Pay-Net Online User's Manual
Quickly find the answers to your questions using our on-line user's guide for ePayentry, our web based payroll solution.
You may also download the complete manual to keep for reference.
 Introduction
- Introduction
Pay-Net Online™ is a 100% web based online payroll solution that you will find to be the easiest and most powerful online payroll system available.
- PNO Reporting
- 1: Standard Reports
- 1: Standard Reports
The
Standard Reports section lists all reports provided by the service bureau
including canned and custom reports written exclusively for the client. To search for a report in the listing, first
choose the Report Category the report pertains to. Most client reports will be in the ‘Company’
category but custom reports written for the client by the service bureau would
show under the ‘CUSTOM’ category. Other
categories are ‘Internal’, ‘Internal Company’, ‘Internal System’, and ‘System’
and most of the reports in those areas may not pertain to client reports. ** It may be best to choose the blank Report Category to capture all
available reports in the system. ** To
find a specific report, you can type in the Report ID, if known, but the true
search function of the page is the Title field.
Here, enter a word that describes the report being searched for, such as
‘register’, and all reports with ‘register’ in their names will be listed on
the screen. Be sure after entering
either a Report Category, Report ID, or Title to click the SEARCH button to
update the list of reports.
The
report listing that appears can be sorted by clicking on the header of each
displayed column (Report ID, Report Title, Report Type, Category). At any time, the listing can be changed back
to a full list of reports by clicking on the SHOW ALL button. 
<Figure 1.1.A>
Upon selecting a report
by clicking on the Run button to the left of the Report ID, the Report
Properties screen will open. Here, each
section will determine certain parameters that will be used during the creation
of the report.
Date Selection Options As a default, reports are set to run for the ‘Most Recent Pay Period’ but other ranges of dates can be set through the Date Selection pull-down menu. The standard ranges that appear in the list may change based on the chosen report and the data it pulls. If the report is to be run using a non-standard date range or for one payroll in the past, mark the box for Override Dates and choose the check dates to pull into the report by choosing the Begin and End Dates (check dates). Then click NEXT to continue setting report options.
<Figure 1.1.B>
Sorting and Sub-Total Options The options that appear in the Sort Order pull-down menu will change based on the chosen report and the data it pulls. Most reports will allow sorting by at least Name or ID. When choosing to run a report with employee detailed data, the Type you choose, ‘Detail’ or ‘Summary’, sets the report to either show all employee detail or just give totals. The combination of using a Sort Order based on organization structure and a Type of ‘Summary’ will provide totals by organizational structure. All reports with hours and amounts have a totals section at the end of the report. 
<Figure
1.1.C>
Record Filtering Options As a default, reports
are designed to pull all employees into the selected report. To filter the report to contain certain
“like” data, choose a selection from the Filter 1 pull-down menu. The options will differ based on the report
chosen and the data it pulls. In some
cases, the filtering will be by department (see Figure 5.1.D). In the From and Thru pull-down menus, choose
the range of values to pull into the report.
If there is an additional range to be included, the final pull-down can
be changed to ‘OR’ if another range of the same filtering type is used or ‘AND’
if the Filter 2 will be for a different filtering type. For example, let’s say the report needs to
contain a range of departments and only active employees. Filter 1 could be for the department, choose
‘AND’ for the combination, and then status as the Filter 2.
<Figure 1.1.D>
Additional Options Differing from report
to report, there are usually options that can be changed on the report. There are three types of Value entries that
exist in the system that can be found in this area: pull-down menus, check
boxes, and entry fields. Simply read
each report formula option and make a choice in the Value column if a change is
needed on the report. It may take a few
tries before the report populates exactly as needed. 
<Figure 1.1.E>
Output Options
Most reports in the system
were designed for PDF use, there are many Output Format options that will allow
a report to be put into other useable formats.
