Web Payroll
User Guide
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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 (www.payrollmadeeasy.com). Click the WEB PAYROLL Button.
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Depending on your browser specifications the following screen may appear. In order to use the web product please click the Accept button.
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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.
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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.
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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.
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Company
Overview
The following company information is available for viewing: 1. Name
2. Address
3. Telephone Number
4. Bank Account Information 5. Email 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.
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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.
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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.
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Use the Drop-Down menus to add the state. The remaining Drop-Down menus will populate with the default information. Enter exemption information.
Click .
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Leave the Rate Number as 1. Enter the Hourly Rate amount. Click “Yes” for Primary Rate
Click .
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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.
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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.
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If the employee is required to pay child support click .
Add case number, child support agency, and any other relevant information concerning the employee.
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Click to add a recurring deduction (insurance, 401(k), child support, loans, etc.) for an employee.
Use the Drop-Down to select the scheduled deduction. Complete the required fields.
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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 .
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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
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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.
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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.
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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.
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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.
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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
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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.
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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.
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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 email your Payroll Solutions representative click the E-mail 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.
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Select the applicable E/D Code and click . Enter amount (or hours).
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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.
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Task Processing Queue
Overview
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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.
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Payroll Filter
Choose the check date payroll periods for your report including payroll periods that have not yet been processed.
Misc Filter
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Employee Filter
Choose the employees you want on the report.
DBDT Filter
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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.
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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.
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