WEB PAY COMPANY SET GUIDE

Transcription

1 Revised 7/3/2017 WEB PAY COMPANY SET GUIDE Client Resource

2 TABLE OF CONTENTS WEB PAY... 3 COMPANY SET... 9 REPORTS ANALYTICS TAX FINANCE SECURITY TOOLS NOTIFICATIONS GLOSSARY

3 WEB PAY Web Pay Company Sets can be set up for users who are responsible for more than one company. Multi-Company users may access the Company Set and each company in the Company Set with a single login. Users may not have access to all of the options described in this guide. Each company determines which options are available and each user's security group determines the display of information. In order to maintain confidentiality, employees must contact their Company Administrator with questions. Paylocity is not authorized to speak directly with employees. Click the Paylocity logo in the middle of the header to return to the default home page. Enter the Company Id in the Quick Nav Company Id field to access the company. Access messages in the header section of the screen. The bell indicates there are no messages. When there are messages, the red box displays the number of messages. Click Help to view help text for each screen. Use the menus across the top of the application to navigate through Web Pay. Select Log Out from the Account Profile to log out of the application. Multiple Pages of Information When there are multiple pages of information, use the page numbers and arrow keys to view all available information. Click the back arrow with an adjacent vertical line to access the first page. Click the multiple back arrows with an adjacent vertical line to access the prior set of pages. Click the back arrow to access the prior page. Click a page number to select a specific page. Click the forward arrow to access the next page. Click the multiple forward arrows with an adjacent vertical line to access the next set of pages. Click the forward arrow with an adjacent vertical line to access the last page. 3

4 MESSAGE CENTER View or delete messages. Click the Received link to view the message details. Check the box adjacent to the message and click Delete to delete the message. Click Print to print the message. Click Keep As Unread to keep the message marked as an unread message. Click Return to return to the previous screen. 4

5 MESSAGES View messages. Click View all Messages to access the Message Center. SIDEBAR MENU Use the sidebar menu to access help or download mobile applications. Select Security to learn more about how Paylocity protects information. 5

6 SAVING INFORMATION When finished entering information, use one of the save options to save the information. Save the updated information and remain on the current screen. Save the updated information and open a new screen to add additional information. Save the updated information and return to the previous screen. Discard the changes and return to the previous screen. Return to the previous screen. A warning will appear when navigating away from a screen where changes have been made but not saved. 6

7 SORTING List pages display information in columns that can be sorted. There will be a triangle adjacent to the column heading by which the system is sorting the information. The triangle will show the direction of the current sort. To change the sorting of displayed information, click the applicable column heading. To change the sorting of displayed information, click the applicable column heading. 7

8 SEARCH FILTERS Search options are available to expand or limit the amount of information displayed. Select or enter the required criteria in one or more fields. Click the Search button to display all information that matches the required criteria. Verify the results in the display section. To save the search results for future use, enter a name for the search in the Save Search field and click the Save icon. Once the search has been saved, users can select the saved search from the Select Saved Search drop down. To delete the saved search, select the saved search from the drop down and click the Delete icon. Click Show All to display all information. Click Reset to return to the default display. 8

9 COMPANY SET COMPANY SEARCH View and access companies in the Company Set. Click the Co Id link to access the selected company. Hover the mouse over the Notes icon to display the company group details. Click the Edit Setup link in the Portal column to edit the self service portal. Use the Search section to expand or limit the display of information. To return to the Company Set, click the Paylocity logo or select Company Set in the Applications menu. 9

10 EMPLOYEE SEARCH Search for employees and access their information. Select or enter search criteria in the Search field and click Search to display all information that matches the criteria. Select a search filter from the Saved Search drop down to expand or limit the display. Select Advanced to expand the list of additional search options. Create custom search filters. Click Display SSN to display Social Security numbers. Click Hide SSN to hide Social Security numbers. Click Export Employees to export the employee search results to Excel. Click the employee's Last Name link to access the employee's information. Click the View Portal icon to access the self service portal. Click the Edit icon ( ) to edit the employee's information. Type the Status code (A for Active, L for Leave, T for Terminated, etc.) to change the selected status type. Clear the Status field or click the X adjacent to the Status filter to display all. 10

11 ADVANCED EMPLOYEE SEARCH Advanced search options are available to expand or limit the amount of information displayed. 1. Select or enter the required criteria in one or more fields. 2. Click Search to display all information that matches the required criteria. To save the search results for future use, enter a name for the search in the Save search as field and click Save. Once the search has been saved, users can select the saved search from the Saved Search drop down. Click the X adjacent to the filter to remove the filter. To delete the saved search, select the saved search from the drop down and click Delete. Click Reset to return to the default display. 11

12 COMPANY GROUPS Create a subset of companies in the Company Set. Click the Add button to add a company group. Click the Code link to display or modify the details. Check the box adjacent to the Code and click the Delete button to delete the company group. Enter a Code name or number for the company group (9 character limit). Enter a Description for the company group (50 character limit). To add the company to the Company Group List, check the box adjacent to the company Id and click the Add >> button. To remove the company from the Company Group List, check the box adjacent to the company Id and click the << Remove button. Save the updated information. 12

13 COPY OR TRANSFER EMPLOYEES Copy or transfer employee data from the current company to a new company. Click the Copy Employees (no YTD data) button to copy employee data from the current company to a new company without copying year-to-date wage information. Click the Transfer Employees (includes YTD data) button to transfer employee data from the current company to a new company with year-to-date wage information. Click the Company Compare Report button to run the Employee Copy Transfer Comparison report to identify possible setup differences between the two companies before copying employee data. Select the current company from the Source Company drop down. To copy data for a single employee, select the applicable Employee from the drop down. To copy employee data from a specific cost center or department, select the applicable Cost Center or Department from the drop down. To copy employee data for a filtered group of employees, select the applicable Shared Employee Filter. If the applicable filter is not available, please contact Paylocity. Select the new company from the Target Company drop down. Select the Keep source company cost center radio button to copy the employee data to the same cost center in the new company. Use the Cost Center drop down to copy the employee data to a different cost center. Click the Next button on the far right of the screen to access the submit screen. 13

14 Verify all information is correct. Select the applicable Employee Status after copy from the drop down. If necessary, click the Target Emp Id link to enable the field. Enter and save the correct employee Id. Click the Validate button to schedule the copy to run overnight. 14

15 Important Notes Copy Employees does not transfer current year-to-date wages to the target company. This means that any wages paid to date will not be considered when calculating limits on future checks for items such as Federal and State taxes and 401k contributions. It is also possible that copied employees will receive two copies of Form W2. Transfer Employees will reverse current year-to-date wages in the source company and insert them into the target company. This is necessary to ensure that any wages paid to date will be considered when calculating limits on future checks for items such as Federal and State taxes and 401k contributions. It is possible that this will impact company reporting and unpaid agency balances. Reports Employee Copy Transfer Comparison 15

16 USER ACCOUNTS Configure and maintain user rights in Web Pay. Click the Add Non-Employee button to add the non-employee user account. Click the Id link to display or modify the user's login information or enable a locked out user. Use the Search section to expand or limit the display of information. Important Notes When users try to access the system multiple times with an incorrect user name or password, they will be locked out of the system for a period of time. After a few minutes, users may try logging into the system again. To log in sooner, users can click the Forgot Password link to reset their password and unlock their account or they can contact their administrator to unlock the account. Reports Security Role Rights Security Roles Summary Export User Account List GRANT ACCESS 1. Check the Enabled box to give the user access to Web Pay. 2. Select the user's Security Group from the drop down. 3. Enter or select a pre-established Account Deactivation Date. 4. Check the Primary Contact box if the user is the primary contact. 5. Check the Link to Employee box to associate the user with a single company employee user account. Checking this box enables the Company [Id] and Employee drop downs allowing users to link this user account to the selected employee. 6. Select the Company [Id] from the drop down. 7. Select the Employee from the drop down to link the user account to the employee. 8. Enter the User Id. 9. Enter the user's Last Name and First Name (40 character limit in each field). 10. Enter the Work Phone number and applicable extension. 11. Enter the Home Phone number. 12. Enter the address (40 character limit). 13. Entire the user's Title (50 character limit). 16

17 14. Enter the User Name. 15. The Force User to Change Password on Login and Change Password boxes will be checked to require the user to change the temporary password after logging in to Web Pay. 16. Enter a temporary Password for this user name. 17. Enter the password a second time in the Confirm Password field. 18. Save the updated information. 19. Once the information has been saved, select the Never Message Center Only radio button if the user will receive notifications in the Message Center only. 20. Select the Work radio button if the user will receive notifications in the Message Center and in the address entered in this screen. Important Notes Users can change their user names and passwords in Preferences. When enabling a disabled account, users may be required to clear the Account Deactivation Date field before checking the Enabled box. Checking the Link to Employee box enables the user to receive review notifications and manage employee reviews. When this user account has a partner account established in a single company, checking the Link to Employee box enables single sign on for this user account. Web Pay users who access a partner account will only have access to their own employee record. Web Pay users cannot be linked to another employee's partner account. 17

18 Unlock User Account 1. Clear the Locked Out box to unlock the user account. 2. Save the updated information to allow the user to access Web Pay using the same password. 3. When the user does not remember the current password, follow the instructions to change the user's password. Change the User's Security Group, User Name, and/or Password 1. Select the user's Security Group from the drop down. 2. Enter the User Name. 3. Check the Change Password box to change the current password to a new temporary password. 4. The Force User to Change Password on Login box will be checked automatically to require the user to change the temporary password after logging in to Web Pay. 5. Enter a valid temporary Password for this User Name. 6. Enter the password a second time in the Confirm Password field. 7. Save the updated information. 18

