Payroll Portal- Employer Guide and Demo
Step-by-step instruction on how to process, submit, and
review your online payroll via our payroll portal.
PaySmart's payroll portal offers separate login systems for
payroll administrators and for
employee online access.
Administrators can assign other administrators with full access,
or assign clerks with limited access to payroll data. See
chart below:
Our employee portal can be activated or excluded from our online
payroll solution. If activated, employees will be able to
create their own user name and password automatically once a
payroll has been processed. Learn more about employee
online
payroll stubs.
Company
Setup
In order for our payroll portal to work, PaySmart must first
establish the company as an online customer, create and upload
company information to our secure web servers, and establish the
initial administrator for the company. Once completed, you are
ready to log in to the portal.
Payroll
Administration
Our Payroll Administration page is used by our clients to post
current payrolls and review reports from the past. The
login screen requires three pieces of data to enter including
the unique client ID, login name. and password:
After logging on to the site, the Payroll Administration page
will list the links for each of the available utilities for
posting payrolls and reviewing reports. The types of
utilities available will vary between Administrators and Clerks.
See chart above.
Payroll
Entry
The payroll entry process has two primary steps.
Until both steps are completed, the payroll cannot be submitted.
Step One
The first step is to select the pay groups that will be getting
paid along with the dates of the payroll run:
Check Date: For the dates, select from
the Check Dates calendar drop list or enter in the appropriate
fields.
*Note: Only one payroll can be processed per
Pay Group with the same Check Date and Pay Period Dates.
Number of Employees/Page: Choose the
number of employees you want listed per page on the next page
for processing the actual payroll.
Filters: If a payroll is only going to be
ran for employees in a particular location and/or department, or
only for one individual employee, then these filters can be set.
Continue: Click continue to go to Step 2.
IMPORTANT:
Once you click, the settings on this page can't be changed
unless you void the payroll to start over.
*Note: This process must be done by a
Payroll Administrator. It can't be done by a Clerk.
Step Two
Add Employee: Select this button to open
the utility to add a new employee to the company (see Add New
Employee below).
Holds: Select this button to open the utility
used to place holds on deductions for all employees in the
payroll (see Holds below).
Cancel: Select this button to cancel all the
changes made on the enter pay data sheet. When prompted,
click OK to save changes or Cancel to cancel changes.
Save: Select this button to save all the
changes made to the data entered on this screen.
Employee Entry Line
Each employee in the payroll will have a section that lists the
assigned pay types and the wage. Here the units, hours and
override wages are entered. Additionally, under the
employee name are three links that have options for modifying
the employee's payroll information (see Add Pay Type,
Deductions, and Holds below).
*Note: A payroll Clerk can't see the Normal
Wages, Override Wages, or Total Pay columns of the data entry
sheet.
Add New Employee
New employees can be added to the company and have pay
information submitted with the payroll. Click the Add New
Employee button on the Payroll Entry screen to bring up the form
to add the new employee.
*Note: A payroll Clerk does not have access to
this feature of Payroll Entry.
Fill in the fields with the information for the new employee.
Any field marked with a red star is a required field that must
be filled in to submit the form.
Additional Instructions: Any information
entered into this field at the bottom of the form will be posted
on the email that is sent automatically to your PaySmart Payroll
Specialist.
After the Save button is pressed, the second portion of the Add
New Employee form has the employee wages that can be added.
New Pay Type - Employee Wage
Any items entered on this screen are for the purpose of paying
the new employee in this payroll. Select the pay type for
wages the employee will receive, enter units, hours and wage
just like on the Payroll Entry page. Click the Back button
when done entering wages to return to the Payroll Entry page.
*Note: Once pay has been entered for a new
employee, the amounts can't be changed after hitting the Back
button.
Add Pay Type
This utility is used to either add 1) a new line to the list of
pay types for an employee on the Payroll Entry page or 2) a new
pay type to the employee setup.
Employee Pay Types: This is a list of pay
types currently in the employee setup that can be added to the
Payroll Entry screen to pay wages for this payroll. Select
the pay type and then hit the Save button.
