Web Payroll. User Guide Payroll Solutions, Inc &

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1 Web Payroll User Guide 2013 Payroll Solutions, Inc &

2 Overview Introduction This web-based system was designed to give our clients more access and control of their payroll operations while having the complete support of a payroll service. Web Payroll enables you to enter and/or view payroll data in your private, personalized, and secure portal on our firm s website. All data is automatically encrypted so it is safe as it travels over the Internet. Software The software modules used in the applications listed are completely web-based. In order to use these modules a high speed (DSL, Wireless, Cable, ISDN, etc.) internet connection is required. A dial-up connection will not function with this system. MS Internet Explorer 6.x or newer is also required. Adobe Reader 9.x or higher is required as well. Logging on From any computer, go to the Payroll Solutions web site ( Click the WEB PAYROLL Button. Log on using a predetermined username and password. You will receive this information from your Payroll Solutions representative

3 Depending on your browser specifications the following screen may appear. In order to use the web product please click the Accept button. After initially logging on you will be prompted to answer some security questions and change your password. Important! Please make note of the answers to these security questions and your new password. If you forget, you will be locked out of your account and it will have to be reset

4 For any reason if you forget your password please follow these steps. 1. Click the Forgot Password button. 2. Enter your username. 3. Answer the security questions. 4. Enter new password and confirm. 5. Enter simple math calculation for security verification. 6. Click Reset Password 7. System automatically returns to the Login page. Important! Press the F5 key to refresh your browser cache. This syncs your browser with the web product to ensure that all menu items function correctly

5 Company Screen Overview After logging on, the Company Screen will appear. If you are assigned to one company, that company s Dashboard will automatically be opened. If you have access to multiple companies you must choose the appropriate company from the list by clicking the Company Number or Company Name. Company Dashboard After selecting the company (or defaulting to your exclusive company) the Company Dashboard opens. This screen displays general company payroll information. Important! Review the payroll check date and payroll period dates. This information was established on your initial set-up and should rarely be changed. If this information is not correct make your changes and contact your Payroll Solutions representative immediately. We will restructure your calendar

6 Main Menu There is a Main Menu bar at the top of your Company Dashboard. You will be able to access the following items: 1. Company View company information (read-only). 2. Employee Add new employees and edit current employee information. 3. Payroll Enter and calculate current payroll information and submit it to Payroll Solutions for processing. 4. Task Queue View current and prior task history. Tasks listed include payrolls submitted and reports printed. 5. Reports Basic list of reports designed to list historical data. Parameters can be determined by the client. 6. Processed Reports Static reports posted by Payroll Solutions. 7. Services Change Security Information and calculate manual checks for your employees. 8. Log Out Log out of the system

7 Company Overview The following company information is available for viewing: 1. Name 2. Address 3. Telephone Number 4. Bank Account Information 5. Contact 6. Tax ID Numbers 7. SUTA Tax Rates 8. Default Earnings and Deduction Items 9. Division, Branch, Departmental and Team Listings To access, click Company, Information, and any of the four sub-menu items on the Menu Bar. Important! The information contained in this area is what Payroll Solutions has on file for you. This information is used to process all of your payroll transactions including banking and payroll tax processing. Please review this information periodically. Contact your Payroll Solutions Representative immediately to make any changes

8 Employee Overview Prior to processing a payroll you may want to make employee changes and add new employees. Adding a New Employee To add a regular employee, click Employee New W2 Employee. To add a Subcontractor, click Employee New 1099 Subcontractor. Complete the Required (Red) Fields. When you enter the Social Security number and press the TAB key the EE Code automatically populates

9 Important! If an employee is paid a salaried amount per pay period, enter it on this screen. If they are paid an hourly rate, skip the Salary Amount and Standard Hours fields (leave as 0.00) and enter the hourly rate later. Click. As a general rule the next screen defaults to the standard information. Do not change anything on this screen unless it is completely necessary. Click

10 Click to add the employee s home state. Use the Drop-Down menus to add the state. The remaining Drop-Down menus will populate with the default information. Enter exemption information. Click. This will bring you back to the States screen. You can add another state or click

11 Click to add the employee s hourly rate. Leave the Rate Number as 1. Enter the Hourly Rate amount. Click Yes for Primary Rate Click. This will bring you back to the Rates screen. You can add another rate or click

12 Click to add the employee s Employee Time Off Accrual information. Enter accrual adjustment information. Click. This will bring you back to the Time Off screen. You can add more information or click