19 User Failed Challenge Questions A green checkmark in the applicable security information field indicates the user has established security challenge questions, a security image, and a security phrase. Administrators may not view or modify other users' security information but they may click the Reset Challenge Questions and Answers link to clear the established challenge questions and answers. Users who fail to answer challenge questions correctly will be temporarily locked out of the system. 1. Click the Reset Temporary Challenge Questions Lockout link to unlock the user account. 2. Save the updated information. Important Notes Users may not change their own Security Group. Users may change their own user names and passwords in Preferences. Clear the Enabled box to disable the user account. When enabling a disabled account, users may be required to clear the Account Deactivation Date field before checking the Enabled box. Checking the Link to Employee box enables the user to receive review notifications and manage employee reviews. When this user account has a partner account established in a single company, checking the Link to Employee box enables single sign on for this user account. Web Pay users who access a partner account will only have access to their own employee record. Web Pay users cannot be linked to another employee's partner account. 19

20 SHARED EMPLOYEE FILTERS View a list of employee filters. Please contact Paylocity if changes are required. Click the Description link to display the details. 20

21 POSITION MANAGEMENT POSITIONS Add or edit company positions to be assigned to employees. Click + Add to add a Position. Click the Code link to display or modify the details. Check the box adjacent to the position Code and click X Delete to delete the unassigned position. Select Assigned or Unassigned to filter the view of positions. Click View All to display all positions. Select Settings to configure managing positions in both the Company Set and the single company or in the Company Set only. Click the Edit icon ( ) to configure the availability of the position in single companies. 1. Enter the Position (20 character limit). 2. Enter the position Title (50 character limit). 3. Enter the Description for the position (100 character limit). 4. Select or enter the date the position was Approved, the date the position was Effective, and the date the position was Closed. 5. Check the Budgeted box to indicate there is a budget for the position. 6. Check the Supervisor Position box if the position may be only assigned to a supervisor. 7. Select the Pay Grade from the drop down. 8. Select the EEO Class from the drop down. 9. Select the Workers Comp Code from the drop down. 10. Enter the full-time equivalent in the FTE Equivalent field. 11. Check the FLSA Overtime Exempt box if the position is exempt from overtime. 12. Enter additional information in the Notes field. 21

22 13. Save the updated information. POSITION SETTINGS PAY GRADES Add or edit pay grades or scales to be used in conjunction with determining employees pay. Click + Add to add a Pay Grade. Click the Code link to display or modify the details. Check the box adjacent to the pay grade Code and click X Delete to delete the unassigned pay grade. Click the Edit icon ( ) to configure the availability of the pay grade in single companies. 22

23 1. Enter the Code for the pay grade (10 character limit). 2. Enter the Description for the pay grade (100 character limit). 3. Enter the Minimum and Maximum annual amount in the pay grade. 4. Save the updated information. 5. Assign the pay grade to an employee. Important Notes Pay Grades are used to examine employee positions within the scale to keep employees of like level within a similar pay range. Web Pay will calculate the percentage of the pay grade s Minimum, Midpoint, and Maximum using employees annual salaries. 23

24 EEO CLASS Add or edit company EEO Classes. Click + Add to add an EEO class. Click the Code link to display or modify the details. Click the Edit icon ( ) to configure the availability of the EEO Class in single companies. 1. Enter the Code (30 character limit). 2. Enter the Description (100 character limit). 3. Check or clear the Active box to activate or inactivate the EEO class. 4. Save the updated information. 24

25 WORKERS COMP CODE Add or edit company Workers Comp Codes. Click Add to add a Workers Comp Code. Click the Code link to display or modify the details. Click the Edit icon ( ) to configure the availability of the Workers Comp Code in single companies. 1. Enter the Code (30 character limit). 2. Enter the Description (100 character limit). 3. Check or clear the Active box to activate or inactivate the Workers Comp Code. 4. Save the updated information. 25

26 BENEFIT CLASS Add Benefits Classes to tie in with ACA compliance. Click the + Add button to add a new Benefit Class. Click the Code link to display or modify the details. Check the box adjacent to the Code and click the X Delete button to delete the Benefit Class. Click the Assign Companies icon ( ) to manage the companies available. Add Benefits Classes to tie in with ACA compliance. Click the + Add button to add a new Benefit Class. Click the Code link to display or modify the details. Check the box adjacent to the Code and click the X Delete button to delete the Benefit Class. 1. Enter a Code for the Benefit Class. 2. Enter a Description for the Benefit Class 3. Select or enter an Effective Date for the Benefit Class. 4. Choose an ACA Employment Type from the drop down. 5. Choose a Benefits Administration Period from the drop down and enter the Days (if applicable). 6. Select the appropriate Employee Deduction Taken from the drop down. 26

27 7. + Add a Minimum Essential Coverage option and choose from the Rate Type drop down. a. Static rate: Static rate is a constant rate for all employees with no banding around it. i. Enter an Effective Date ii. Select "Static rate" from the Rate Type from the drop down. iii. Choose the applicable Line 14: Offer of Coverage from the drop down. iv. Enter the employee's lowest cost for a single coverage plan in the Line 15 Lowest Cost Employee Only Monthly Premium field. v. Choose the applicable Line 16: Safe Harbor Method from the drop down. vi. Confirm the updated information. 27

28 b. Varies by age: Varies by age allows a company to offer different monthly costs to different age groups. i. Enter an Effective Date ii. iii. Select "Varies by age" from the Rate Type from the drop down. Add a new age range: Click + Add new range. Enter the lowest age in the Age Range: From column. Enter the highest age in the Age Range: To column. Enter the employee's Monthly Cost. Select the Offer of Coverage from the drop down. iv. Choose the applicable Line 16: Safe Harbor Method from the drop down. v. Confirm the updated information. c. Varies by salary: Enter an Effective Date i. Select "Varies by salary" from the Rate Type from the drop down. 28

29 ii. iii. iv. Add a new salary range: Click + Add new range. Enter the lowest age in the Annual Salary Range: From column. Enter the highest age in the Annual Salary Range: To column. Enter the employee's Monthly Cost. Select the applicable Offer of Coverage from the drop down. Choose the applicable Line 16: Safe Harbor Method from the drop down. Confirm the updated information. d. Employee does not contribute i. Enter an Effective Date ii. Select "Employee does not contribute" from the Rate Type from the drop down. iii. Choose the applicable Line 14: Offer of Coverage from the drop down. iv. Choose the applicable Line 16: Safe Harbor Method from the drop down. v. Confirm the updated information. 8. Save the updated information. 29

30 Important Notes A link to view a PDF of IRS Instructions for Forms 1094-C and 1095-C is provided at the top of the Add screen. An example of what you would put in the Line 15 - Lowest Cost Employee Only Monthly Premium field is provided below: An employer offers three different plans that meet the minimum value standard: Plan A Plan B Plan C Employee Only $50 $100 $150 Employee + Spouse $250 $350 $450 Employee + Dependent $200 $300 $400 Employee + Spouse + Dependent $500 $600 $700 Affordability would be based on the Employee Only value of Plan A (shown with the red highlight) as this is the lowest cost plan, even if an employee chooses another level of coverage in any of the other plans. MANAGE COMPANIES 30

31 TRAINING DOCUMENTS Access online training documents and videos. 31

32 PREFERENCES View or edit personal preferences. 1. Enter the User Name. 2. To change the password, check the Change Password box. 3. Enter the Current Password. 4. Enter the New Password. 5. Enter the new password a second time in the Confirm New Password field. 6. Check the box(es) within the Notifications Preferences area to choose where you want to have notifications sent; multiple selections can be made. 7. Select the number of rows that appear on a page in the Paging Size field. Users can display between 1 and 50 rows of information per page. 8. Select a login challenge question from the Question 1, Question 2, and Question 3 drop downs. Enter the answer to the respective login challenge question in the Answer 1, Answer 2, and Answer 3 fields. 9. Select an image from the Select Security Image drop down. This image will appear on the login screen once the Company Id and Username are entered. 10. Enter a personal Security Phrase. This phrase will appear on the login screen once the Company Id and Username are entered. 11. Save the updated information. Important Notes Users may be required to enter their password when saving changes. Enter the Password and click Save to save the updated personal settings. Notifications are always sent to the Message Center. Users who establish challenge questions must select three unique questions and enter three answers. They may not select only one or two questions and they may not select a question more than once. 32

33 REPORTS & ANALYTICS REPORTING DASHBOARD Run the available reports. Standard reports may vary depending on company configuration. Check the box adjacent to the report and click Run to run the report. Click the Name link to modify the report parameters and run the report. Click the View link in the Sample column to view a PDF version of a sample report. Click the star ( ) in the My Reports column to add the report to the favorite My Reports group. Use the Search section to expand or limit the display of information. 1. Select the Output Type. 2. Enter an optional Output File Name for easier identification in the User Requested screen (35 character limit). 3. Use the Payroll Filters section to select the date range the output should reflect. This section is only enabled when the report contains date fields. 4. Use the Standard Filters section to filter the display of information. 5. Use the Additional Filters section to further customize the display of information in the report. 6. Click Save & Run Report to run the report. 7. View the report in User Requested. 8. Click the Reset Default Parameters button to restore the report to its original settings. 33

