Reference Guide. Table of Contents

Transcription

1 Table of Contents Hire an Employee... 2 Adding a Direct Deposit Account to an Employee... 4 Deductions... 5 Adding a Pay Rate... 8 Additional Earnings Taxes Terminate an Employee Employee Info Note: This is not a comprehensive user guide, just a quick overview of the major aspects of the system. For more information on all functionality, click the Get Help link in the top right of the Perform application.

2 Hire an Employee Users will need to add new employees to the system before they can be paid. This process is simplified in the system by using the New Hire feature. Follow the steps below to hire an employee: Go to the Manage Employees module of Paycor Perform. Click on the button. If you have access to multiple clients, you must select the necessary client and click. There are multiple screens that must be completed when hiring an employee. Complete the necessary fields (all required fields will have an ). As you progress through the pages, a green progress bar will mark your completion percentage. On the Hire screen, review the Summary information. If correct, click. The confirmation box on the Employee List screen will appear in green once the employee is officially hired into the system. Screenshots are continued on the next page. Page 2 Copyright Paycor Inc. All Rights Reserved Updated: 6/3/14

3 Note: You can remove access or configure additional access under the Manage Security tab. Updated: 6/3/14 Copyright Paycor Inc. All Rights Reserved Page 3

4 Adding a Direct Deposit Account to an Employee Clients are able to set up Net Direct Deposits or Partial Direct Deposits for any employee. Note: It is important to be aware that Paycor does not pre-note direct deposit accounts. Clients should verify all direct deposit information when entering it into the system. Follow the steps below to select an employee: In the Manage Employees module of Paycor Perform, click on the employee s name. In the left navigation menu, click Compensation, then Direct Deposits. Click. Enter the Routing Number. Note: After entering the routing number, the bank name will automatically populate in the Bank Name field. If this information is incorrect, contact your consultant. Enter the Account Number. Indicate whether the account is a Checking or Savings. Select Net as the deposit type. Click. Page 4 Copyright Paycor Inc. All Rights Reserved Updated: 6/3/14

5 Deductions A deduction code is a code or abbreviation used in payroll in order to identify amounts that are deducted from an employee s pay. In this system, users are able to configure deduction codes and attach them to individual employees as needed. Note: It is necessary to first add a deduction code at the company level in order to later use that deduction code for an employee. Follow these steps to work with an employee s deductions: Step 1: Adding a Deduction to an Employee. Step 2: Viewing and Editing a Deduction already assigned to an Employee. Step 1: Adding a Deduction to an Employee. Follow the steps below to add a deduction to an employee: In the Manage Employees module of Paycor Perform, click on the employee s name. Using the left navigation menu, open Compensation. Then click on Deductions. Click the button located in the middle of the screen. Select the appropriate deduction from the dropdown menu. The system will display the deduction code and its details. Make any necessary changes for this individual employee including when the deduction should begin? Global Rules for the deduction will be displayed. Click if there are specific rules, like Deduction Caps, for the individual employee that needs to be set up. Then click. Screenshots are available on the next page. Updated: 6/3/14 Copyright Paycor Inc. All Rights Reserved Page 5

6 Page 6 Copyright Paycor Inc. All Rights Reserved Updated: 6/3/14

7 Step 2: Viewing and Editing a Deduction already assigned to an Employee. Follow the steps below to edit a deduction for an employee: In the Manage Employees module of Paycor Perform, click on the employee s name. Using the left navigation menu, open Compensation. Then click on Deductions. All deductions attached to this employee will be displayed. Highlight the appropriate deduction to display the deduction details. Click the action button. Then make any necessary edits. Click on the link Edit Limit Rules to make adjustments to any employee-specific rules (Deduction Caps) that have been set up. Click. Updated: 6/3/14 Copyright Paycor Inc. All Rights Reserved Page 7

8 Adding a Pay Rate A pay rate is an amount that is used when calculating the employee s earnings for the pay period. The system allows users to add hourly and salaried pay rates, track pay rate history, and establish future pay rate changes. Note: It is necessary to add a pay rate at the employee level before it will be permanently available in the pay grid. While users can always type over any rate in the pay grid, the Manage Employees module allows the user to create a pay rate that will be available for use during any pay period. Follow these steps to work with pay rates for an employee: Step 1: Adding a Pay Rate to an Employee. Step 2: Viewing and Editing Pay Rates already assigned to an Employee. Step 1: Adding a Pay Rate to an Employee. Follow the steps below to add a Pay Rate: From the Manage Employees module of Paycor Perform, click on the employee s name. Using the left navigation menu, click Compensation, then Pay Rates. The employee s current rate of pay will display. Click button at the top of the screen The Add Pay Rate window will appear. Enter the following information: Field Options Rate # Description Pay Rate The next available Rate # will display. Users may rename the description by typing directly into this field. This is a 20-character field, and the description will appear on payroll reports. Enter the amount of the employee s pay rate. Effective Date Reason Select the rate type from the drop-down list: /hour = will calculate recorded hours with the entered Pay Rate. /pay = will pay the amount entered in the Pay Rate field. The effective date will default to the next period end date displayed in the Pay Employees module. Users are able to enter a date 13 months in advance if desired (Note: If an effective date falls in the middle of the pay period, this rate will be paid for the entire pay period). The reason helps to maintain a historical record for each pay rate. Select one of the predefined reasons from the drop down list, or type a new one. Click. Screenshots are available on the next page. Page 8 Copyright Paycor Inc. All Rights Reserved Updated: 6/3/14