Reports containing many headers, columns and page breaks may be exported
into other formats but the data may need to be “massaged” into a useable format
for the user. Output Format options
include comma separated, text, tab separated, Excel, and Word. As a default, the Notify Me When Completed
check box is marked which means the report will pop up automatically in a
separate window when completed. The
other report retrieval method is to have it emailed by marking the box for
Email Completed Report and entering a valid email address. 
<Figure 1.1.F>
By utilizing one of the Save
Options in the lower portion of the area, the report and its established
properties can be saved for quick running at a later time. To save the report and settings as a company
report in the Saved Company Reports sub-tab of Reporting, mark the check box
for Remember Settings and enter the report title. This report will then be available for any
user accessing the company. To save this
report for the user’s own use in the My Reports sub-tab of Reporting, mark the
check box for Save to My Reports and enter the report title. Then click the SAVE SETTINGS button when
complete.
From here, click the RUN
REPORT button to run the report or BACK TO REPORTS LIST to set up
properties/options for another report. 
<Figure 1.1.G>
- 2: Report Writer
- 2: Report Writer
Users of the system can create their own custom reports
through the Report Writer sub-tab. There
are no limitations to the Output Format of this type of report. 
<Figure 1.2.A>
From the main Report
Writer screen, reports that are already built can be Run which allows
properties to be changed, Run/Printed based on existing saved properties,
Edited, and Deleted. To add a new report
to the listing, click the ADD NEW REPORT WRITER REPORT button at the bottom of
the screen. 
<Figure 1.2.B>
The Report Type pull-down menu lists
all of the screens that contain reportable information. Keep in mind report writer pulls by screen,
not by payroll codes. For example,
the choice ‘Employee Deductions’ doesn’t provide a list of deductions taken
from an employee’s paycheck but what deductions they have set up on their
Deductions screen in the Employee Data area. Next enter a Report ID, a unique identifier
of the report and a brief description of the report in the Report Title
field. Then click the SAVE REPORT button
at the bottom of the screen to being writing the report. The screen will then update with tabs to be
populated for Fields, Sorts, and Filters and will provide a menu/tree on the
left-hand side of the screen to begin adding fields to the report.
Fields 
<Figure
1.2.C>
To begin adding fields to the report,
open the appropriate LIST of fields in the tree under Available Fields. As the tree branches out, fields may be
grouped together by type, as shown in Figure 5.2.C (EMPLOYEE LIST >
Demographic Fields). Simply click on a
field name to add it to the report.
Fields may also be found using the box above the field selection lists
on the left-hand side of the screen.
Enter any part of a field name to find the field and then select (click)
it from the available list. This function
is available on the Fields, Sorts and Filters tabs.
Be sure to click the SAVE REPORT
button when complete.
Once fields are added, there are
several formatting options that can be changed. 
<Figure
1.2.D>
Field To delete a field
from the list, click the Delete button (gray ‘X’). The order in which columns will appear on the
report can be altered using a drag-and-drop function. Click in the lower left corner of the line to
highlight the field, and using your mouse, drag the field into the correct
placement. Heading The system-designated
header of each column is displayed for use on the top of reports in PDF
format. To alter the header, simply
change the wording. Be aware of the size
of the field (Length) so the header isn’t cut off on the report if the
description is too long. Length Enter the number of
characters of spacing to be utilized for the specified column on the
report. It is often necessary to lower
the number of characters displayed to fit more information on a report (less
characters means more columns on a page).
The Length doesn’t affect CSV type reports but is used as a standard
building mechanism for TXT files. Decimals For any column that
will display a numeric value, the default for decimal places is 2 but can be
updated here. Justify In cases where the
value of the column doesn’t take up the whole Length of the space, dictate
whether the data moves to the left or right side of the column. Fill When the value of a column doesn’t fill up the entire
Length, the remaining space can be filled with the character entered. This is mostly used when creating TXT files. Show
0 For any column that will display a numeric value,
column will initially be blank for an employee with no value in the column. To show a ‘0’ or ‘0.00’ instead, mark the
check box. Total For any column that will display a numeric value, the
system will default to show a Total at the bottom of the column containing the
numeric values. To turn the totaling
off, unmark the check box. No
Punctuation This
option removes any punctuation from the values in the specified column. No
Periods This
option removes any periods from the values in the specified column. Overpunch The
Overpunch format replaces the last digit in the field with a character that is
based on the last digit and whether the value is positive or negative in value. Uppercase To
set all letters in a column capitalized, mark the check box. Multiplier This
field provides the ability to take a field that is an amount and multiplying it
by a factor to display a new amount on the report. This may be used to see wages multiplied by a
rate to calculate employer taxes.
