PAYROLL ONLINE HOW TO INSTRUCTIONS. CREATED BY: Leslie Feaman Date: 9/1/11

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1 PAYROLL ONLINE HOW TO INSTRUCTIONS CREATED BY: Leslie Feaman Date: 9/1/11

2 H o w t o I n s t r u c t i o n s 1 Table of Contents How to Login to Payroll Online How to Add a New Employee How to Enter Hours / Salary Pay Pre-Process Preview How to Submit Payroll How to View Payroll Reports (ViewChoice) First-Time Login to Payroll Online

3 HOW TO LOGIN TO PAYROLL ONLINE Go to ips website login to Payroll (red icon, top left) P a y r o l l O n l i n e H o w t o I n s t r u c t i o n s 2 ***If this is your first time logging in or your computer is not registered yet, you must go through the security questions steps SEE PAGE 22 Enter your Login (given to you by ips) a. If your forgot your Login ID please contact ips at (262) or for assistance. Enter your Login

4 H o w t o I n s t r u c t i o n s 3 Enter your Password (created by you) If you forgot your password click here Enter Password & Sign In Welcome to the Home Information Center! This is your portal to the product options available to you. a. Choose from the TABS on the left hand side. i. Only your company products will be shown; whether you use the Payroll Online, Payroll Reports (ViewChoice), Employee Self Service, or G/L Reporting, ect. b. The chosen TAB is highlighted in dark grey c. Then select your Company Name i. Ex: To go into Payroll Online select the Payroll TAB, then select your Company Name. Payroll Online TAB Select Your Company Name Payroll Reports TAB

5 H o w t o I n s t r u c t i o n s 4 Welcome to your company s Payroll Online Information Center! a. A couple things to consider: i. Make sure you are in the current pay period ii. Use the left menu to access company information iii. ips contact information right hand side iv. For HELP use the Payroll HELP option with the Green & Yellow Question Mark MENU Contact an ips Rep. HELP

6 HOW TO ADD A NEW EMPLOYEE Adding a New Employee a. Select Employees from the left menu b. Select Add New Emp from the drop down menu P a y r o l l O n l i n e H o w t o I n s t r u c t i o n s 5 Add New Emp. Enter the Demographics Save & Cont.

7 H o w t o I n s t r u c t i o n s 6 Enter the Job Info / Labor Splits, if any Enter Additional Info, if any a. PIN # - For Child Support Orders b. FREQ the payroll frequency for the order

8 H o w t o I n s t r u c t i o n s 7 Enter Salary / Hourly Wages Hourly Rates Salary Enter Deductions, if any Adding a Deduction

9 H o w t o I n s t r u c t i o n s 8 Enter Taxes and Withholdings Status & # of Exemptions Enter Direct Deposit, if any Start Entering DD info

10 H o w t o I n s t r u c t i o n s 9 Enter Pay Template Choose how the Employee s will be paid Save & Finish

11 H o w t o I n s t r u c t i o n s 10 HOW TO ENTER HOURS / SALARY FOR CURRENT PAY PERIOD Select the Payroll tab on left side menu Choose Pay Grid from payroll drop down menu Pay Grid Welcome to the Pay Grid Screen (Timesheet) - This changes every pay period! a. Shows the list of all your employees b. For Hourly Employees: Type in the Hours worked in the Grid Layout c. For Salary Employees: MUST check the Pay box i. - OR - You can select to Pay All Salaries Back To Menu Pay All Salaries Save Pay Box Enter Hours and $$$ d. Save These Pay Changes when finsihed. e. Select Back To Main Menu (Black Arrow top left) after you saved your changes

12 H o w t o I n s t r u c t i o n s 11 After you have entered in all your hours and earnings you can perform a PreProcess Preview to see a snap shot of your Check Register. a. Select PreProcess (To PDF) or PreProcess Preview Enter Hours and $$$ a. Please Wait for the calculation b. View the Pre-Process Report or go back to Menu

13 HOW TO SUBMIT PAYROLL P a y r o l l O n l i n e H o w t o I n s t r u c t i o n s 12 After you have paid your employees in the Pay Grid go to the Submit Payroll tab Submit Payroll You will be asked to go through SEVEN Steps:

14 H o w t o I n s t r u c t i o n s 13 Completed Payroll Entry a. Must enter all Hours / Salary in Pay Grid Review Pay / Don t Pay a. Notice your employees PAID and NOT PAID b. If you forgot to pay an employee selec the Back to Pay Grid button on bottom Paid Employees Not Paid Employees Save & Continue

15 Review Totals a. Tie out all totals in the Controls Totals columns. i. Make sure there is NO VARIENCE highlited in red - - all zero s P a y r o l l O n l i n e H o w t o I n s t r u c t i o n s 14 Type in ALL Totals No Variances

16 Review Dates c. Check Date d. Period Start & End Date e. Pay # in the Month f. Write a Check Stub Message to your employees this payroll P a y r o l l O n l i n e H o w t o I n s t r u c t i o n s 15 Save & Continue

17 H o w t o I n s t r u c t i o n s 16 Review Deductions g. The system automaticaly checks the deductions setup for this payroll. You can check more that apply. Check all that apply Save & Continue

18 Review Reports a. The system automaticaly checks the deductions setup for this payroll. b. Check or uncheck if you want certain reports with this payroll run. P a y r o l l O n l i n e H o w t o I n s t r u c t i o n s 17 Check all that apply Save & Continue

19 H o w t o I n s t r u c t i o n s 18 Submit Payroll h. Write a message if need special insturctions for this payroll. i. MUST check box to Sumbit the payroll now then click submit payroll button. Write a message to ips Check This BOX! Then Submit Payroll

20 H o w t o I n s t r u c t i o n s 19 View your Payroll Reports after ips processes your Payroll ***VIEW YOUR COMPANY REPORTS AND EMPLOYEE CHECK STUBS... Go to ips website login to Payroll (red icon, top left) Enter your Login (given to you by ips) a. If your forgot your Login ID please contact ips at (262) or for assistance. Enter your Login Enter your Password (created by you) If you forgot your password click here Enter Password & Sign In

21 H o w t o I n s t r u c t i o n s 20 Select ViewChoice Reports Tab (whichever tab you select will be then highted in darker grey) a. Place cursor over your company Name b. Your company will become hightlighted in Blue c. Click on your company name View Payroll Reports Select Your Company Name Click Retrieve for the specific check date to view ***If this is the first time using viewchoice Must apply the upgrade before retrieveing any reports. Retrieve

22 H o w t o I n s t r u c t i o n s 21

23 H o w t o I n s t r u c t i o n s 22 ***If this is your first time logging in or your computer is not registered yet, you must go through the security questions steps first! IPS Online Employer Security Enrollment Instructions The security features are designed to protect your highly confidential information. IPS is providing assurance to all clients using Online Employer. Follow the quick instructions below: 1. Go to ips website login to Payroll (red button at top left) 2. Enter Login that was given to you (Permanent Login) Enter Login Password Reset 3. Enter Password (this is a one-time password, you will change it later) Enter Password

24 H o w t o I n s t r u c t i o n s 23 NOW begin the 4 step process a. STEP 1: Choose A Personal Image and Phrase More Options in Drop Down Enter a phrase to match image above

25 H o w t o I n s t r u c t i o n s 24 b. STEP 2: Select and Answer Challenge Questions Select and answer all 5 questions c. STEP 3: Verify your Account Information This prompts you to create your password, and confirm your address Create New Password Verify

26 H o w t o I n s t r u c t i o n s 25 d. STEP 4: Review all steps Last question: Would you like to register this computer? Review Enrollment Data & Submit i. If Select YES: This computer is your home, office, or private computer that you will be using for Payroll Online. ii. If Select NO: This computer is a public computer (ex. Public Library) *** iii. Select YES: It will not recognize your computer, must enter Questions again (same as before). Confirm w/ answers entered prior Submit

27 H o w t o I n s t r u c t i o n s 26 e. LAST STEP Congratulations Enrollment Confirmation Continue to Payroll Online *** Register Computer: Each user may login from home, office, vacations spot, and different browsers. No limit to number of devices (computers) that can be bound. Once device is bound, user will not be challenged again with the entire process. However, each different computer, location, and browser will have to go through steps again.

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