9 Step 2: Viewing and Editing Pay Rates already assigned to an Employee. Note: It is important to know if a new pay rate should truly be added, or if the user actually wishes to change the existing pay rate. If unsure, contact your consultant. Follow these steps to edit a pay rate for an employee: From the Manage Employees module of Paycor Perform, click on the employee s name. Using the left navigation menu, click Compensation, then Pay Rates. The employee s current rates of pay will display. Locate the rate that should be edited. Click the window where you can edit any needed fields. action button to open a pop-up Click. Updated: 6/3/14 Copyright Paycor Inc. All Rights Reserved Page 9

10 Additional Earnings Additional earning codes are used to identify earnings paid to an employee in a predetermined amount and frequency. The Manage Employees module allows the user to establish these scheduled earnings for individual employees. Note: It is only necessary to add an earning at the employee level if the earning is to be automatically added to the employee paycheck. Earnings amounts that are added on a pay-by-pay basis are entered in the pay grid. Adding an Earning to an Employee. Follow the steps below to open the employee and navigate to add an additional earning: In the Manage Employees module of Paycor Perform, click on the employee s name. Using the left navigation menu, click Compensation, then Additional Earnings. Any current earning codes will display. Click. Select the appropriate earning from the dropdown menu. Populate the appropriate information: Field Options Select Earnings Code/Description Hours Amount Rate Factor All earning codes available at the company level will be displayed here. Select the earning code to be added for this employee. The code and description for the selected earning will be displayed. Enter the standard hours for this earning (if applicable). Enter the dollar amount this earning pays (if applicable). Enter the rate used to calculate this earning (if applicable). Enter a factor if required to calculate this earning (this is typically used when custom equations have been built. If unsure whether a factor is required, contact your consultant). Click. Once added, you may view and edit additional settings. Screenshots are available on the next page. Page 10 Copyright Paycor Inc. All Rights Reserved Updated: 6/3/14

11 If necessary, delete or turn off an earning. Occasionally, users may find it necessary to delete earnings codes at the employee level. Note: Users are only able to delete an additional earning if it has never previously been used to calculate the employee s pay (if the additional earning has already been used, there is history attached which would be needed to calculate accurate year-end totals). As an alternative, users may indicate that the earning should stop by unchecking the Calculate checkbox. Follow the steps below to delete an additional earning at the employee level: In the Manage Employees module, click on the employee s name. Using the left navigation menu, click Compensation, then Additional Earnings. All additional earnings attached to this employee will be displayed. Highlight the appropriate item to display the details. Click. Confirm your decision by clicking Yes. Updated: 6/3/14 Copyright Paycor Inc. All Rights Reserved Page 11

12 Taxes A tax code is a code or abbreviation used in payroll in order to calculate taxes on an employee s earnings. All US tax codes already exist within this system; however, the user must select which taxes they will need in order to process their payroll. Users may add appropriate tax codes to individual employees in the system. Follow these steps to work with an employee s tax setup information: Step 1: Adding a Tax to an Employee. Step 2: Setting up additional Tax Handling requirements. Step 1: Adding a Tax to an Employee. Follow the steps below to add a tax to an individual employee: In the Manage Employees module, select the appropriate employee and click their name. Using the left navigation, open Compensation. Then click on Taxes. Click Select the appropriate tax from the dropdown menu. Note: It is necessary to add a tax code at the company level first in order to later use that tax code for an employee. The system will display the selected tax code and its default details. Make any necessary changes for this individual, and click. Page 12 Copyright Paycor Inc. All Rights Reserved Updated: 6/3/14