Sorts
<Figure
1.2.E>
Once all data fields have been added
to the report, the order and groupings in which the information appears on the
report can be set in the Sorts area. In
most cases, it makes sense to sort the data on the report by one or more of the
fields on the report but that isn’t necessary.
Using the same method for finding and placing fields on the report, add
the sorting fields to grid. For
example, to sort a report in alphabetical order, select the ‘Last Name’ and
‘First Name’ fields from the EMPLOYEE LIST > Demographic Fields. To group data on the report into sections,
mark the Sub Total check box. HINT: Do not use Sub Total for name as it will cause a
subtotal line for each unique name. This
is usually used when grouping employees by department, status, or type.
Be sure to click the SAVE REPORT
button when complete.
Filters 
<Figure 1.2.F>
While the Sorts function changes the
order in which information will be displayed on the report, the Filters
area designates parameters for which
data is allowed to be on the report or limited from it. Using the same method for finding and placing
fields on the report, add the filtering options to grid. Next select the Comp (comparison) value that
sets whether you want the field to equal, not equal, be greater than, less
than, greater than or equal to, or less than or equal to the Value
entered. In Figure 1.2.F, the report
calls for active employees only. The
Field to filter by is ‘ee.empstatus’ or the Employee Status, the Comp is ‘=’,
and the Value is ‘Active’ so the line reads that the employee status must be
equal to ‘Active’ to be pulled into the report. The same thought process would be used to
pull employees in only from a specific department, state, or other
identifier. The Value field will always
populate with the options built into the company.
Be sure to click the SAVE REPORT
button when complete.
To run the report as-is with
no new properties set up, simply click the RUN REPORT button. If this is a new report being written, the
report will automatically run in PDF format.
To update the report options such as date range or output format, click
the REPORTS LIST button at the bottom left of the screen and then select the
Run button next to the report in the list.
Follow the same instructions as detailed in section 1 of this chapter.
A
few helpful hints about writing reports…
- The report writer doesn’t pull distributed labor
(labor allocations).
- Fields may be chosen from multiple Report Types by
changing the type to open up a new field LIST (must SAVE REPORT first before
changing). Only two Report Types should
be chosen to pull fields from on a report.
- 3: Saved Company Reports
- 3: Saved Company Reports
Any standard or custom reports that
have been saved by a user of the company when the user marks the Remember
Settings check box when running a report, will appear on the screen.
Report Writer reports will also be displayed.
<Figure 1.3.A>
From the listing, reports
can be Run which allows properties to be changed, Run/Printed based on existing
saved properties, and Deleted from the list.
- 4: My Reports
- 4: My Reports
Any standard or custom reports that
have been saved by a user of the company when the user marks the check box Save
to My Reports when running a report, will appear on the screen. 
<Figure 1.4.A>
From the listing, reports
can be Run which allows properties to be changed, Run/Printed based on existing
saved properties, and Deleted from the list.
- 5: My Completed Reports
5: My Completed Reports
Report files run by a user will be
stored for a specified period of time based on the settings of the service
bureau. In most cases, the user can see
all of the reports they have run in the preceding 24 hours. To look at a report, click the View button. If the report won’t be needed any longer, it
can be deleted by clicking the Delete button. 
