batch closure triggers LLH eligibility checks automatically
• LLH calculates and inserts deductions without manual intervention
• Transactions automatically placed on hold until LLH processing completes
• Holds release automatically when deductions are posted

Payroll Protection

• System blocks payroll processing while transactions are on hold
• Validates matching payment claims and deductions before processing
• Checks for required employee data (Date of Birth, Email, SSN, Taxes)
• Prevents errors before they happen

Manual Override (Emergency Use)

• Authorized users can manually release transactions from hold
• Requires special permission
• One-way operation with warning message
• Use only when urgent business need exists

Flexible Configuration

• Enable/disable at Branch or Office level
• Managed through BOLD Marketplace
• Real-time status monitoring via PayrollOnHold column
• Avionte Go access for remote monitoring

Transaction Type Setup

Required Transaction Types

You need to create two transaction types for LLH integration:

1. LLH Premium (Deduction)
2. LLH Claim (Payment/Reimbursement)

Deduction Configuration

Navigation: Admin Tools → Transaction Type

Why these settings:

• Permanent Deduction makes it available on employee deduction screen
• Healthcare category for proper classification
• Section 125 for pretax deduction treatment

Payment Configuration

Navigation: Admin Tools → Transaction Type

Transaction Type Group (Critical)

Navigation: Admin Tools → Transaction Type Groups

1. Group Name: LLH Talent Benefits (MUST be exactly this name)
2. Add both transaction types to this group:
   • LLH Premium
   • LLH Claim

Complete Workflow

Step 1: Time Entry Completion

Complete time entry as normal:

• Enter hours for all talent
• Review and verify entries
• Close the time entry batch

See also: Time Entry - Core Application - Standard Time Entry

Flag During Payroll Configuration (Optional)

When setting up LLH deductions on employee profiles, you can optionally enable the "Flag During Payroll" checkbox. This creates a warning during payroll processing, allowing you to verify and modify the deduction if needed.

To enable this option:

1. Navigate to Employee → Payroll → Deductions
2. When adding or editing the LLH Premium
3. Check the "Flag During Payroll" checkbox
4. Save the deduction

What happens: When processing a payroll batch, a warning will appear for employees with this checkbox enabled, allowing you to verify and modify the LLH deduction amount before finalizing.

See also: Employee Payroll - Deduction

Step 2: Automatic Transaction Hold

When you close a time entry batch with LLH integration enabled, the system automatically:

1. Places transactions on hold
   • PayrollOnHold column changes to checked/YES
   • W2 transactions with positive wages will be placed on hold
   • No user action required
2. Sends data to LLH
   • Transaction data sent automatically
   • LLH receives notification immediately
3. Displays transactions in payroll selection with hold status
   • Transactions appear in payroll selection but are marked as on hold
   • User will receive error if attempting to process payroll while transactions are on hold
   • Ensures LLH deductions are included before processing

Step 3: LLH Eligibility Processing

LLH automatically (no user action required):

• Receives transaction data
• Retrieves additional data via API as needed
• Performs eligibility checks for each employee
• Calculates required deductions and reimbursements
• Posts deductions back to Avionte

Step 4: Automatic Deduction Insertion & Hold Release

Once LLH completes processing:

• Deductions are automatically inserted into transactions
• Transaction type group: LLH Talent Benefits
• PayrollOnHold automatically changes to NO/unchecked
• Transactions become available for payroll processing

Step 5: Process Payroll

1. Verify deductions were inserted correctly
2. Review transaction details
3. Process payroll normally
4. Post payroll

Monitoring Transaction Status

PayrollOnHold Column Locations

The PayrollOnHold column appears in multiple locations for monitoring:

Time Entry → Sheet View

• Shows hold status during time entry processing
• ✓ (checked) = Transaction is on hold
• ☐ (unchecked) = Transaction is available
• Updates in real-time as LLH processes

Payroll → Transaction Tab

• Held transactions are filtered out of payroll selection
• Column indicates current hold status
• Transactions appear automatically once hold releases

Transaction Card View

• Located in the top-right of transaction views
• "Payroll On Hold" checkbox shows current status
• Visual indicator that LLH processing is in progress

What Users See

Time Entry Staff:

• Close batch normally (no additional steps)
• Transactions show as "on hold" in Sheet View
• Can continue with other work while LLH processes

Payroll Staff:

• Held transactions don't appear in payroll selection yet
• "Payroll On Hold" indicator visible
• Must wait for automatic release before processing

No Action Required:

• Hold applies automatically
• Data sends automatically
• Processing begins immediately
• Users simply monitor status

Payroll Processing Protection

Automatic Payroll Block

The system prevents payroll processing while transactions are on hold. When you attempt to process payroll, the system:

1. Checks for transactions with PayrollOnHold = YES
2. If any are found, displays an error message
3. Blocks payroll processing until all holds are released

Error Message

What To Do

Normal Response: Wait for Processing

1. Acknowledge the error message
2. Navigate to Payroll → Transaction tab
3. Monitor PayrollOnHold column
4. Wait for automatic release
5. Retry payroll processing once holds are cleared

Emergency Response: Manual Override

See Manual Override section for authorized users who need to bypass the hold in urgent situations.

Best Practices

• Close time entry batches early - Allow buffer time before payroll deadline
• Monitor hold status before attempting payroll processing
• Don't attempt immediate processing after closing batches
• Build buffer time into payroll schedule for LLH processing

Manual Transaction Release (Override)

When to Use Manual Release

Use manual override only when:

• Time-sensitive payroll processing cannot wait for LLH
• Technical issues prevent normal LLH integration workflow
• Urgent business need requires immediate payroll processing

Prerequisites & Permission Setup

To manually release transactions:

For Users:

• Must have AllowUnlockPayrollOnHoldTransaction permission enabled
• Access to Transaction Card View
• Authorization from supervisor/administrator

For Administrators - Granting Permission:

1. Navigate to user configuration settings
2. Locate AllowUnlockPayrollOnHoldTransaction option
3. Set to True for authorized users
4. Save changes

Best Practice: Only grant this permission to payroll managers and senior payroll processors who understand the implications.

How to Manually Release

1. Navigate to the Transaction Card View
2. Locate the "Payroll On Hold" checkbox
3. Uncheck the checkbox
4. Review the warning message carefully
5. Confirm the action

Warning Message

After Manual Release

1. Verify checkbox is unchecked and grayed out
2. Confirm transaction appears in payroll batch
3. Manually enter any required LLH deductions if necessary
4. Document the manual override for audit purposes
5. Process payroll as normal

Data Validation Rules

Payment/Deduction Matching Validation

What This Validates

Before processing payroll (including Instant Pay), the system checks that:

• If an employee has an active LLH payment claim → Must also have active LLH deduction
• If an employee has an active LLH deduction → Must also have active LLH payment claim
• "Active" = Active checkbox is checked (end dates are NOT considered)

Error Message

How to Resolve

Deactivate the Orphaned Transaction:

1. Navigate to the talent's transaction details
2. Locate the orphaned LLH transaction
3. Uncheck the Active checkbox
4. Save changes
5. Retry payroll processing

Missing Date of Birth Validation

What This Validates

When closing a time entry batch, the system checks that all talent assigned to LLH Healthcare have a Date of Birth populated in their profile.

When Validation Triggers

The Data Requirement Message (DRM) validation triggers when:

• User attempts to close a time entry batch
• Batch contains talent assigned to LLH Healthcare
• One or more talent profiles are missing Date of Birth

How to Respond

Fix Before Proceeding (Recommended):

1. Note which talent triggered the warning (displayed in error message)
2. Cancel or pause the batch closure
3. Navigate to the employee profile and update the Date of Birth field
4. Save changes
5. Return to time entry batch and retry closing

Additional Validation: Missing Email

In addition to Date of Birth, the system also validates for missing email addresses:

The same resolution process applies:

1. Navigate to employee profile
2. Go to "Contact Method" section
3. Add email address
4. Save changes
5. Retry closing batch

Payroll Flagging Configuration (Existing LLH Customers)

By default, employee deductions created automatically by the LLH integration are flagged during payroll processing. This gives payroll staff a chance to review deductions and make changes before posting. Once reviewed, users can remove the flag manually if no changes are needed.

A Back Office configuration option controls this behavior. Setting it to False turns off automatic flagging, so LLH deductions process without requiring manual review each cycle.

Configuration Option

How to Modify This Setting

1. Navigate to Back Office configuration settings
2. Locate the FlagPartnerBenefitEnrollmentDeductionAndContribution option
3. Set to True to automatically flag LLH deductions during payroll (default)
4. Set to False to prevent automatic flagging