13 Step 2: Setting up additional Tax Handling requirements. Follow the steps below to edit a tax for an individual employee: In the Manage Employees module, select the appropriate employee and click their name. Using the left navigation, open Compensation. Then click on Tax Handling. If the tax allows, you may make changes to the following: Field Indicates Tax Withholding Frequency Local Tax Processing Tax Exempt Reason Multi State Withholding Options include: Use paygroup frequency, annual, Biweekly, Daily, Monthly, Quarterly, Semi-annual, Semimonthly, and Weekly Options include: % Labor Dist Allo-NR, % Labor Dist Allocation, % Labor Dist-No Org, Manual Labor Dist- No Org, Manual Labor Dist-NR, and Manual Labor Distribution. Options include: None, Clergy, Co-op, Minor, MQGE, Nonimmigrant Alien, Other Exmpt Service/Pay, Sole Prop. Child, Sole Prop. Parent, Sole Prop. Spouse, and Statutory Employee. Options include: MSA Athlete/Entertainer, Multi State Allocation, and No MS Alloc/No Org. Click. Updated: 6/3/14 Copyright Paycor Inc. All Rights Reserved Page 13

14 Terminate an Employee Users will need to terminate employees in the system before they will be removed from the paygrid. Follow the steps below to terminate an employee: From the Manage Employees module at the top of the screen, select an employee by clicking on their name. Using the left navigation menu, click Company, then Status. Change the Status to Terminated. Enter a Termination Date. Click. Page 14 Copyright Paycor Inc. All Rights Reserved Updated: 6/3/14

15 Employee Info The Employee Info will contain the basic information for an employee. This information is added when an employee is hired, and can be changed if the employee has changes. Follow these steps to update an employee s information: Step 1: View and Edit Personal Information. Step 2: View and Edit Contact Information. Step 3: View and Edit I-9 Verification information. Step 4: View and Edit Notes. Step 5: View and Edit Custom Fields. Step 1: View and Edit Personal Information. Follow the steps below to view/change Employee information: In the Manage Employees module of Perform, click on the employee s name. Then using the left navigation menu, open Employee. Then click on Personal Information. If there is a change in the employee information, update with the appropriate information. After all changes are made, click. Figure 1: Personal Information. Updated: 6/3/14 Copyright Paycor Inc. All Rights Reserved Page 15

16 Step 2: View and Edit Contact Information. Follow the steps below to view/change Contact Information: Click on Contact Information. If there is a change in the employee information, update the appropriate information. Click. Figure 2: Contact Information. Note: The Work Address will automatically populate as long as the employee has been assigned to an Organization with a Work Location assigned to it. Page 16 Copyright Paycor Inc. All Rights Reserved Updated: 6/3/14

17 Step 3: View and Edit I-9 Verification information. Follow the steps below to view/change I-9 Verification information: Click on I-9 Verification. The employee s I-9 Verification tab is available to update and establish that the worker is eligible for employment in the United States. After all changes are made, click. Figure 2: I-9 Verification tab. Note: This would also be the page where an E-Verify verification check can be run if you have that functionality set up with Paycor. Updated: 6/3/14 Copyright Paycor Inc. All Rights Reserved Page 17

18 Step 4: View and Edit Notes for an Employee. Perform allows you to add a note to any employee so those details will appear on the employee profile. Follow the steps below to open the employee and enter the custom field details: In the Manage Employees module of Paycor Perform, click on an employee s name. Using the left navigation menu, click Employee, then Notes. Enter any notes within the text box. (1000 character maximum) If you would like this note to be visible within the paygrid when processing a payroll, select the Show notes on Paygrid checkbox. Note: Click. The note will appear as an icon next to the employee s names in the paygrid. Note: Having notes appear in the paygrid will not cause the payrun to stop if you choose to not look at the note. Notes are merely a way to remind of necessary details for an employee. Page 18 Copyright Paycor Inc. All Rights Reserved Updated: 6/3/14

19 Step 5: View and Edit Custom Fields for an Employee. Note: Custom Fields must first be set up on the Configure Company tab prior to assigning them to your employees. Follow the steps below to open the employee and enter the custom field details: In the Manage Employees module of Paycor Perform, click on an employee s name. Using the left navigation menu, click Employee, then Custom Fields. All Custom Fields that have been set up on the Company tab will appear. You may enter selections for as many or few custom fields as you wish. Verify that all of your selections are accurate. Click. Note: For the Custom Field Types of Pick List (Alpha/Numeric) or Pick List (Currency), the options that become available in the dropdown must first be entered as choices under Configure Company. In the example above, Shirt Size would be a Pick List (Alpha/Numeric) field type. Note: For the Custom Field Types of Drop Down (Alpha/Numeric) or Drop Down (Currency), the options that become available in the dropdown must first be entered for individual employees. This may be used for a custom field of laptop type. This field may change frequently, so you may not want to add them all on the Company level. By adding it directly to individual employees, that option will become a dropdown choice in the future for other employees if necessary. Updated: 6/3/14 Copyright Paycor Inc. All Rights Reserved Page 19