<Figure
4.5.A>
- Employee Kiosk
- Introduction
Introduction
In order for you to be able
to access the Admin Module, you should first register yourself on Employee Self
Service (you must be an employee to access the system). Next, access Pay-Net Online. If you do not have access, your Pay-Net
contact can access the ESS User Administration area for you. Your name should be found in the list of
employees and ‘Employee Role’ will be showing next to it. Click on the role and select ‘Admin’ from
the pull-down menu that appears. Then
click the disk button to save. You will
then be able to log back into Self Service to see the Admin module.
System Navigation
<Figure
I.A>
Navigating through system is accomplished
through the use of icons along the left-side of the screen for each module of
the application. Each module contains
several menus in them which can be seen by the folders/tabs located across the
top of the screen.
- 1: Home
- 1: Home
Upon entering the system, you are brought to the Home module. This area houses check information, helpful websites provided by your employer and access to update your user settings/account.
1.1 Last
Check
Your
most recent check will be highlighted in the listing and details about the
check show in the lower portion of the screen.
Each check date, your paycheck information will update providing you the
means to see the details behind the calculation of your check as well as the
option to print the statement/voucher as well.
Year
Located above the checks listing will be multiple
years (based on how much pay history has processed for you in the system). By clicking on a year, the checks paid to
you for that year will display in the listing.
To see the
details of a specific check, simply click on the VIEW button.
Printing a Voucher Click the RUN REPORT button to display a copy of
the selected check stub which can either be saved to disk/computer or printed.
1.2 Links & Documents
Information may be provided to you and your employees
(by a payroll-system contact) with specific websites that you may find useful
and documents relevant to your employment.
Links Each Link shown
on the screen is an external website you may click (on the icon) to see. Examples might be to look up a doctor who
takes your insurance or to see other software applications you may need to use
such as a timekeeping system.
Documents Change forms, direct deposit forms, employee
handbooks or other employee-relevant information may be displayed here.
<Figure 1.2.A>
1.3 Account Settings
At
any time, you may update your Self Service password and email address (if email
address was required during registration).
If your employer has provided you with access to other payroll-related
software, you may enter your logins for those here also to allow for single
sign-on. Single sign-on allows you to
toggle between Self Service and that specified product by clicking the My
Applications link in the upper right-hand corner of the screen.
<Figure 1.3.A>
- 2: Personal
- 2: Personal
The Personal Module allows
you to view information your company has stored for you in the payroll system,
not all of which affects payroll directly.
Here you can view things like your address, pay rates, deductions, taxes
and direct deposits.
2.1 Demographics Home
of the most basic employee information, housed here are your legal name,
address, contact information and other personal data.
<Figure 2.1.A>
2.2 Dept/Position The
information housed on this screen is primarily used by your employer to track
information about the job you are assigned to do and who you report to.
<Figure 2.2.A>
2.3 Dependents Typically
specified when enrolling in insurance and benefits, the dependents you specify
may be stored in the system by your employer for reporting purposes. They would be stored here.
<Figure 2.3.A>
2.4 Emergency Contacts It
may be necessary for your employer to contact someone in case you are injured
or sick on the job. Your employer may
choose to store this information on this tab.
<Figure 2.4.A>
2.5 Taxes Anytime you update your W4 (tax elections), your employer
will update the payroll system so your most recent elections are displayed
here. From this screen, you can pull up
a “dummy” copy of your existing W4 based on the information that is displayed. To do this, simply click on the RUN REPORT
button next to the tax code.
If you need to change your elections, you may click on
the EDIT button and a W4 will be displayed with your demographic information
already filled in. You can then print
the form, fill out the remainder and return it to your employer.
If your employer has stored tax changes as
history (by using begin and end dates) you can see the history by marking the
box to ‘Include Inactive Tax Records’ above the tax code listing.
<Figure 2.5.A>
2.6 Direct Deposits As you change bank accounts or add one, your employer
will update the payroll system so your most recent direct deposit accounts and
elections are displayed here. From this
screen, you can pull up a “dummy” copy of your direct deposit election form
based on the information that is displayed.
