Chapter 13 Quick Online & Paperless Overview This chapter will provide a quick overview of our online and paperless capabilities. Paperless Payroll The client does not necessarily need to be an Online Client to have Paperless Payroll. Why is this important? Online payroll carries additional charges, whereas the paperless options without online can be offered at no charge in a competitive situation. How Does It Work Without Online Access? The client could send us the payroll through email, fax, call in, etc. (except Online). If the payroll is sent to PayPros prior to 2PM on a work-day, typically, within 1 hour the client would receive an email with the payroll information attached. The client would open it and enter their password to be able to view employee pay stubs and all reports that would have been sent out as paper. At that point, the client could email each pay stub to each employee or print it on regular paper. While printing would not make it truly paperless, it would eliminate the delivery charges. 120
What Needs to Be Done for the Paperless Option Without Online? PayPros will send out an email to the client (and/or accountant) that will look something like the following: Below are the instructions to download ViewChoice, which is what you need to view reports and check stubs. Please follow these instructions to see all payroll reports and check stubs: Please go to http://www.payprosinc.com/signup.htm. (If link does not work, go to www.payprosinc.com and click on Sign Up Now on the right side.) Then, click on Click Here to Download ViewChoice. Save to your desktop. When you can see it on the desktop, double click it to allow it to install on your computer. Install to the desktop. When you open it will ask you to put in your own password. Please write it down. Then, when you receive the payroll e-mail, simply save the attachment to your desktop, when you open the file, it should ask for a password. Then you will be able to view all your payroll data. PayPros can send the payroll email to multiple email addresses (including accountant) that need to be provided by the client and entered on the Special Instructions sheet upon new client submission. Even if the client uses our Online Option, they will still need to download the ViewChoice software onto the computer they will view payroll. The delivery process will be to download the payroll from online rather than receiving an email attachment. The client will, however, receive an email to alert them to the availability of the file. Online Payroll Online Payroll has 4 Modules: 1. Online 2. Employee Services (HRIS) 3. General Ledger Interface (QuickBooks) 4. ViewChoice Online 121
Online PayPros Online option allows clients to login to the online website http://www.payprosinc.com/ and mouse over the drop down menu called Login Portals. Then, click on Client Login. At that point, the client will enter the Login and Password provided by PayPros to enter. The client should see up to 4 tabs depending on what they requested. If the client has Online (Option 1 from above), they automatically should have ViewChoice (Option 4). If the client requested Employee Services (Option 2) or GL Interface (Option 3), those gray tabs will show up as well. This option currently carries only an additional charge per employee, which can be found on the Price List. Online (Option 1) allows: Electronic Transfer of payroll data via the internet to PayPros. Client control of payroll data while utilizing our payroll expertise. Paperless Payroll. The receipt of live checks and payroll reports via the Web. (We can provide check stock for the client to print in their office if they have a laser printer.) Multi-tiered security provides a secure solution that is completely automated. Ease of use. Wizards walk clients through the process, including New Hire wizards. Fast & Accurate. Rapid data entry screen for basic pay that can be customized by the client or we can do it for them. Employee Services (HRIS) This option has many uses. It is a self-service, web-based product providing employers and their employees online access to personnel information, check stubs, time off accruals and more. This module enables employees to access information 24/7. It saves time and resources by providing employees instant access to information they need, when they need it. The employee no longer has to ask HR or the Payroll Department for check stubs for the last 4 weeks for a loan. They can log on and view the information (including actual pay stubs & W2s) online and print to any printer. They can check their vacation balances, etc. Note: All information available only since PayPros starting processing payroll for that client. For instance, if the client started on March 3, 2011, 122
we will not have check stubs prior to that and we will not have 2010 W2s for that client. For the employee to log on, PayPros can send the company verbiage similar to the following that they can disseminate: You can now view your payroll check online. You will need to first establish a password and login. Please follow the steps below to log in: Go to https://www.onlineemployer.com/pai_web/oe/oe_start.aspx?ui=17802 Click on First Time Employee Login For the login, use both your last name and the last 4 digits of your social security number (no spaces in between) For password, use 2274XXXX, where XXXX is your unique client number with PayPros. Then, you will be asked to establish your own login and password. Please pay special attention to new security measures that are now in place. You must use certain punctuation characters that are listed. After you have established your login and password, you will be able to enter the site and view your checks. After clicking on Client Name, a screen will open and you will see Check View on the left-hand side. If you click on this, you will be able to view your checks since the first of the year. There are also other special features you may want to look at. Online Employer Employee Services Offers: Seamless integration of standard data between payroll and employee services modules. Password protection to ensure appropriate personnel access information. Track career information including salary, training and career development. Track employee personal information including; address, emergency contract information and life even changes. Ability for employers to build and maintain tiered benefits, including both employee and employer contributions. The option of using Timesheets is available, but at an extra charge as shown on the Price List. (We ll explain below). This option currently carries an additional charge per employee added to the charge for Online Option 1, which can be found on the Price List. 123
Online Timesheets This option is similar to Time & Attendance solutions, but it is included in the Employee Services module for an extra charge and employees enter their own hours into the timesheet. This option is great for really small companies that don t want Time & Attendance, but wants automated timesheets. Attorneys, accountants and companies with employees in many different locations with internet access like this system. The system allows employees to break down their day by department, task or job number. This all translates direct into the payroll breakdowns. This tool allows employees to enter hours worked from anywhere, 24/7. Online Timesheets provide employees with access to track their own vacation, sick and other time off instantly. Managers now have more information available when they need it. Online Timesheets offer: Ease of use No hardware or software to install. Access information instantly Managers and employees alike can enter hours worked, vacation used and track their attendance just by logging onto the Internet. Automatic email notification No more tracking down employees. Our online timesheets include a system that reminds forgetful employees to submit their timesheet. No double data entry All hours are recorded electronically to ensure accuracy. Increased productivity Supervisors are free from time consuming attendance management. Project tracking capability Easily manage and control the amount of time spent on specific projects or tasks. 124
General Ledger Interface Online Employer s General Ledger Interface allows the client (or their accountant) online access to payroll data with every payroll. The client instantly saves time, reduce errors and increase flexibility with the General Ledger Reporting tools available through Online Employer. Benefits of Online Employer General Ledger Interface Include: Wizards guide you through a one time setup to map your accounts to your payroll. Flexible solution to chart total net pay or each paycheck. Distribute payroll expenses to multiple accounts and/or departments. Improves accuracy, since there is no double entry. Direct online access by your accountant or auditor. After each payroll, a file instantly generates to provide electronic payroll data that can be applied directly to the general ledger. No third party involvement needed. ViewChoice Reporting ViewChoice is an archiving module that collects a copy of every payroll report, check stub, W-2, 1099, earning record and payroll tax return processed for the period selected monthly, quarterly, or annually. It is the last gray tab listed when the client logs into Online Payroll. ViewChoice Reporting Includes: Convenient, downloadable payroll reports and check images. Easy access to pay stubs, reports, labor distribution and payroll registers. Quarter-end reports are also available. All reports normally available to you in the Payroll module. You can download in PDF format, save, or print these reports. Replaces paper reports and eliminate extensive paper storage. Reprint W-2s, live checks, vouchers or reports right away and in your office. 125
Annual from-to check history is available for any period, for any employee. Export information from ViewChoice to a PDF file. Send a copy to your accountant or auditor at year end. 126