13 Click. Add the bank account information. Important! Make sure to select Yes for In Prenote. This will send a test file to the bank to ensure the bank account information is correct. This employee will receive a live paper check until the account is approved. Click to save or to cancel. You can add multiple accounts or click

14 If the employee is required to pay child support click. Add case number, child support agency, and any other relevant information concerning the employee. Click. Click

15 Click etc.) for an employee. to add a recurring deduction (insurance, 401(k), child support, loans, Use the Drop-Down to select the scheduled deduction. Complete the required fields. Click

16 Important! A recurring Direct Deposit deduction must be set-up for each bank account. Add a Scheduled E/D. Set up the E/D Code, Calculation Method and EE Direct Deposit fields. If 100% of Net Pay is being deposited into one bank account select the E/D Code, choose None for Calculation Method, choose bank account and select Yes for Deduct Whole Check. If an Employee has multiple bank accounts, the account with partial fixed amounts or percentages should be set up with No for Deduct Whole Check. Click. This will bring you back to the Scheduled E/D screen. You can add more information or click

17 Editing an Existing Employee You will be able to edit information for existing employees by clicking the links in the Employee Edit menu. Click the Employee List link view a list of all employees. The list can be sorted by employee number, last name, first name or Social Security Number. Click the General Information or the Detailed Information link to edit and review an employee s name, address, Social Security number, residential state, birth date, marital status, federal exemption information, hire date, salary amount and location. Click the States link to edit and review an employee s state exemption information (if applicable). Click the Locals link to edit and review an employee s locality tax exemption information (if applicable). Click the Rates link to edit and review an employee s hourly pay rate exemption information. Multiple rates can be entered here. Click the Time Off link to edit and review an employee s accruable benefit information. Please note that the benefit tables are initially set up by Payroll Solutions based on information furnished by the employer. This area is designed to make adjustments and view balances only

18 Click the Direct Deposit link to edit and review an employee s direct deposit information. Direct deposit bank accounts are attached to specific direct deposit deductions. Click the Child Support link to edit and review an employee s child support case number. Additional child support cases can be added as well. These case numbers are attached to specific child support deductions. Click the Scheduled E/D link to edit and review recurring deduction (and sometimes earnings) information. The HR link is not active at the present time

19 Payroll Processing Overview The ability to enter and calculate payroll checks is available to you on your portal. Please complete these steps to record appropriate payroll data for the current pay period. Entering Payroll Data From the Main Menu bar click the Payroll New Payroll. Review the New Payroll Parameters screen and make changes if necessary. Important! Once again, review the payroll check date and payroll period dates. This information was established on your initial set-up and should rarely be changed. If this information is not correct make your changes and contact your Payroll Solutions representative immediately. We will restructure your calendar

20 Click to begin processing your current payroll. Depending on the number of employees you have this may take a few minutes. The payroll has now been created. Click Payroll Quick Entry. This will bring you to the Payroll Quick Entry screen. The first time you open this screen default columns will appear. They are Salary AMT, Regular HRS and Regular AMT. You can change and sort these columns by clicking the E/D Columns link at the bottom of the screen. You can sort employee information on this screen as well

21 To configure the E/D Columns click the E/D Columns link. This is the screen where you would configure how you want to input the payroll data. Typically, you would select only codes that begin with E (Earnings). This area can be used to set up one-time deduction as well (advances, insurance deduction adjustment, etc). Important! Some columns are HOURS and some columns are AMOUNT (dollar amount). Be certain you are selecting exactly what you want and put them in the order you wish to input. Click

22 Input your payroll data. Please note that salaried employees will default to their periodic rate. You may override this amount. If you would like to edit individual checks click. If no additional editing is necessary click. This calculates all checks from Gross to Net. Depending on the number of employees you have this may take a few minutes. Important! Preprocessing is not an option. Failure to preprocess a payroll could result in incorrect calculations or checks not being produced at all. Checking Payroll Totals Once payroll is preprocessed you will be directed to a totals page. This gives you a snapshot of the payroll in total, but not of the individual checks. Use this screen to check your control totals, taxes, etc. Once you have checked your totals, it is time to Submit payroll