To do this, simply click on the RUN REPORT button next to the account.
If your employer has stored direct deposit
changes as history (by using begin and end dates) you can see the history by
marking the box to ‘Include Inactive Direct Deposits’ above the accounts
listing.
<Figure 2.6.A>
2.7 Deductions The
amounts being taken from your paycheck to cover items such as insurance, loans,
and retirement funds will be listed here.
You can see the amount being withheld, the last time it was taken, the
amount withheld year-to-date (YTD) and any goal that may be set to stop the
deduction.
If
your employer has stored deduction changes as history (by using begin and end
dates) you can see the history by marking the box to ‘Include Inactive
Deductions’ above the deduction code listing.
<Figure 2.7.A>
2.8 Pay Rates The
amount being paid to you either per hour or as a salary can be found on this
tab. If you get paid differing amounts
based on specific work you do, you may see more than one rate listed. With each one, you can see if the rate is applied when working a specific job or in a
specific department. Also listed under
the Employee Pay Settings are your pay/tax frequency and hours associated with
your salary, if applicable.
If your employer has stored rate changes as
history (by using begin and end dates) you can see the history by marking the
box to ‘Include Inactive Deductions’ above the rates listing.
<Figure 2.8.A>
- 3: Time Off
- 3: Time Off
Time Off Balance Displayed
here are your balances of paid time off such as sick or vacation time, if your
employer is tracking that information through the payroll system. On top of seeing your available time off
balance, you can see the time used and any probation time if you are a new
employee and cannot use your balance right away. 
<Figure 3.1.A>
**
There may be an additional tab in this Module that you can access. Please see details in section ‘6: Additional
Features’ of this document. **
- 4: Pay History
- 4: Pay History
Check History As
your paychecks become available online, they are placed into this area for
viewing and for printing stubs (just as you can in the Home > Last Check
screen). From this screen, you can look
at YTD amounts and be able to print a report based on the totals.
<Figure 4.1.A>
Year Located
to the right of the checks listing will be multiple years (based on how much
pay history has processed for you in the system). By selecting a year in the drop-down menu, the checks paid to you
for that year will display in the listing and be totaled at the bottom of the
page.
Printing a Voucher Click
the RUN REPORT button next to the specific check date to display a copy of the
check stub which can either be saved to disk/computer or printed.
Printing Details Click
the RUN REPORT button under the Totals section to display a Compensation Detail
report which can either be saved to disk/computer or printed. This report provides per check information
and totals by each quarter of the selected year.
<Figure 4.1.A>
** There may be an
additional tab in this Module that you can access. Please see details in section ‘6: Additional Features’ of this
document. **
- 5: Management
- 5: Management
For each area an employee
can change, you as an administrator can change the same fields on their records
as well. Along with those rights, you may also grant
yourself access to issue pay rates and to approve time off requests as well.
5.1 Employee
Search You
can search for an employee by filtering for certain information. You can create an on-screen view of employee
lists based on specified criteria.
<Figure 5.1.A>
The
following criteria can be used to filter your employee list: Sort You
can list the employees in a specific order.
By default, all employees will be in alphabetical order. The list of preset sorts includes employee
ID, department, social security number, and employee status.
Filter Used
in conjunction with the Sort function, the Filter allows you to select a
specific group of employees. For
instance, in Sort, you can select ‘Name.’ In Filter, you can limit the employee list to only ‘Active
Employees’. The returned list of
employees will be all active employees in alphabetical order. All Filters are customizable.
Cost Center You
can limit your employee list to include only the employees in a cost center,
based on your selections in the Branch and Department dropdown lists (level of
department structure). Keep in mind, a
company can have five levels of cost center structure and each would be
selectable here.
Name You
can search your available employees for a specific name(s) by typing the full
or portion of the name. Your employee
list will then reflect anyone meeting your search term.
Emp ID You
may search your available employees for a specific employee identification
number by typing it in the Emp ID field. Any employee whose ID contains your search term will be displayed
in the search results.