34 Important Notes Adobe Reader is required to view PDF reports. When searching, the percent symbol (%) can be used as a wildcard. Available values for the Class drop down are based on the user's assigned security group. 34

35 COMPANY SET STANDARD REPORTS *Paylocity's Payroll-Based Journal report will allow nursing homes to create a report that includes standardized direct care hours worked, employee hire and termination dates, as well as census information and other data required by the Centers for Medicare & Medicaid Services (CMS), using that agency's Product Based Journal (PBJ). This report can then be submitted by your company with the agency. To request this report for your company, contact your Account Manager who will be able to begin the process of creating a Custom Report for your company. Report Name Description Class 3rd Party Sick Pay 3rd party sick pay for range of check dates Payroll 401(k) Report Summary or detail of 401(k) payroll activity Payroll 401(k) Year to Date Report 401(k) report with additional YTD column Payroll 401K Census Standard census info for retirement plan providers Payroll 401K Loan List 401K Loan Listing Payroll ACA Duplicate SSN Hours Analysis ACA Duplicate SSN Hours Analysis Payroll ACA FTE Count ACA FTE Count Payroll ACA Hours Analysis ACA Hours Analysis Payroll ACA Plan Affordability ACA Plan Affordability Payroll Accrual Balance Time Off accrual balance by employee Time Off Accruals Accrual Balance History Time Off Accrual Balance History by employee Time Off Accruals Accrual Balance Hours Projections Accrual History Report Accrual History Report Ranged Accrual Reduction Setup Projected Accrual Balances for Codes Accruing Hours Per Payroll Time Off accrual history by employee Time Off accrual history by employee Time Off accrual setup showing earning codes which reduce Time Type accruals Time Off Accruals Time Off Accruals Time Off Accruals Time Off Accruals Address Listing Employee address info HR Agency Balance Displays positive and negative agency balance(s) by agency Payroll Agency Check History Agency, Tax & 3rd Party Transfer checks summary Payroll Agency Check Summary Report Agency Check Summary Report Payroll Anniversary Report Employee hire/rehire dates & length of service HR Annual Salary Report Pertinent rate & salary info Payroll Applicant EEO Analysis EEO report identifying the ethnic breakdown of applicants entered into Applicant Tracking HR-ADV Applicant Status Applicant listing; indicates application status, title of position and if position is full/part time HR-ADV Audit Trail Employee Changes Benefit Elections with Dependents Benefit Enrollment Summary Audit of Changes to Employee Specific Information Found in the Audit Trail System. Displays benefit enrollment information for web benefit employees and their dependents Displays benefit enrollment information for web benefit employees and their dependents Payroll WB_ADMIN WB_ADMIN 35

36 Report Name Description Class Benefit Plan Enrollment Listing Benefits Reconciliation Report Lists employee participation status, plan type, and related Earn/Ded code within each benefit plan Lists employee contribution, employer contribution, and total benefit cost for reconciling benefits Birthday Listing Employee birth dates and ages with optional date selection HR Blocked Login IP Address Audit BPAS Payroll Retirement Data Export California Workers Comp Report Login attempts from unauthorized IP Addresses BPAS Payroll Retirement Data Export California Workers Comp Report Benefits Benefits Company Payroll Payroll Check Register Checks/Vouchers for a given range of check dates Payroll Check Stub Displays a summary of employee and payroll information as well as an image of the check COBRA Premium Payments Listing of COBRA premium payments by employee Payroll HR-ADV Company Property Company Property by Employee HR-ADV Company Setup Company setup information provided to the company for approval prior to implementation Setup Compensation Detail Employee compensation info by check date/quarter/year Payroll Compensation Report Detail of each check in a given date range Payroll Compensation Report By Employee CT Paid Sick Leave Eligibility Detail of each check in a given date range, one employee per page CT Paid Sick Leave Eligibility Report Payroll Time Off Accruals Deduction Import History History of imported deduction and earning import records Tools Deduction Listing Summary, Employee deductions taken for a given date range Payroll Deductions Listing- Recurring Employee list of all recurring deductions Payroll Deductions Not Taken Employee list of deductions NOT TAKEN for given range Payroll Department Roster Lists Employees per department HR Department Summary Earnings, deductions, & taxes allocated by dept Payroll Dependent List Displays dependent information Benefits Dependent Listing Lists dependent information HR Direct Deposit Taken Summary, direct deposits for range of check dates Payroll Earnings Listing Employee earnings sorted by earning code in given range Payroll Earnings Listing-Recurring Earnings list of all recurring earnings Payroll Earnings Taken Report Employee itemized earnings in given range Payroll Education Report Employee education information HR EEO Detail Employee breakdown by ethnicity & gender HR EEO Headcount Employee by EEO class & ethnicity HR EFT Child Support Listing EFT Child Support info Payroll Emergency Contacts Emergency contact info HR Employee Census Standard employee census info HR Employee Copy Transfer Comparison Finds discrepancies in company setup. Recommended preparation for employee copy or transfer Employee Events Employee Events, filter by event code & event type HR Tools 36

37 Report Name Description Class Employee Listing List of employees showing demographic info HR Employee Name Listing List of employee names & ID numbers HR Employee Phone List List of employee telephone numbers HR Employee Setup Audit Employee Setup Audit Setup Employee Skills Employee Skills, filter by skill code & skill type HR Employee Supervisors- Reviewers List List of all employees with assigned Supervisor and Reviewer Employees Not Paid Report Lists EEs not paid during the chosen pay period Employer Sponsored Health Employer Sponsored Health HR Payroll HR-ADV Employment History Employee history with rates HR-ADV Fair Share Contributions FICA Tip Credit Lists employee type, hours, and insurance status for Massachusetts Fair Share Contribution report Report of employees' pay and amounts necessary for FICA Tip Credit Payroll Payroll FICA Variance List of employees with FICA variance greater than.01 Payroll Filled Open Position Report FMLA Related Time Off Requests Listing of positions filled via the Applicant menu includes filled date and length of time open FMLA Related Time Off Requests HR-ADV HR-ADV Hours Worked Hours Worked for OSHA 300A OSHA Hours Worked for Payroll Hours Worked for Payroll Payroll HSA Report Detail of HSA payroll activity Payroll Illinois Child Support Report Amounts paid to various child support agencies Impressions Report Invoice Details by Prod by Company Monitor employee recognition with the Impressions Report that tracks all peer-to-peer recognition List of company product codes by invoice date Payroll HR Payroll Job Costing Amount charged against each job Payroll Labor Allocation Listing Lists employee automatic labor allocation info Payroll Labor Distribution Labor breakdown of earnings, deductions, & taxes Payroll Labor Distribution Data Export Dept Summary Data Export Payroll Leave Report Leave report sorted/filtered by type and/or length HR-ADV Leave Tracking FMLA Leave Tracking FMLA HR-ADV Lookup Values Lists contents of each lookup value drop down Setup Manual Check Summary Report Manual Check Summary Report Payroll Manual Employee Import Employee Data for Manual Employee Import Payroll Master Control Report Master Control Report Payroll Master Employee Report Displays check, demographic, and rate info as well as EE count, status, and cost center info New Hire Date New hire information by date range based on hire date HR Payroll New Hire Report New hire information by first check date New Hire New Hire Retention Act Credit New Hire Retention Act Credit Report Payroll No Pay Prior to Process Active employees not paid on next unprocessed check date Payroll 37

38 Report Name Description Class Notifications by User Lists Notifications by User Setup Notifications Setup Lists active notifications Setup Open Enrollment Status Open Position Report Displays benefit open enrollment status information for web benefit employees. Listing of open positions in Applicant menu, includes date opened and number of applicants WB_ADMIN HR-ADV OSHA 300 OSHA Form 300 OSHA OSHA 300A OSHA Form 300A OSHA OSHA 300A Advance OSHA Form 300A for companies where the OSHA locations are not the same as the cost centers. Outstanding Checks Report List of outstanding checks by bank account OSHA Payroll Payroll Changes Identified Payroll Related Changes Payroll Payroll Register Detailed register of employee check info Payroll Payroll Register Data Export Payroll Register Export by Check Payroll Register Data Export YTD Payroll Register with ER Taxes Payroll Register With Pers Payroll Register Data Export with YTD Payroll Register with Employer Taxes Detailed register of employee checks, including address, hire and birth date Payroll Payroll Payroll Payroll Payroll Register With YTD Detailed register of employee checks with YTD info Payroll Payroll Summary By Cost Center Performance Review List- Completed Performance Review List- Scheduled Performance Review Status List Payroll Summary by Cost Center Listing of completed performance reviews with date range filters Listing of scheduled and past due performance reviews with date range filters Performance Management Report: List of all employees with current status of all assigned review form Personnel Register Detailed employee demographic, tax, rate, & wage info HR Payroll Positive Pay File Positive pay file export Payroll PreNote Register Lists direct deposit pre-notes sent for selected check date Payroll Prior Quarters Tax Review Displays prior quarters tax information for review Setup Privacy Case Log Puerto Rico W2 control numbers Quarterly Wage and Tax Summary Listing of employee names, IDs, Titles, and Injury Dates marked as a privacy case Report of W2 employees which displays the assigned control number Summary of taxable wages and tax amounts HR HR HR OSHA Tax Payroll Rate History with Salary Rate change info with annual salary Payroll Safety Log Details Provides a comprehensive list of the information found in the Safety Log section of Web Pay Salary History Report Rate changes per employee with old & new values HR OSHA Security Role Rights Displays detailed security setup by security role Setup Security Roles Summary Export Security Roles Summary Export Sharps Injury Log Detailed listing of reported sharps injuries by location OSHA HR 38