23 Submitting Payroll to Payroll Solutions If everything is OK, click the Submit Payroll button. Payroll Solutions will immediately process your payroll. If you would like for your Payroll Solutions representative to review your payroll prior to processing click the SB Review button. Contact Payroll Solutions immediately with the specific information to review. Important! Any payrolls submitted to Payroll Solutions after the scheduled deadline will be automatically processed whether it is in review status or not. If you would like for us to review your payroll prior to processing it is imperative that you contact us immediately. To your Payroll Solutions representative click the service bureau contact button. This must be done prior to clicking SB Review or Submit Payroll

24 Other Menu Items Overview If at any point your payroll workflow is interrupted. You can always access specific areas of payroll directly without having to go through the complete payroll process. Edit Checks If you would like to add additional checks for an employee or edit individual checks click Payroll Edit Checks. Preprocess If you forget to preprocess (or want to make sure) click Payroll Preprocess. This will take you to the Task Queue. You can never preprocess too many times. Important! Preprocessing is not an option. Failure to preprocess a payroll could result in incorrect calculations or checks not being produced at all. Click. This calculates all checks from Gross to Net. Depending on the number of employees you have this may take a few minutes

25 Submit Payroll If you would like to submit payroll (after preprocessing) click Payroll Submit Payroll. This will direct you back to the Totals Screen. If everything is OK, click the Submit Payroll button. Payroll Solutions will immediately process your payroll. If you would like for your Payroll Solutions representative to review your payroll prior to processing click the SB Review button. Contact Payroll Solutions immediately with the specific information to review. Important! Any payrolls submitted to Payroll Solutions after the scheduled deadline will be automatically processed whether it is in review status or not. If you would like for us to review your payroll prior to processing it is imperative that you contact us immediately. To your Payroll Solutions representative click the service bureau contact button. This must be done prior to clicking SB Review or Submit Payroll. Tax Calculator Payroll checks for special scenarios can be calculated using the Tax Calculator. To access, click Payroll Tax Calculator or Services Tax Calculator. Click pay items. to add an additional check line. This is necessary if you want to add gross

26 Select the applicable E/D Code and click. Enter amount (or hours). Click the Federal and State tabs to add tax information to the new check line or to edit a check line

27 Click the SUI, Locals and Options tab to add SUI and local tax information to the new check line or to edit a check line (if applicable). You can also use this page to prevent tax and deduction shortfalls from being made up in the current check and to calculate a Net to Gross transaction. Important! Make sure to make tax changes only if necessary. Any incorrect tax information could result in errors on payroll checks and tax reports. Once all information has been entered click. The Results page will now open. You now have the option to copy this information to payroll as a manual check. You will be prompted to enter a check number. Enter the check number from your in-house checkbook and click

28 Task Processing Queue Overview The Task Queue is simply a place to see what tasks are executing and when they are completed

29 Reports Overview Payroll Solutions has established several standard reports for the Web Payroll end user to preview, download and print. Data on these reports can be established and filtered by the employer. You can view and print this information as often as necessary without having to request mailings or delivery. Viewing, downloading, and printing System Reports From the Main Menu bar click Reports. This will bring you to the reports list. Choose your specific report. Once your report is chosen you can filter data based on your report requirements

30 Payroll Filter Choose the check date payroll periods for your report including payroll periods that have not yet been processed. Misc Filter Choose the grouping and sorting information. Page break and general page layout information can be selected here as well

31 Employee Filter Choose the employees you want on the report. DBDT Filter Choose the division, branch, department and/or team you want on the report

32 Once the filters have been chosen click at the bottom of the page. You will automatically be taken to the Task Queue. Once the Task Queue has finished processing your report, click the Preview icon. You will now be able to preview and print your report

33 Processed Reports Overview Once Payroll Solutions processes your payroll static documents such as payroll reports, payroll checks, quarterly reports, year-end reports and W-2 forms will be posted to this section of your portal. This section serves as a library of documents you can view, download and print as often as necessary. Viewing, downloading, and printing Processed Reports From the Main Menu bar click Processed Reports. From this screen you can filter the dates to view your processed reports. Select the Check Date Period, Report Type and specific report. Please note that the Check Date Period represents actual payroll check dates and not period dates. Click to view your reports. Click to print your reports. You will not be sent to the Task Queue. These requests will be processed immediately

34 Notes

35 Notes

36 Payroll Solutions Contact Information Payroll Solutions Inc 6425 Old Plank Road, Suite 111 High Point, NC Your Payroll Solutions Sales Representative: Your Payroll Solutions Trainer: Your Payroll Solutions Processor:

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