5.2 Employee PersonalYou
have access to change fields on your employees’ records through this area. The fields they have access to change in
Self Service are the same fields you can access as well. You’ll have access to Demographics,
Dependents, Emergency Contact, Taxes, Direct Deposit, and Pay Rates (which
cannot be changed by the employee).
Just above the tab listing is an employee search function to jump to another
employee. Simply begin typing the
employee’s name in the box or click on the down blue arrow to pull down a list
of your employees.
<Figure 5.2.A>
To
perform a pay increase on an employee (if given the access), click on the PAY
RAISE button at the bottom of the Pay Rates area. In the pop-up box, select the Pay Raise Type, Effective date of
the raise, the Raise Amount (based on the Type elected), and then click APPLY
RAISE. You will then be able to set any
allocations on the main Pay Rates screen.
Be sure to click SAVE when complete.
<Figure 5.2.B>
5.3 Employee Time Off Displayed
under Time Off Balance are your selected employee’s balances of paid time off
such as sick or vacation time, if your employer is tracking that information
through the payroll system. On top of
seeing their available time off balance, you can see the time used and any
probation time if they are a new employee and cannot use their balance right
away.
<Figure 5.3.A>
You
may request time off on behalf of the selected employee in the Time Off Request
area, if you’ve set up the access.
Please see section 9.3 in this document for instructions.
<Figure 5.3.B>
5.4 Time Off Management Identifying
employees who were scheduled for time off is made possible in this area. On top of seeing employees who have had time
approved, you can also see the employees whose have pending requests. After the date passes, you can mark if the
employee actually took the time off (Yes, No, Not Sure) and if they took a
different number of hours (Adjusted Hours).
This information will allow you to maintain their correct time off
balance. ** Currently this
information does not feed into payroll and is for viewing purposes only. **
<Figure 5.4.A>
- 6: Changes
- 6: Changes
Pending/Approved ChangesThis
area will not display any information.
You are unable to make changes to your own information. All changes should be submitted to your
ReadyPay contact.
- 7: Approval
- 7: Approval
When a request is made by
an employee and it is your turn to approve the item, you will not only see an
orange bar across the top of Self Service signaling the requests, but you will
also have the changes shown in your Approval Module. You may click on the requests in the orange header to be taken to
the Approval Module.
7.1 Pending
Approval
All
employee record changes to be approved by you will show in this area. Each request may be made up of several
fields and you have the ability to pick and choose what you want to approve and
what you need to decline. By clicking a
RED X button, you are declining the item.
By clicking a GREEN CHECK button, you are approving. For each item you decline, you will be asked
to provide a reason for your action which we be displayed for the employee in
their Self Service.
<Figure 7.1.A>
7.2 Time Off Requests To
review the request, click on the VIEW button next to the employee’s name. You may click on the Calendar View to see
all employees’ time off requests. In
the Calendar View, there is a checkbox in the upper left-hand corner of the
screen to Show Completed Requests so you may get a good view of everyone who is
off on a particular day. You may click
on a request (yellow item) to review the details.
<Figure 7.2.A>
Once
the request is open, you will be able to review the type of request, the number
of hours and dates being requested off, and what the employee’s accrual balance
would be should the request be approved.
Any transactions regarding that particular policy will be displayed to
the right of the balance information.
The bottom of the screen provides a look at the days of the week the
request affects.
<Figure 7.2.B>
7.3 Approval History All
requests that have either been approved or declined by you will be displayed in
this section with the most recent being first.
<Figure 7.3.A>
- 8: Admin
- 8: Admin
Allowing your employees to
change their own information in Employee Self Service is completely defined by
your role as Administrator. To allow
changes, you must set up an approval process to ensure someone verifies the
information being changed.
8.1 Organization
Structure To
set up change approvals based on your company’s existing cost center
(department) structure, you must first select which levels are to be used in
the approval process (Used?) and in what order these levels will do the
approvals. It is not necessary to have
managers of each level do approvals.
