Employer Online Access Documentation

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1 Employer Online Access Documentation BBCS Payroll Services Online Portal The following has been provided as a brief introduction to the Online Access Portal for BBCS Payroll Customers. It is to help you get started and introduce a couple of the screens and menus you will be seeing. If you have any questions, contact info is at the end. November 10, 2014

2 Quick Jump List - Employee Setup - Employee Login - Enter Payroll - Payroll Reports - Time Keeping Initial Login and Setup You will receive an invitation with a web link and a temporary password. Click on the link and it will take you to the following screen. We recommend that you bookmark this page so you can go back to it easily. Login and you will be prompted to create a new password. BBCS will never see your password, but should you ever forget or lose the password you created, we do have the ability to reset it so you can create a new one. Once a new password is created, you will be redirected to the login screen to enter your new user info. Enter the info you setup and click login. 1 Employer Online Access Documentation BBCS Payroll Services November 10, 2014

3 Payroll Once logged in, you will be ready to enter payroll. If you need to make any changes to employees, rates, etc., click on Employee Setup. The Blue progress bar shows you where you are in the process and at what step. If no changes are needed, click on Company & Dates, verify the To and From, as well as the Check Date. Once confirmed, click Save. 2 Employer Online Access Documentation BBCS Payroll Services November 10, 2014

4 Timekeeping Import If utilizing our Time Keeping Services, you will then click on Import Time, if you are not using our Time Keeping, please skip to Enter Payroll Click the dropdown on the left and choose Timekeeping. Verify that the most recent pay period has been finalized. Be careful to select the correct pay period as it will default to the in progress one based upon todays date. Most likely, you will need to select the Prior pay period. Once done, use the dropdown to go back to CyberPay Online v3.0 3 Employer Online Access Documentation BBCS Payroll Services November 10, 2014

5 Timekeeping Import (cont d) To import your time, verify that the Import Format, Unique Employee Field and Time Keeping version match the setup below. This should default back to this if you are using the same computer the next time. This can take a minute or two depending on the number of employees. If you have ANY salaried employees, make sure you DO NOT check Delete Current Data before Importing. If you receive any errors during import, it should tell you what went wrong. Please make a note of this and contact us for help. We can usually fix and complete the procedure on our end. 4 Employer Online Access Documentation BBCS Payroll Services November 10, 2014

6 Enter Payroll When entering payroll, you will see the list of employees as well as their default departments, pay codes, etc. After clicking on Enter Payroll, your Pay Grid sheet will appear. You will use this to enter hours, commissions, bonus, etc. You can modify the department (if applicable) as well as add additional lines of pay should you need it. Once you enter hours or pay info, you will see the Total column start to populate showing the gross pay for that particular line item. The pay grid shows 25 lines, so if you have more employees than will display on the first screen, there are right and left arrows at the top right of the pay grid to go between the pages. Any data entered will automatically save when changing pages. 5 Employer Online Access Documentation BBCS Payroll Services November 10, 2014

7 Enter Payroll (cont d) If you need to change the pay rate or if someone is getting paid at multiple rates for example, click the Show/Hide Columns button and check Override. This will add a column which you can then override the default pay rate. This is for one time use only and will not be saved for future use. If the rate needs changed, you can change it at the employee level. Once you are done entering pay, click Save at the top right and you should get a confirmation that the data was saved successfully. 6 Employer Online Access Documentation BBCS Payroll Services November 10, 2014

8 Enter Payroll (cont d) View Totals will bring up the totals by Pay Type, Department, Location, etc. Clicking on an individual Pay Type on the left will show each employee on the right with that particular pay type. You can edit the entries from here as well or override the rate. If everything is ok, click Save/Back to Menu. Once you have verified your totals, then click Submit 7 Employer Online Access Documentation BBCS Payroll Services November 10, 2014

9 Enter Payroll (cont d) The last step is to Verify Submission. This will again show the To and From dates, total hours, number of employees, and check date. There is a comments box you can use for notes, changes that are needed, terminations, etc. Once you click submit, you will receive a confirmation with this same info. Payroll Reports After BBCS has processed your payroll, you should receive a notification that your payroll reports are ready to be viewed online. Login using your User Name and Password you setup earlier and click on Payroll Reports. Here you can view or download the reports for viewing later. The reports are sorted by check date by default. Again, there are right and left arrows at the right of the page to navigate farther back to see past reports. 8 Employer Online Access Documentation BBCS Payroll Services November 10, 2014

10 Employee Setup If you do need to make changes to employees, once you click on Employee Setup, you are presented with the Employee Dashboard. Here you can click on any individual employee to see further detail and make your changes. Employee list: Click on any employee name to see more info. Recent activity, changes, etc. 9 Employer Online Access Documentation BBCS Payroll Services November 10, 2014

11 Employee Setup (cont d) Once you click on an individual employee, the detail screen comes up. There are several tabs for Deductions, Benefits, Pay, etc. Clicking on the additional tabs will bring up the appropriate information. Additional info tabs. BBCS will still be responsible for setting up new employees. If you are comfortable with it, you can make changes to pay rates, deductions, etc. but we will still be responsible for initial setup. This is to ensure correct taxes are applied. If you are uncomfortable making changes, BBCS can still do this for you. 10 Employer Online Access Documentation BBCS Payroll Services November 10, 2014

12 Login Links Login information can be found on our website for both Employee and Employer. Click on the appropriate button and you will be directed to a page with the corresponding login information. Click Login for either Payroll or Time Clock application Employee Self Service Portal You can use the following link to forward to your employees so that they can create a user and login to see Paystubs, W-2 s, and their current setup. They cannot make any changes, only viewing current information. The employees will need to know the following information to setup access: a. Company Code It is a 4 digit number located on their check stub next to the company name in the detail section. b. First and Last name as it is on the check stub c. Last 4 digits of their SSN d. Date of birth. 11 Employer Online Access Documentation BBCS Payroll Services November 10, 2014

13 Employee Self Service Portal (cont d) Once this info is entered, they will be prompted to create a user name and password as well as an address. This is REQUIRED such that if they ever need to reset the password, this address will be used to do so. We recommend that the employees uncheck remember me especially if they are using a public access computer. If you have any questions, please do not hesitate to call or Kyle Berryman at BBCS Payroll Services. Kyle Berryman Employer Online Access Documentation BBCS Payroll Services November 10, 2014

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