Additional Pay Types: This is a
list of all pay types setup for the company. If the
employee needs to be paid for a pay type that is not in the
employee setup, then the pay type can be added by selecting the
pay type and clicking the Save button.
*Note: A payroll Clerk does not have access to
this feature of Payroll Entry.
Deductions
This utility is used to manage any deductions that the employee
has in their setup. To view deduction detail or make
changes to the deductions, select the Edit button next to the
appropriate deduction.
The only changes that can be made to a deduction are Start/End
Date, Year-to-Date Maximum, Lifetime Maximum, Fixed Amount, and
Maximum Per Check.
To apply any changes to this screen, click the Save button when
done.
*Note: A payroll Clerk does not have access to
this feature or Payroll Entry.
Holds
A hold can be placed for one or more deductions for the payroll.
These holds can be applied to a single employee or to all
employees in the payroll. Additionally, the hold can be
configured as a one-time only or a permanent hold.
Select Deduction: From the list of
deductions in the company, select the deduction that you want to
apply a hold to.
Affects: Indicate whether this should apply to
a single employee or all employees.
Hold is for: Indicate whether this hold will
occur once or permanently.
Affects Separate Check: The hold can be
configured to only apply to the specific check if an employee is
to receive more than one check. Alternately, a special
check number can be setup with permanent holds so that when
future payroll are done, the hold does not need to be
reconfigured, the check number just needs to be set in the
payroll entry.
Save: Click this button to create the Hold.
The bottom portion of the table will list all current holds for
the employee or the company. If a hold is incorrect or no
longer needs to be applied, click the delete button to remove
the Hold.
Submit Payroll
After all of the payroll information has been entered into the
Payroll Entry screen and the Save button is clicked, the Submit
Payroll screen allows for the review of the total prior to
posting the payroll.
Modify Payroll: If any changes need to be made
to the payroll before posting, click this link to go back into
the Payroll Entry screen.
Submit Payroll: Once all the totals have been
confirmed and the payroll is ready to be posted, click this
link. An "Export Successful" note will display when
complete.
*Note: Once the Submit Payroll link is clicked,
there is no way to back up and make changes to the payroll run.
The payroll administrator will need to contact your PaySmart
Specialist to make any changes.
Review Payroll Runs
Once payrolls have been submitted to PaySmart, the payroll
administrator can at a later time review the information that
was submitted. The Review Payroll Runs table lists the
past payrolls.
Select the Summary link for the payroll that you want to review.
This will bring up the Summary page, or select the Details link
to bring up the Details page.
Summary
The Summary report of the submitted payroll will give the
totals, totals by pay type, and totals by department.
Details
The Details report of the submitted payroll will give the totals
and a detailed breakdown by employee similar to the Payroll
Entry page.
Employee Pay Review
Here, the payroll administrator has the capability to view a
copy of individual payroll check stubs. The employees are
listed in alphabetical order by last name, but it also lists
their department and social security number.
Click the View link next to the employees name to see the list
of checks in the system.
Each paycheck for the employee is listed in order by check date.
It also shows the gross and net pay amounts. Select the
View link next to the check date to view the pay stub.
Reports
Once the payroll has been processed by PaySmart and an update
file is sent back from our internal servers to our online portal
hosting servers to update the system, the Payroll Administrator
will have access to reports for the payroll. Our VPN
servers automatically communicate every 30 minutes.
The first five report are reports based on a single check date.
To view a report, select from the drop down list of available
check dates and click the Submit button at the right of the
report.
The sixth report available has the capability of filtering by a
range of check dates. This can cover a period of a single
check, month, quarter or year. Enter the dates then click
the Submit button.
My Info
This page can be used to view or modify the password or contact
email for the administrator or clerk that is currently logged
into the Payroll Administration area back to the login page.
Log Out
When this link is clicked, the Payroll Administrator or Clerk
will be logged out of the Payroll Administration area back to
the login page.
|