For instance, if your top tier of structure is Division and your lowest
is Department, you’d probably want changes to reach the Department managers
first so they would be ‘1’ in Order and they may be the only level to approve
changes.
<Figure 8.1.A>
8.2 Approval Managers If
using Organization Structure, the Approval Managers area will open up for you
to select the manager for each cost center code. The managers must first be set up as supervisors in Pay-Net
Online. If they are tied to the cost
center in Pay-Net Online, they will already be displayed next to their codes in
Self Service.
<Figure 8.2.A>
8.3 Approval Groups To
set up change approvals based on other factors such as employee status,
employee type, auto-pay type and user defined options, you should first click
the ADD button to set up the new Approval Group. Enter a Name and Description for your Group. If you want someone other than an
Administrator (or before the Administrator) approve changes from the group,
select an Approver from the pull-down menu (list of employees in your company).
<Figure 8.3.A>
To
filter your employees for the group, first select the Employee Filter. For instance, if you want to create a group
for active employees, you would click on the VIEW button next to Employee
Status. Your filtering options are:
One Of Select
from available codes to form a grouping of applicable criteria
Not One Of
Select
from available codes to from a grouping of codes that do not meet your
requirement
Starts With
Allows
criteria to be set using the first few characters of a field selection (ex.
Using ‘Sa’ for Salary)
Contains
Allows
criteria to be set using any string of characters of a field selection (ex.
Using ‘alar’ for Salary)
Equal
Available
codes used in Pay-Net Online will be shown to select your exact criteria
<Figure 8.3.B>
Once
your group is saved, you will be able to see how many employees belong to the
group, how many employees are in more than one group, and how many are not
assigned in the group.
<Figure 8.3.C>
It is possible to see Cost
Center codes in the Approval Groups area as well. You may have a second person that needs to approve changes for a
cost center or perhaps you do not want to set up the Approval Managers so you
can include further filtering. Those
approvers can be set up through Approval Groups.
8.4 Approval
Configuration As
a default, all screens and fields are read-only to your employees. In this tab, you are able to “open up”
tabs/fields for editing by employees and secure those you don’t want them to
change. There are five Personal tabs
available for editing by employees; Demographics, Dependents, Direct Deposits,
Emergency Contacts and Taxes. You also
can allow for Time Off requests and Pay Rates changes (for
managers/administrators only). To allow
access for changing a tab, you should mark the check box for ‘Enable field
level approval configuration’. You
should also set the approval process by choosing which of the following
approvals should be made in the process:
Approval Not Required Changes
made to the tab by employees do not have to be approved
Read Only? No
access to change fields on the tab by the employee (read further to see
overrides)
Cost Center A
cost center Approval Manager should approve the requests for the tab (will
display if the Organization Structure area is in use)
Group Admin An
Approval Group approver should approve the requests for the tab
Admin Any
Administrator in Self Service should approve the requests for the tab
<Figure 8.4.A>
Next
to the tab name will be a small white triangle you can click on to expand the
tab selection. Underneath you will find
an area for Approval Groups and Fields where you can override the tab
approval. The Approval Groups area
allows you to route the approval process through different channels than just
your main approver. Under Fields, you
can change the approval method for a specific field by marking the check box
for ‘Override Approval?’ and selecting a different approval process.
In the below example, the
Administrator receives all changes for changes made to the tab by employees,
but under fields, Birth Date, First Name, Last Name, and Middle Name have been
marked as ‘Read Only?’. This allows the
employee to make changes to all fields except those. The Work Phone and Work Phone Ext are also overridden but those
fields can be changed. The changes
would be sent to the Division manager for approval only.
<Figure 8.4.B>
8.5 Employee Approval
View To
get a snapshot of the rights you have provided your employees for making
changes, you may search for an employee by entering their name or selecting
them from a list. The screen will show
you each tab they can see and what approvals are set for them.