39 Report Name Description Class Short Fall Tipped employees' deduction amounts could not be taken Payroll SSN Verification Social Security Number Verification Report Payroll Stanley FSA Stanley FSA File Payroll State Wage Summary Tax Liability Debit Notice Provides state wage information broken down by month and quarter for each calendar year Letter stating amount Paylocity will debit at implementation for unpaid tax liability Termination Listing Lists terminated employees HR Time Off Requests Time Off Requests Listing by Day Time Off Requests List time off requests by day for use by department for scheduling Tax Setup Time Off Requests Time Off Requests User Account List List of User Account and Security Groups Assigned Setup User Login Audit View user login activity Company Verification of Employment Employer verification of employment for employees with outstanding child support orders Vets-100 Vets-100 Report HR Vets-100A Vets-100A Report HR Payroll Wage Attachment Report Employee wage attachment setup detail Payroll WebTime Accrual Pay Type Combos WebTime Accrual Pay Type Combinations Webtime Workers Comp Advance Workers Comp Report with Advanced Options Payroll Workers Compensation Standard workers' compensation report Payroll WTPA WTPA Hourly WTPA Salary Wage Theft Prevention Act and Acknowledgement of Pay Rates and Payday Wage Theft Prevention Act and Acknowledgement of Pay Rates and Payday - For Hourly Workers Wage Theft Prevention Act and Acknowledgement of Pay Rates and Payday - For Salary Workers Payroll Payroll Payroll Year To Date Report Detailed summary of earnings, taxes, & deductions Payroll NEW HIRE REPORTING Paylocity will compile all new hire data and report to your states automatically every months, according to your individual states regulations. A New Hire Report can be run at any time to view your company's hire and rehire history. Note that this feature may not be available to your company. To request it be added to your Paylocity package, contact your Account Manager. 1. Type in "New Hire Report" in the Name field and hit Search or Enter. 2. Click on the Name of the report. 39

40 3. Choose the Filters you wish (employee status, employee type, etc). 4. Click Save & Run Report. 5. Follow the path Reports & Analytics > User Requested to view the report. 6. This report shows the Name, Address, Social Security number, Hire Date, and Rehire Date for any employee reported. 40

41 If you do not wish to receive this service, please contact Paylocity and we will have it removed. 41

42 PAYROLL FILTERS Make a selection from the Most Recent Pay Period, Month, Quarter, or Year to Date fields to display specific dates. These hard coded fields use the most recently processed payroll check date as a reference. Make a selection from the Process Date From and Process Date To drop downs to display a certain range of processed payroll check dates. Standard Filters Select a Company from the drop down to limit the display to a specific company. Select a Company Group from the drop down to limit the display to a specific company group. Check the applicable boxes in the Employee Status drop down to limit the report to employees assigned to the selected employee statuses. Check the applicable boxes in the Employment Type drop down to limit the report to employees assigned the selected employment types. Use the Employee ID fields to limit the report to a certain range of employees. Use the Employee Last Name fields to limit the report to a certain range of employees. Select the Supervisor from the drop down to limit the display to employees who report to a specific supervisor. Make a selection from the Supervised Employees drop down to display employees who report to the selected supervisor. Check the applicable boxes in the Pay Type drop down to limit the report to employees assigned to either the Hourly or Salaried pay type. Check the applicable boxes in the Pay Group drop down to limit the report to employees assigned to the selected pay groups. Check the applicable boxes in the Cost Center drop downs to limit the report to the selected cost centers. More than one cost center level may appear. Check the Show All Employees box to include employees with no data in the report. Check the Show Filters in Report box to display all filter options used at run time in generated report. Select a Sort Order from the drop down to configure the display of information in the report. Select Show, Mask, or Hide from the SSN drop down to display the employees' full or partial Social Security numbers or to hide the Social Security numbers in the report. Check the Group By Company box to group information by company. Additional Filters Make applicable selections in the additional filter fields to expand or limit the display of information in the report. Important Notes The fields in the Payroll Filters section are only enabled when the report contains date fields. For Report Writer reports, the fields in the Standard Filters and Additional Filters sections are enabled based on the selections made in the Filter Data screen. In the Additional Filters section, users may select a sequential range of options. For example, in the Deduction Listing-Recurring report, users can select all deduction codes from 125D through PUCC using the Deduction Code From and Deduction Code Thru drop down. Users cannot, however, select three non-sequential deduction codes such as 125D, HSA, and PUCC. 42

43 REPORT WRITER Create, edit, or run custom reports. Select the radio button adjacent to the report and click the Run icon to run the report. Click the Name link to modify the report parameters and run the report in the Preview and Save screen. Click the Create button to create a report. Click the radio button adjacent to a report and click the Copy button to make a copy the report. Click the radio button adjacent to the report and click the Delete button to delete the report. Click the star ( ) in the My Reports column to add the report to the favorite My Reports group. Use the Search section to expand or limit the display of information. CREATING A REPORT WRITER REPORT Setup 1. Enter the Report Name (40 character limit) and Description. 2. Select the Report Class. 3. Customize the information. 4. Enable the applicable screens. 5. Click the Next >> button to continue. Select Fields and Sort 1. Select the report fields. Drag each field and drop it into the Report Fields section. 2. Select the report sort options. Drag each field and drop it into the Sort section. 3. Customize the information. 4. Create applicable custom fields. 5. Click the Next >> button to continue. Filter Data 1. Select the hard coded filters that cannot be changed when the report is run. Drag each field and drop it into the Hard Coded Filters section. 2. Enable the standard filters that can be changed when the report is run. 3. Select the additional filters that can be changed when the report is run. Drag each field and drop it into the Additional Filters section. 4. Click the Next >> button to continue. 43

44 Group 1. Select the group fields. Drag each field and drop it into the Groups section. 2. Customize the information. 3. Click the Next >> button to continue. Header/Footer 1. Determine whether the header and footer should appear in the report. 2. Customize the information. 3. Click the Next >> button to continue. Preview/Save 1. Click Preview Report to preview the first page of the report. 2. Save and Run the report. 3. Exit Report Writer. SETUP Create a custom report. 1. Enter the Report Name (40 character limit). 2. Enter the Report Description (40 character limit). 3. Select the Report Class. 4. Select the Report Category. 5. Select Create Report to create a new report. 6. Select Start From Preset to select a preset report template to customize. Click the Load icon to load the preset report template. 7. Check the Columnar format - one row per employee or check date to display information in a single row. 8. Select Portrait or Landscape from the Default Orientation drop down to determine the layout of the report. 9. Check the 2. Filter Data box to enable the Filter Data screen to filter information that will appear on the report. 10. Check the 3. Create Grouped Report box to enable the Group screen to group information that will appear on the report. 11. Check the 4. Edit Header/Footer box to enable the Header/Footer screen to customize the header and footer while building the report. 12. Click the Next >> button to continue. 44

45 Important Notes The Report Name appears at the top of the report and in the Name column in the Reports Library and Report Writer screens. The Report Description appears in the Description column in the Reports Library and Report Writer screens. The Report Class allows users to view the report based on security rights. For example, if the report will be viewed exclusively by users who have access to Tax information, then the user may want to select Tax Reports as the Report Class. The Report Category allows users to organize and group reports across Report Classes without security restrictions. In a standard report, depending on the setup, each rate, deduction code, earning code, and tax code could appear in its own row. The columnar format allows users to display each rate, deduction code, earning code, and tax code in a separate column in a single employee row or a single check date row. SELECT FIELDS AND SORT Add fields and sorting options to the custom report. Use the Show drop down and the Field Search field to expand or limit the display of fields. Click the plus (+) sign to expand or collapse the field lists. Select the applicable field. Users may make selections from the adjacent drop down in applicable fields. Users may also select the Report Date Range for applicable fields. Drag the field and drop it into the Report Fields section or click the Add Report Field button to add the field to the Report Fields section. Enter the text that will appear as the column Header on the report. Enter the column Width. The column Width cannot be shorter than the column Header. Make an applicable selection from the Totals drop down. Click the Format icon ( ) to format the adjacent field. Drag the field and drop it into the Sort section or click the Add Sort button to add the field to the Sort section. Select ascending or descending in the Sort column. Click the Add Report Field & Sort button to add the field to both sections. Select Portrait or Landscape from the Orientation drop down to determine the layout of the report. Check the Export Only box to export the report to Excel. Click the Edit Report Body Font icon to customize the report font. Select the radio button adjacent to the field and click the up or down blue arrow to move the field to a different position. Click the red X to delete the adjacent field. 45

46 FORMAT FIELDS Show Drop Down Click the double arrows to display the Show drop down. Check or clear the boxes in the Show drop down to display or hide the applicable field lists. Click Check all to display all field lists. Click Uncheck all to hide all field lists. Click the X or the drop down arrows to close the drop down. Field Search o Enter specific words in the Field Search field and click the Run icon to display only fields containing these specific words. o Click the Cancel icon to clear the search. o The Field Search only displays results from the fields selected in the Show drop down. Report Field Drop Down Click the double arrows to display the drop down. Check the boxes adjacent to the fields that will be added to the report. Click Check all to select all fields. Click Uncheck all to clear all fields. Click the x or the drop down arrows to close the drop down. Font and Format Select the Font from the drop down. Select the Font Size from the drop down. Click the B icon to bold the text. Click the I icon to italicize the text. Click the U icon to underline the text. Select left, center, or right Column Alignment. Check Suppress Repeating Data to display the field as a single instance of all corresponding data. Check Wrap to enable the field to expand vertically to display all information. Check Force All Uppercase to display the text in all upper case lettering. Check Remove Punctuation to remove all punctuation such as commas or apostrophes from the text display. Select the applicable Display options of Month, Day, and/or Year. 46