<Figure 8.5.A>
8.6 Approval Flow As an Administrator, you can see any approvals that
have been requested by employees regardless of who is next in line to approve
them. Here, you can see anything
Pending, Unassigned (not in an Approval Group), Completed, and you are also
given the ability to search for a transaction (historical) in Approval Search.
An Administrator can Approve or Decline a change
from the Pending screen even when the change is waiting to be approved by a
lower-tier manager. In other words, the
Administrator has final say/complete authority.
<Figure 8.6.A>
- 9: Additional Features
- 9: Additional Features
There are several features
of the system that are employer-elected and may be set up by you for your use
as well as for your employees. The
features are described in this section.
9.1 Statements
& Notifications One
of the key features of the system is your ability to receive your pay stubs in
an electronic format. Enrolling in
Electronic Direct Deposit Vouchers will stop the printing of paper stubs for
you. Simply CLICK TO ENROLL. If you used
an email address when registering your account on Self Service, you will also
be enrolled to receive Email Notifications when your stub is available online
on your check date. You can
un-enroll/unsubscribe at any time. ** It is not necessary to
enroll to receive your stub online.
This simply turns off paper printing. **
<Figure 9.1.A>
9.2 W-2 / 1099 Your
W-2/1099 may be issued electronically and made available to you in Self
Service. If available, the screen will
appear in the Pay History Module and you’ll need to read the Disclosure and
then CLICK TO ENROLL if you agree. You
can un-enroll at any time.
<Figure 8.2.A>
9.3 Time Off Requests Self
Service has functionality that allows you to request time off through the
system. This typically is used by
employers who do not have the request process built into their timekeeping
systems. To
request time off, access the Time Off Module and you will see the Time Off
History tab. Click on the type of
request you would like to make and complete the request in the box that
appears. Then click SAVE to submit for
approval. You can stop a request by
clicking the DELETE button so long as the request hasn’t been acted upon by an
approver. If you used an email address
during Self Service registration, you will receive an email letting you know if
your request was approved or declined.
<Figure 9.3.A>
- Online Reporting Portal
- Reporting Portal
- Pay-Net’s Online Reporting Portal
Welcome to the Pay-Net Online Reporting Portal. We have setup this portal to allow for the secure transfer of documents from Pay-Net to your company. Security is of the upmost importance to us and our Reporting Portal uses the latest in SSL security to ensure complete privacy to your payroll documents. This manual gives you a short overview of the Reporting Portal and how to use the features.
Please be aware, the Reporting Portal is not a storage facility. Periodically, old reports will be purged from the Portal.
Log Into the Reporting Portal: We suggest that you bookmark this site so it is easier to access in the future.
You will be presented with the splash screen:
Click on the “Login” button, top right, and you will be taken to the login page:
Enter the User Name and Password given to you. If this is the first time you have logged into the Reporting Portal, you will be prompted to change your password.
Note: You must re-enter your “Current Password”. Even though it appears to be filled in, you must re-enter your current password prior to entering your new password.
After you have successfully logged into the system, the following screen will appear. On the left side, you see folders for _All Clients, and your company folder. The _All Clients folder is for anything of general interest that we put out on the Reporting Portal for all clients.
If you click on your company folder, it will open up and show two other folders:
The Payroll folder contains your payroll reports and the Tax folder contains any tax returns we put there.
By clicking on the Payroll Folder, you will see all the various payroll runs you have on the Reporting Portal in the format YYYYMMDD:
Click on a payroll date, and your reports show up in the window:
At this point, you can double click on any report to open it and then you can save it to your system. Or, you can right click on the payroll folder on the left side, and one of the options is to “Zip and Download”. This option will combine all the payroll reports for that date into a “zip” file and then download it onto your system.
When the file has finished downloading, you can then unzip the file and print the reports. Be sure to logout of the Reporting Portal when you are finished.
Remember: The Pay-Net Reporting Portal is not a storage facility. Periodically, old reports will be purged from the Portal.
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