47 To calculate a past or future date, select + or - in the Date Offset field and enter the applicable number of Days. Check Suppress Leading Zero to display dates without leading zeroes. Check Include Month Name to display the name of the month. Check Include Day Name to display the name of the day. Check Suppress Zero Values to display nothing for zero values. Clear this box to display 0. Use the Rounding drop down to round the display to zero, two, or four decimal places. Check Format as $ to display the amount in dollars and cents. Check Suppress Comma to prevent the display of the comma in numbers containing four or more digits. Operators + (Add) - (Subtract) * (Multiply) / (Divide) = (Equals) < (Less than) <= (Less than or equal to) > (Greater than) >= (Greater than or equal to) < > (Not equal to) Begins With Ends With Contains Does Not Contain ( ) CUSTOM REPORT FIELDS Create customized fields. Click the Add Formatted Text button to add a new formatted text field. Click the Add Arithmetic button to add a new arithmetic field. Click the Add Comparison button to add a new comparison field. Click the Add Date button to add a new date field. Click the Name link to view or modify the details. Use the Search section to expand or limit the display of information. Click the Custom Report Fields plus (+) sign to expand or collapse the field lists. Select the applicable field. 47

48 Drag the field and drop it into the Report Fields section or click the Add Report Field button to add the field to the Report Fields section. Drag the field and drop it into the Sort section or click the Add Sort button to add the field to the Sort section. Click the Add Report Field & Sort button to add the field to both sections. Important Notes Custom fields with an [R] in the name indicate the field is available for this report only. Other fields are available for users in this Company Set to use in other reports. 48

49 ADD FORMATTED TEXT Create customized formatted text fields that can be added to the report. Enter the Field Name. Make a selection from the Field Use drop down. Select This Report Only to make the custom field available only in the current report. Select Reusable Company Set to make the custom field available for other reports in this Company Set. Use the Show drop down and the Field Search field to expand or limit the display of fields. Click the plus (+) sign to expand the field list of choices. Select the applicable field and click the Add Selected Field button to add the field to the Build Field section. Click the Add Text button and enter the applicable text. Click the Add Spaces button and select the applicable number of spaces from the drop down. Click Format to format the field. Select the radio button adjacent to the field and click the up or down blue arrow to move the field to a different position. Click the red X to Delete the adjacent field. Test the field by clicking the double arrow adjacent to the Test Field. Enter information and click the Test button to verify the Test Field appears as expected. Click the double arrow to close the Test Field. Save the field. 49

50 ADD ARITHMETIC Create customized arithmetic fields that can be added to the report. Enter the Field Name. Make a selection from the Field Use drop down. Select This Report Only to make the custom field available only in the current report. Select Reusable Company Set to make the custom field available for other reports in this Company Set. Use the Show drop down and the Field Search field to expand or limit the display of fields. Click the plus (+) sign to expand the field list of choices. Select the applicable field and click the Add Selected Field button to add the field to the Build Field section. Click the Add Operator button and select the Operator from the drop down. Click the Add Number button and enter the applicable number. Click Format to format the field. Select the radio button adjacent to the field and click the up or down blue arrow to move the field to a different position. Click the red X to Delete the adjacent field. 50

51 Test the field by clicking the double arrow adjacent to the Test Field. Enter information and click the Test button to verify the Test Field appears as expected. Click the double arrow to close the Test Field. Save the field. 51

52 ADD COMPARISON Create customized comparison fields that can be added to the report. Enter the Field Name. Make a selection from the Field Use drop down. Select This Report Only to make the custom field available only in the current report. Select Reusable Company Set to make the custom field available for other reports in this Company Set. Use the Show drop down and the Field Search field to expand or limit the display of fields. Click the plus (+) sign to expand the field list of choices. Select the applicable field and click the Add Selected Field button to add the field to the Build Field section. Click the Add Operator button and select the Operator from the drop down. Click the Add Number button and enter the applicable number. Click the Add Text button and enter the applicable text. Click the Add Date button and select or enter the date. Click the Add Check Box button and make a selection from the drop down. Click Format to make a selection in the Display As field. Select the radio button adjacent to the field and click the up or down blue arrow to move the field to a different position. Click the red X to Delete the adjacent field. Test the field by clicking the double arrow adjacent to the Test Field. Enter information and click the Test button to verify the Test Field appears as expected. Click the double arrow to close the Test Field. Save the field. 52

53 ADD DATE Create customized date fields that can be added to the report. Enter the Field Name. Make a selection from the Field Use drop down. Select This Report Only to make the custom field available only in the current report. Select Reusable Company Set to make the custom field available for other reports in this Company Set. Use the Show drop down and the Field Search field to expand or limit the display of fields. Click the plus (+) sign to expand the field list of choices. Select the applicable field and click the Select button. Click the Add Selected Field button to add the field to the Build Field section. Select a Format for the date from the drop down. Click the Add Text button and enter the applicable text. Click the Add Spaces button and select the applicable number of spaces from the drop down. Click Format to format the field. Select the radio button adjacent to the field and click the up or down blue arrow to move the field to a different position. Click the red X to Delete the adjacent field. 53

54 Test the field by clicking the double arrow adjacent to the Test Field. Enter information and click the Test button to verify the Test Field appears as expected. Click the double arrow to close the Test Field. Save the field. 54

55 FILTER DATA Filter data in the report. Use the Show drop down and the Field Search field to expand or limit the display of fields. Click the plus (+) sign to expand or collapse the field lists. Select the applicable field. Users may make selections from the adjacent drop down in applicable fields. Users may also select the Report Date Range for applicable fields. Drag the field and drop it into the Hard Coded Filters or Additional Filters section. Click the Add Hard Coded button to add the field to the Hard Coded Filters section. When users configure and run the report, Hard Coded Filters will be hidden by default unless users check the box to Display on report filters page. Select the Operator from the drop down. The Operator cannot be changed when the user runs the report. Select or enter the Value. The Value cannot be changed when the user runs the report. Check or clear the box adjacent to a Standard Filter to enable or disable the filter. Users may make selections from the adjacent drop down or enter Default values. The Default value can be changed when the user runs the report. Click the Add Additional button to add the field to the Additional Filters section. Select the Type from the drop down. Select or enter the Default. This Default can be changed when the user runs the report. Select the radio button adjacent to the field and click the up or down blue arrow to move the field to a different position. Click the red X to Delete the adjacent field. Important Notes Click the question mark (?) adjacent to specific fields to display additional information. Click the blue arrow to hide or display the Select Fields section. If there is a field on the report that is not populated for an employee, the employee may be automatically filtered and will not appear on the report. Check the Show Employees with No Data box to display these employees. Any user who runs the report will be able to configure the output by changing the standard filters and additional filters when the report is run. Hard coded filters cannot be changed when the report is run. Reports may contain multiple filters. 55

56 Users who create Custom Fields will be able to select these fields from the Custom Report Fields list. These custom fields may be available in all reports created in this company or Company Set. Custom fields with an [R] in the name indicate the field is only available for this report. Check the 3. Create Grouped Report box in the Setup screen to enable this screen. USING MULTIPLE FILTERS Multiple filters can be used in a report. The default values for hard coded filters cannot be changed when running the report. The default values for these filters are hidden by default unless users check the box Display on report filters page. The default values for standard filters can be changed when running the report. Default values are not required for standard filters. Users may disable standard report filters by clearing the check box adjacent to the filters. The default values for additional filters can be changed when running the report. Default values are not required for additional filters. Filters can work together using the And/Or field. Tips for When to Choose OR Must meet either criteria in different fields. Must meet either criteria in the same field for a field that allows only one value. Must meet at least one criteria in the same field for a field that allows multiple values. Connecting two or more different filters with parentheses. Tips for When to Choose AND Must meet the criteria in different fields. Must meet more than one criteria in the same field for a field that allows multiple values. Connecting two or more different filters with parentheses. 56

57 GROUP Group information in the report. Use the Show drop down and the Field Search field to expand or limit the display of fields. Click the plus (+) sign to expand or collapse the field lists. Select the applicable field. Users may make selections from the adjacent drop down in applicable fields. Users may also select the Report Date Range for applicable fields. Drag the field and drop it into the Groups section. Click the Add Group button to add the field to the Groups section. When a report field has a Totals column, users may check the Display Subtotals box to display subtotals in the group. Check the Hide Report Details box to display only the summary information and not the rows of data. Click the Edit icon in the Header/Footer column to edit the group's header and footer. Check the Page Break After box to print each group on a separate page. Click the Edit Report Fields link to modify the report fields. Select the radio button adjacent to the field and click the up or down blue arrow to move the field to a different position. Click the red X to Delete the adjacent field. Important Notes Click the question mark (?) adjacent to specific fields to display additional information. Click the blue arrow to hide or display the Select Fields section. Users who create Custom Fields will be able to select these fields from the Custom Report Fields list. These custom fields may be available in all reports created in this company or Company Set. Custom fields with an [R] in the name indicate the field is only available for this report. Check the 3. Create Grouped Report box in the Setup screen to enable this screen. 57

58 HEADER/FOOTER Configure the report header and footer. Check All Pages in the Don't Print: field to hide the header on all pages of the report. Checking All Pages will disable all other Report Header fields in this screen. Check First Page to hide the header on the first page of the report. Check Last Page to hide the header on the last page of the report. Check both the Report Name box and the Use Report Name for report title box to display the Report Name in the header. Clear the Report Name box to hide the name. Check the Report Name box and clear the Use Report Name for report title box to enable the Report Name box for editing. Enter the applicable text in the field (40 character limit). Check the Page PAGE NUMBER of NUMBER OF PAGES box to display page numbers in the report header. Check the box adjacent to the Company Name to display the company name in the report header. Check the box adjacent to the Company Id number to display the company Id number in the report header. Check the Payroll Date Range: FROM DATE To TO DATE box to display these dates in the report header. To add additional information in the report header, check the box adjacent to the empty text field and enter the applicable text (40 character limit). Check the RunDate: RUN DATE box to display the date the report was run in the report header. Check the Run Time: RUN TIME box to display the time the report was run in the report header. Check All Pages in the Don't Print: field to hide the footer on all pages of the report. Checking All Pages will disable all other Report Footer fields in this screen. Check First Page to hide the footer on the first page of the report. Check Last Page to hide the footer on the last page of the report. Check the Report Total Records: TOTAL RECORDS COUNT box to display the total records count in the report footer. Check both the Report Name box and the Use Report Name box to display the Report Name in the footer. Clear the Report Name box to hide the name. Check the Report Name box and clear the Use Report Name box to enable the Report Name box for editing. Enter the applicable text in the field (40 character limit). Check the User: USER NAME box to display the User Name in the report footer. Check the User Id box to display the User Id in the report footer. Check the Page PAGE NUMBER of NUMBER OF PAGES box to display page numbers in the report footer. To add additional information in the report footer, check the box adjacent to the empty text field and enter the applicable text (40 character limit). Check the RunDate: RUN DATE box to display the date the report was run in the report footer. Check the Run Time: RUN TIME box to display the time the report was run in the report footer. Users may customize the format of the header and footer. Click the Next>> button. 58

59 Important Notes Check the 4. Edit Header/Footer box in the Setup screen to enable this screen. PREVIEW/SAVE Preview, save, and run the report. Use the Payroll Filters section to select the date range the output should reflect. This section is only enabled when the report contains date fields. Use the Standard Filters section to filter the display of information. Use the Additional Filters section to further customize the display of information in the report. Click Preview Report to preview the first page of the report. Click Save and Run to run the report. View the report in User Requested. 59

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61 HR INSIGHT CHARTS HR Interact with the HR Insight Dashboard to access information such as Headcount Trends, Active Employee Details and EEO Monitoring. By default users will land on the HR Insight Charts dashboard that provides an overview of the entire organization. 61

62 Click Take a Tour to get a quick summary of what's on the Data Insights dashboard page. At the top of any page, click the What's New? button to get a list of new items on that page. Click Update Filters to modify the results that are displayed using the filter selector. You can also Load Filter that have previously been saved, and Save created filters within the dashboard. Note that applied filters will persist over all Data Insights dashboards: HR, Headcount, and Turnover. 62

63 Choose to View Insights as of from the available drop down list to choose from a list of months to view insights from. 63

64 Current Headcount - Spreadsheet populated with headcount information for all employees (excluding terminated), including Employee Name, Employment Type, Hire Date, and Cost Centers. YTD Hired - Spreadsheet populated with the same information as the Current Headcount data, but for newly hired employees. YTD Terminated - Spreadsheet populated with headcount information for all recently terminated employees, including Employee Name, Term Date, and Tenure. Growth Rate - Percentage based on the difference between current headcount and the headcount one year prior, divided by the prior year's headcount. Turnover Rate - Percentage based on terminations within the past 12 months divided by the average headcount for the past 12 months. Average Tenure - Spreadsheet populated with the same information as the Current Headcount data. 64

65 Definitions HR Insights Current Headcount: Count of all active employees YTD Hired: The number of employees that have been hired this year YTD Termed: The number of employees that have been terminated this year Growth Rate: ( CCCCCCCCCCCCCC HHHHHHHHHHHHHHHHHH EEEEEE oooo MMMMMMMMh HHHHHHHHHHHHHHHHHH 1 yyyyyyyy aaaaaa EEEEEE oooo MMMMMMMMh HHHHHHHHHHHHHHHHHH 1 yyyyyyyy aaaaaa ) * 100 TTTTTTTTTT CCCCCCCCCC oooo TTTTTTTTTTTTTTTTTTTTTTTT wwwwwwhiiii tthee PPPPPPPP 12 MMMMMMMMhss Turnover Rate: ( ) * 100 AAAAAAAAAAAAAA EEEEEE oooo MMMMMMMMh HHHHHHHHHHHHHHHHHH oooooooo tthoooooo 12 MMMMMMMMhss Average Tenure: ( Headcount Trends TTTTTTTTTT CCCCCCCCCC oooo AAAAAAAAAAAA EEEEEEEEEEEEEEEE TTTTTTTTTTTT YYYYYYYYYY CCCCCCCCCCCCCC HHHHHHHHHHHHHHHHHH ) * 100 Active Employee Trends: Total count of active Employees as of last month of each year TTTTTTTTTT CCCCCCCCCC oooo TTTTTTTTTTTTTTTTTTTTTTTT YYYYYY Turnover Rate Trends: ( ) * 100 AAAAAAAAAAAAAA EEEEEE oooo MMMMMMMMh HHHHHHHHHHHHHHHHHH YYYYYY Retention Employees who are a potential flight risk based on their compensation, At-Risk Employees: tenure, and drive time compared to others Employee Tenure: Rolling 12 months median of total employee compensation paid Tenure Start: Rolling 12 months median of total employee tenure Tenure End: Median total employee drive time General Active Employee: An employee that does not have a status of terminated Employee Tenure: Tenure Start Tenure End Tenure Start: Adjusted Seniority Date OR Rehire Date OR Hire Date Tenure End: Date of Termination for Terminated Employees, Today s Date for Active 65

66 HEADCOUNT Interact with the Headcount Dashboards to access information such as Active Employee Trends, Turnover Rate Trends, and Overall Headcount Trends. Click Take a Tour to get a quick summary of what's on the Data Insights dashboard page. At the top of any page, click the What's New? button to get a list of new items on that page. 66

67 Click Update Filters to modify the results that are displayed using the filter selector. You can also Load Filter that have previously been saved, and Save created filters within the dashboard. Note that applied filters will persist over all Data Insights dashboards: HR, Headcount, and Turnover. Choose to View Insights as of from the available drop down list to choose from a list of months to view insights from. Active Employee Trends - Spreadsheet populated with Current Headcount data. 67

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69 TURNOVER Interact with the Turnover Dashboard to access Turnover Rate information throughout your company (including Division, Supervisor, and Position). Click Take a Tour to get a quick summary of what's on the Data Insights dashboard page. At the top of any page, click the What's New? button to get a list of new items on that page. 69

70 Click Update Filters to modify the results that are displayed using the filter selector. You can also Load Filter that have previously been saved, and Save created filters within the dashboard. Note that applied filters will persist over all Data Insights dashboards: HR, Headcount, and Turnover. Choose to View Insights as of from the available drop down list to choose from a list of months to view insights from. Turnover Rate & Terminations - Spreadsheets populated with information for all terminated employees, including Employee Name, Hire Date, Termination Date, Termination Reason, and Cost Centers. Turnover Rate is calculated as follows: Total 12 Month Terminations / Average of 12 Month Headcount. 70

71 Active Employees - Spreadsheet populated with headcount information for all employees (excluding terminated), including Employee Name, Employment Type, Hire Date, and Cost Centers. 71

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73 RETENTION The Retention Risk Dashboard surfaces potential flight risk employees to HR Administrators and Supervisors so they can be armed with data to help them get ahead of and prevent unwanted and costly turnover. Click Take a Tour to get a quick summary of what's on the Data Insights dashboard page. At the top of any page, click the What's New? button to get a list of new items on that page. Click Update Filters to modify the results that are displayed using the filter selector. You can also Load Filter that have previously been saved, and Save created filters within the dashboard. Note that applied filters will persist over all Data Insights dashboards: HR, Headcount, and Turnover. Choose to View Insights as of from the available drop down list to choose from a list of months to view insights from. Search for specific employees in the At-Risk Employees section. 73

74 Charts are available for each employee listed, providing context as to why they are a potential risk (including Tenure, Annual Salary or Pay Rate, YTD Earnings, Drive Time, and Performance Rating). Click into each Key Performance Indicator (KPI) to get additional information for your entire company. o Select an individual chart component to gain access to detailed reports supporting the information displayed in the chart. o Median Total Compensation - Chart that includes information on Gross Pay by Cost Center for previous year, Rolling 12 months Gross Pay for current year to show trends, how Gross Pay is trending year-over-year, and a chart that visually shows trends over past 24 months. 74

75 o Median Tenure - Chart that displays Tenure by Cost Center, with a default sort of Low to High Tenure. 75

76 o Median Drive Time Upon click, users will be taken to a map that displays Employee home address and Work Locations across the company, proving the user a visual on where employees live around work locations. Click on an employee marker to view the closest Work Location to that employee along with the employee's average drive time to that location. 76

77 You may receive a warning message upon loading the dashboard saying that you need to update employee information. 1. Click Update Employee Information to access a table with missing data identified. 2. Enter information that is missing directly in the red boxes. 3. As you correct the missing data, the row will disappear. 4. You can also choose to Export the data to Excel and then, after updating the spreadsheet, upload the data through Web Link. 77

78 Note that updated data will not be reflected in the dashboard until the following day as the dashboard refreshes overnight. 78

79 POINT IN TIME Create, edit, or run a point in time query. Select the radio button adjacent to the Name. Select or enter the As Of Date. Click the Run icon to display the results. Click the Add button to add a point in time query. Click the Name link to display or modify the details. View the results. Note that values displaying an * (asterisk) indicate the current value rather than the value of the selected As Of Date. Select or enter the As Of Date and click the Run icon to generate point in time information. Check the applicable boxes in the drop downs and/or enter the applicable information in the fields and click the Run icon to display the selected information. Discrepancy records are highlighted in red. Check the Show discrepancy records only box to display only discrepancy records. Click the Export to Excel button to export the information into Excel format. Click Setup to access the Setup screen. Click Exit to return to the main screen. 79

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81 POINT IN TIME SETUP Set up fields and filters for point in time information. 1. Enter the Name (40 character limit). 2. Check the box adjacent to each Column that will appear. 3. To move a column to a different position, select the radio button in the Column Order column and click the up or down blue arrow. 4. Select an applicable value from the Totals drop down. 5. Check the applicable Filters box to enable the Default Filter Values field. Enter the Default Filter Value. 6. Click Save and Run to save the updated information and run the point in time query. 81

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83 TREND Create, edit, or run a trend query. Select the radio button adjacent to the Name. Select or enter the Effective Date From and Effective Date To. Click the Run icon to display the results. Click the Add button to add a trend query. Click the Name link to display or modify the details. 1. View the results. Note that values displaying an * (asterisk) indicate the current value rather than the value of the selected effective dates. 2. Select or enter the Effective Date From and Effective Date To and click the Run icon to generate trend information. 3. Check the applicable boxes in the drop downs and/or enter the applicable information in the fields and click the Run icon to display the selected information. 4. Check the Show Prior Record box and click the Run icon to display the selected information. 5. Discrepancy records are highlighted in red. Check the Show discrepancy records only box to display only discrepancy records. 6. Click the Export to Excel button to export the information into Excel format. 7. Click Setup to access the Setup screen. 8. Click Exit to return to the main screen. 83

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85 TREND SETUP Set up fields and filters for trend information. 1. Enter the Name (40 character limit). 2. Make a selection from the Find Changes To drop down. 3. Check the box adjacent to each Column that will appear. 4. To move a column to a different position, select the radio button in the Column Order column and click the up or down blue arrow. 5. Select an applicable value from the Totals drop down. 6. Check the applicable Filters box to enable the Default Filter Values field. Enter the Default Filter Value. 7. Click Save and Run to save the updated information and run the trend query. 85

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87 USER REQUESTED View, save, or print reports run from the Reports Library, Report Writer, or Groups & Scheduling. Click the Name link to view, save, or print the report. Check the box adjacent to a report Name and click the Delete button to delete the report. Reports will automatically be deleted on the expiration date. Use the Search section to expand or limit the display of information. Important Notes Adobe Reader is required to view PDF reports. When searching, the percent symbol (%) can be used as a wildcard. Available values for the Report Class drop down are based on the user's assigned security group. User Requested reports will expire 72 hours after they are run. PAYROLL PROCESS View, save, or print the reports that are generated each time a payroll is processed. Reports will not be deleted. Adobe Reader is required to view reports. Click the Name link in Payroll Process to view, save, or print the report. Use the Search section to expand or limit the display of information. 87

88 Important Notes Processed payrolls typically contain six standard payrun reports. If users run more than one process for the same check date, the Supplemental Report Group contains a combined set of reports for all processes for that same check date. The report for the single Process ID will have the check date displayed at the top; the supplemental report will have at the top of the report the check date through the check date indicating it contains all runs for the check date. The process ID is a ten-digit number that contains the check date in the format YYYYMMDD and the number of the processed payroll. The first payroll run on November 1, 2013 has a process ID of The Pre-Process Register will list all employees, showing all Earnings, Taxes, Deductions, and Net Pay, including live checks and direct deposits. 88

89 STANDARD PAYRUN REPORTS Check Register Displays employee payroll and agency checks. Displays bank account from which checks will be drawn; separate page for separate bank accounts. Net Amount is the actual amount received by employee. Net Check reflects amount for those employees receiving live checks. Department Summary Sums the employer (ER) liability per department (total earnings + ER taxes). Displays total employee (EE) net pay per department. Itemizes amount/hours per DET (Deduction, Earning, Tax) code, taxes (EE and ER), and deductions. Only report displaying ER information by department. Displays labor distribution. Input Worksheet Columns are customizable. Displays next payroll s check date. Loc refers to employee s cost center/department (location). Recurring Deductions and Earnings reflected in the right-most column. Bottom of sheet lists the company s DET codes to help identify any DETs possibly not appearing on an employee that should. Total Salaries is the sum of all salaries set as Autopay. Invoice Co Terms will reflect either DIRECT DEBIT or NET 30. If Direct Debit, the following will be displayed: Your account will be debited on / / for the amount of $. If Net 30, the Accounts Receivable box will print with 30, 60, 90 days past due balance. Payroll Register With YTD Similar to the Preprocess Register for payroll figures after processing. Displays employee wage and tax information only (no employer) by cost center/department. Report does not distribute earnings. All earnings will be reflected in home cost center. Payroll Summary Payroll Totals Count is total check count. Net check (live payroll checks) and direct deposit net totals. Net Amount reflects both direct deposit and live checks. Third party check count and net/direct deposit third party totals. Total Net Payroll Liability is the sum of all pay going to employees and third party. Tax Liabilities Itemizes taxes for employee (EE) and employer (ER) listing Tax Id, deposit frequency, wages as well as employee and employer amounts. Divides by major tax type: Federal, Federal Unemployment (FUTA), State, and State Unemployment (SUI). Total Tax Liability includes the employee and employer amounts. Total Payroll Liability is the sum of Total Net Payroll Liability + employee and employer taxes. 89

90 Billing Invoice number Invoice date Amount Transfers Types: Tax, Billing, Direct Deposit (including Third Party direct deposits), and Trust (Bank Checks clients only). Date of transfer. Account from which transfer will be taken by Paylocity. Amount to be taken. Tax Deposits If on Full Tax service: Deposit made by Service Bureau will display with the tax type, due date, and amount. If on Mini-tax or not on a tax service, tax Deposits and Due Dates will appear. STANDARD SERVICE RELATED PAYRUN REPORTS 401(k) Report Describes per pay period gross pay, pre-tax, and post-tax employee and employer 401(k) contributions. Lists 401(k) loan pay back information (if applicable). Sort order can be selected between ID, Name, ID within Cost Center, or Name within Cost Center. Accrual Balance Reflects each employee s effective date and Used/Available hours. Totals by cost center/department. Sort order can be selected between ID, Name, ID within Cost Center, or Name within Cost Center. New Hire Report Standard if client is being billed by Paylocity for New Hire Reporting. Shows Name, Address, Social Security number, Hire Date, Rehire Date for any person reported. 90

91 QUARTER/YEAR END View reports that are generated at Quarter End and Year End. Adobe Reader is required to view reports. Click the Name link in Quarter/Year End to view, save, or print the report. Use the Search section to expand or limit the display of information. GROUPS & SCHEDULING Group reports together. Administrators can schedule these reports to run automatically on certain days. Click the Add button to create a new report group. Click the Report Group link to display or modify the details. Click the Edit link in the Users column to edit report group users. Use the Search section to expand or limit the display of information. 91

92 1. Check or clear the Active box to activate or inactivate the report group. 2. Enter the Group Name (30 character limit). 3. Enter the applicable Group Description (50 character limit). 4. Use the Run-As User drop down to select a user with different security rights to run the report. 5. In the Reports section, check the box adjacent to the report Name to be included in the Report Group and click the Add >> button. To limit the display of choices in this section, select a specific Report Class and/or Report Category from the drop down and click Search. 6. To remove a report from the Report Group, check the box adjacent to the report Name in the Report Group section and click the << Remove button. 7. Use the Scheduling section to run the group of reports based on a selected Frequency. 8. Select a Frequency from the drop down to schedule the report group to run on an automatic schedule. 9. If the reports should run a certain number of days before or after the selected frequency, select the plus (+) or minus (-) radio button and enter the number of days in the Offset Days field. 10. Save the updated information. Click the Save & Add Users button to save the updated information and add users to the report group. Important Notes Administrators will receive a notification in the Message Center when scheduled reports are ready for pickup. Adobe Reader is required to view PDF reports. When searching, the percent symbol (%) can be used as a wildcard. Available values for the Report Class drop down are based on the user's assigned security group. 92

93 REPORT GROUP USERS Configure the users who have access to the report group. In the Filtered User List section, check the box adjacent to the user Name to be included in the Report Group Users and click the Add >> button. To remove the user from Report Group Users, check the box adjacent to the user Name in the Report Group Users section and click the << Remove button. Save the updated information. Use the Search section to expand or limit the display of information. 93

94 TAX & FINANCE SERVICE TRANSFERS View a list of service transfers. 94

95 SECURITY SECURITY ROLES Security roles define what users are able to view and edit in Web Pay. These security roles are tied to a security group. The security group allows users to have multiple security roles in the company. Web Pay provides standard security roles. It is possible to create as many custom security roles as needed. Please contact Paylocity to make changes to security roles. MultiCoAdmin MultiCoHR MultiCoPayroll Provides full access to everything in multiple companies as well as access to the Company Set. Provides access to human resources information in multiple companies as well as access to the Company Set. Provides access to payroll information in multiple companies as well as access to the Company Set. Reports Security Role Rights Security Roles Summary Export 95

96 SECURITY GROUPS Web Pay users are assigned to a security group that determines the level of access they have to the system. Security groups contain security roles which contain specific security rights. Web Pay provides standard security groups. It is possible to create as many custom security groups as needed. Please contact Paylocity to make changes to security groups. Security groups are assigned to users in User Accounts. MultiCoAdmin MultiCoHR MultiCoPayroll Contains the MultiCoAdmin security role. This security group has full access to all companies, cost centers, employees, and reports in the Company Set. This security group is designed for a limited number of MultiCompany Administrators who will have full access to all screens in the company and Company Set. Contains the MultiCoHR security role. This security group will have full access to all companies, cost centers, and employees in the Company Set. This security group is designed for users who will require access to human resources information including insurance plan information, but will not require access to the Payroll or Tax/Finance menus. Contains the MultiCoPayroll security role. This security group will have full access to all companies, cost centers, and employees in the Company Set. This security group is designed for users who will require access to the Payroll menu including access to approve payrolls or void checks, but are not Company Administrators. Reports Security Role Rights Security Roles Summary Export 96

97 SECURITY IP RESTRICTION Define external IP address groups to restrict access to Web Pay by security group. Click the Enable button to define restrictions. This will set up a default rule that allows all network traffic for the company. Click the Add new button to add a new IP Address Group. Click the IP Address Group Name link to display or modify the details. Click the IP Address Group Name link to delete the IP Address Group. Click the Disable IP Restriction button to disable the IP restrictions. Reports Blocked Login IP Address Audit 97

98 SECURITY FILTER DETAIL Configure IP address groups. Enter the Group Name for the IP address group. Select the Security Group from the drop down. Save the updated information. Saving the updated information will enable the IP Blocks section. Click the Add new button to add IP block information. Once the IP block information is saved, change the Group Status to Enabled. Save the updated information to begin enforcing this restriction. Reports Blocked Login IP Address Audit 98

99 SECURITY IP BLOCK DETAIL Configure IP block information. 1. Enter the IP Block Name. 2. Enter the External IP Block (CIDR format). 3. Save the updated information. Reports Blocked Login IP Address Audit 99

100 TOOLS SUPERVISOR & REVIEWER SETUP ASSIGN EMPLOYEES Assign supervisors and reviewers to employees. Check the box adjacent to the applicable employees' Ids on each page. Click the Assign Supervisor & Reviewer button to assign a supervisor and reviewer to the selected employees. Click the Show Selected Employees Only button to display only the selected employees. Enter or select the required criteria in one or more fields and click the Search button to display all information that matches the criteria. 1. Select the applicable company from the Company Filter drop down. 2. Select the Supervisor or Reviewer from the drop down. 3. To display only supervisors and reviewers who are currently assigned to employees, check the Limit to currently assigned Supervisors & Reviewers box. 4. Select or enter the Effective Date. 5. Select or enter the End Date. 6. Check the box adjacent to the applicable employees' Ids. 7. Click the Assign as Supervisor and Reviewer button to assign the selection as a supervisor and reviewer. 8. Click the Assign as Supervisor Only button to assign the selection as a supervisor. 9. Click the Assign as Reviewer Only button to assign the selection as a reviewer. 10. Click the red X or the Close button to close the window. 100

101 Important Notes Terminated supervisors and reviewers are highlighted in red. Supervisors and reviewers on leave of absence are highlighted in yellow. Supervisors and reviewers may be restricted to eligible employees. Supervisors and reviewers may be individually assigned in the employee's Dept/Position screen. Supervisors and reviewers may be assigned to employees in more than one company in the Company Set when the Company Set has been set up with cross-company supervisor and reviewer access. Please contact Paylocity to enable cross-company supervisor and reviewer access. Reports Employee Supervisors-Reviewers List 101

102 DIRECT REPORTS Reassign employees to new supervisors and reviewers. Click the Last name link to view or modify supervisor and reviewer information. Use the Search section to expand or limit the display of information. Important Notes Terminated supervisors and reviewers are highlighted in red. Supervisors and reviewers on leave of absence are highlighted in yellow. Supervisors and reviewers may be restricted to eligible employees. Supervisors and reviewers may be individually assigned in the employee's Dept/Position screen. Supervisors and reviewers may be assigned to employees in more than one company in the Company Set when the Company Set has been set up with cross-company supervisor and reviewer access. Please contact Paylocity to enable cross-company supervisor and reviewer access. Reports Employee Supervisors-Reviewers List 102

103 REASSIGN SUPERVISORS AND REVIEWERS TO EMPLOYEES 1. Select the applicable company from the Company Filter drop down. 2. Select the Supervisor or Reviewer from the drop down. 3. To display only supervisors and reviewers who are currently assigned to employees, check the Limit to currently assigned Supervisors & Reviewers box. 4. Select or enter the Effective Date. 5. Select or enter the End Date. 6. Check the box adjacent to the applicable employees' Ids. 7. Click the Assign as Supervisor and Reviewer button to assign the selection as a supervisor and reviewer. 8. Click the Assign as Supervisor Only button to assign the selection as a supervisor. 9. Click the Assign as Reviewer Only button to assign the selection as a reviewer. 10. Click the red X or the Close button to close the window. Important Notes Terminated supervisors and reviewers are highlighted in red. Supervisors and reviewers on leave of absence are highlighted in yellow. Supervisors and reviewers may be restricted to eligible employees. Supervisors and reviewers may be individually assigned in the employee's Dept/Position screen. 103

104 Supervisors and reviewers may be assigned to employees in more than one company in the Company Set when the Company Set has been set up with cross-company supervisor and reviewer access. Please contact Paylocity to enable cross-company supervisor and reviewer access. Reports Employee Supervisors-Reviewers List SUPERVISOR REVIEWER OPTIONS Configure the assignment of supervisors and reviewers. 1. Select No Restrictions in the Assignment field to enable any employee to be assigned as a supervisor or reviewer. 2. Select Restrict to Eligible Supervisor/Reviewer list only to limit assignments to eligible employees. 3. Check the Allow Terminated box to allow terminated employees to be assigned as supervisors or reviewers. 4. Save the updated information. Important Notes When the Company Set has been set up with cross-company supervisor and reviewer access, this screen appears in the Company Set but not in the single company. When the Company Set has been set up with cross-company supervisor and reviewer access, supervisors and reviewers may be assigned to employees in more than one company in the Company Set. Please contact Paylocity to enable cross-company supervisor and reviewer access. Select Restrict to Eligible Supervisor/Reviewer list only to enable the Manage Supervisor & Reviewer Eligibility screen. 104

105 MANAGE SUPERVISOR REVIEWER ELIGIBILITY Manage supervisor and reviewer eligibility. Select Restrict to Eligible Supervisor/Reviewer list only to enable this screen. Check the box adjacent to the applicable employees' Ids and click the Save button to make the selected employees eligible supervisors or reviewers. Click the Last name link to view or modify the supervisor and reviewer information. Important Notes When the Company Set has been set up with cross-company supervisor and reviewer access, this screen appears in the Company Set but not in the single company. When the Company Set has been set up with cross-company supervisor and reviewer access, supervisors and reviewers may be assigned to employees in more than one company in the Company Set. Please contact Paylocity to enable cross-company supervisor and reviewer access. 105

106 SYNC SELF SERVICE PORTAL CONFIGURATION Synchronize the self service portal configuration across all companies in the Company Set. Check the Sync Employee Portal Configuration box to enable the Portal Configuration Company drop down. Select the Portal Configuration Company from the drop down to synchronize the self service portal setup of all companies with the selected company. Save the updated information. Important Notes When Sync Employee Portal Configuration is set, the Company Administrator from the selected Portal Configuration Company may configure the self service portal setup. Company Administrators from other companies in the Company Set may not edit the self service portal setup. Changes made to the Self Service Portal of the configuration company will update sync companies overnight. When the Sync Employee Portal Configuration box is cleared, the self service portal in every company in the Company Set will return to the original system default configuration. 106

107 NOTIFICATIONS NOTIFICATIONS View or modify notifications. Click the ID link to display or modify the details. A green check-mark in the Active column indicates the notification is active. Notifications are automatically sent based on a trigger date or event. Notifications are always sent to the user s Message Center. Users may elect to receive notifications in their . Reports Notification by User Notifications Setup 107

108 DISTRIBUTION LISTS Create distribution lists that can be assigned to notifications. Click the Add button to add a distribution list. Click the Desc link to display or modify the details. Check the box adjacent to the Desc and click the Delete button to delete the distribution list. 1. Enter a Description for the distribution list (40 character limit). 2. Check or clear the Active box to activate or inactivate the distribution list. 3. To add a name to the distribution list, check the box adjacent to the Name [Id] in the Available Employees section and click the Add >> button. 4. To remove a name from the distribution list, check the box adjacent to the Name [Id] in the Selected Employees section and click the << Remove button. 5. Save the updated information. 108

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110 MESSAGE CENTER View or delete messages. Click the Received link to view the message details. Check the box adjacent to the message and click Delete to delete the message. Click Print to print the message. Click Keep As Unread to keep the message marked as an unread message. Click Return to return to the previous screen. 110