Paychex Flex HR Service: Supervisor Edition. The Paychex Flex HR Service Experience Paychex, Inc. All rights reserved. PNG-HRO

Table of Contents GETTING STARTED IN PAYCHEX HR ONLINE......... 3 Log In............................... 3 ADMINISTRATION LINKS..................... 4 Accessing Employee Records................ 4 MAINTAIN EMPLOYEE ATTENDANCE DATA.......... 5 Assign a Time-Off Plan.................... 6 Add an Absence........................ 6 Remove an Absence...................... 7 Manage PTO Requests.................... 7 Review the Time Off Calendar............... 8 MAINTAIN EMPLOYEE INFORMATION............. 9 Demographics......................... 9 Custom Fields........................ 10 Accidents and Illnesses.................. 10 Dependents.......................... 11 EEO............................... 12 Emergency Contacts.................... 12 Reporting Structure..................... 13 Task List............................ 13 Status/Postion........................ 13 Salary............................. 14 Salary/Status History.................... 14 Form I-9............................ 15 Training............................ 15 Education and Skills.................... 16 REMINDERS............................ 17 Adding a Self Reminder.................. 17 Adding a Custom Reminder................ 18 HR REPORTS........................... 19 Standard Reports...................... 19 Custom Reporting...................... 20 The functionality covered in this document does not necessarily represent the functionality available to you from Paychex HR Online. The availability of the functionality covered here is determined by your organization. 2018 Paychex, Inc. All rights reserved. PNG-HRO-1010-201809 2

Getting Started in the Paychex Flex HR Service Log In You can access your information by logging in to Paychex Flex (www.paychexflex.com). Once you have entered your login information, enter your Personal Identification Number (PIN). Click Human Resources. (1) 2018 Paychex, Inc. All rights reserved. PNG-HRO-1010-201809 3

Administration Links Accessing Employee Records To access employee records, navigate to the HR ADMIN panel and click Employee Information. (1) Click a submenu item, such as Attendance/Time-Off, to display the PEOPLE panel: 1. Quick Search: Type an employee ID or the first few letters of an employee s last name and click Go. (2) 2. Select an employee name from the list. (3) 3. Click Filter to search by Branch, Last Name Begins With, SSN/Fed ID, or Employee ID. (4) While on any employee s record, click the navigation arrows located in the top right corner to move to the next or previous record in alphabetical order. (5) Select Show Inactive Employees in the Filter options to view employees that are terminated or on a leave of absence. 2018 Paychex, Inc. All rights reserved. PNG-HRO-1010-201809 4

Maintain Employee Attendance Data On the HR ADMIN panel, click Employee Information, then click Attendance/ Time Off. (1) Use one of the search methods to access the desired employee record. Accrual Balances - YTD displays current time-off balances based on the Time-Off Plan assigned to the employee. A list of recorded Absences displays. 2018 Paychex, Inc. All rights reserved. PNG-HRO-1010-201809 5

Assign a Time-Off Plan Enroll an employee into a Time-Off Plan by clicking Options Assign to Time-Off Plan. Choose a plan from the drop-down menu and click SAVE. Click BACK to return to the Attendance/Time-Off screen. For each plan, input a Starting Balance and Time Accrued, then click SAVE. Add an Absence 1. After an employee is enrolled in a Time-Off Plan and their Balance has been populated, track absences by clicking + Add, then Add Absence. 2. Add the Absence Date and select the Absence Type from the drop-down menu. 3. Time Taken is the number of hours of time off taken per day (for example, 8 hours). Use decimals for partial hours (for example, 8.5 hours). 4. Auto-Fill is used if the employee will be out for more than one day. If selected, add a Return Date. 5. Using the daily checkboxes, select the days between the Absence Date and Return Date for which the employee should not be charged for paid time off, typically days that the employee is not scheduled to work (for example, Saturday and Sunday). (1) Adding or removing an absence will automatically update the employee s balance. 6. Add specific notes about the employee s absence to complete the record. 7. Click Time Stamp to include the current date and the time with the note. 8. Click SAVE to record the changes and exit the screen. 9. Add documentation to the absence by selecting Browse, or drag and drop the file into the space provided. Enter a Document Title, and click Save. 2018 Paychex, Inc. All rights reserved. PNG-HRO-1010-201809 6

Remove an Absence Absence records are displayed in descending chronological order. 1. Select the checkbox (1) in front of an absence and click Remove Checked to remove the selected absence(s) from the list. 2. Click OK to confirm the deletion. Absence records remain in Paychex HR Online indefinitely, unless deleted. Click any underlined column heading, such as Type, to sort the column. This is useful if you are tracking absenteeism trends. Manage PTO Requests Requests Pending Approval displays submitted request details. PTO Requests History displays all past requests that have been Approved, Declined, or Cancelled. 1. Click Options Display Requests to view the employee s time-off request history. 2. Click BACK to exit the screen. 2018 Paychex, Inc. All rights reserved. PNG-HRO-1010-201809 7

Review the Time Off Calendar 1. Click Options Time Off Calendar to view the employee s absences displayed in a calendar view. (1) You can use the Time Off Calendar to evaluate coverage before making any time off decisions. This calendar provides a month-at-a-glance view of how many employees are absent on a given day. 2. Click the date to view details regarding employees that are out and those who have submitted PTO Requests. (2) 2018 Paychex, Inc. All rights reserved. PNG-HRO-1010-201809 8

Custom Fields Custom Fields are used to track information not normally stored in HR Online. There are three types of Custom Fields: text fields checkboxes drop-down menus Accidents/Illnesses The Accidents/Illnesses (OSHA) screen is used to track information if an employee is injured on the job. OSHA forms are available in this section. To add an accident or illness: 1. Click Accidents/Illness (OSHA) located on the HR ADMIN panel Employee Information. (1) 2. Click + Add, then click Add Accident, or click Options Privacy Cases to add or view a Privacy Case. 3. Add incident information. 4. Click SAVE & NEXT. 2018 Paychex, Inc. All rights reserved. PNG-HRO-1010-201809 10

Accidents/Illnesses (continued) 5. Add medical information. 6. Click SAVE & NEXT. 7. Finish entering all relevant information regarding the incident. 8. Click SAVE. 9. Click Options to print the 300, 300A, or 301 forms. Dependents The Dependents screen is used to track dependent information for all employees. 2018 Paychex, Inc. All rights reserved. PNG-HRO-1010-201809 11

EEO The EEO screen is used to track EEO information, which will help your company centrally manage this data. Emergency Contacts The Emergency Contacts screen provides an area to add emergency contact and primary physician information for each employee. Relevant employee information can be tracked in the Notes section. 2018 Paychex, Inc. All rights reserved. PNG-HRO-1010-201809 12

Reporting Structure The Reporting Structure is used to build your company s reporting structure/ hierarchy. Once configured, this controls the employee records that supervisorlevel users can access, the routing of Time-Off Requests, and other HR Online functionality. Task List Tasks may be assigned to multiple people inside and outside of a company to onboard a new hire. The Task List allows you to track who owns a task, task deadlines, and when the task is done. Status/Position A recent Paychex Flex enhancement enables you to assign the employee s supervisor only in People. If you have the option to modify the Supervisor or New Supervisor field in your HR Online application, please contact your Paychex representative to learn how you can change the employee s supervisor in People instead. The Status/Position screen is used to track important employment information from Date Hired to Employee Type. You can also use this screen to reassign an employee to a different supervisor. 2018 Paychex, Inc. All rights reserved. PNG-HRO-1010-201809 13

Salary The Salary screen is used to view employee salary-related information. Employee Last Raise Date, Next Raise Date, and Next Review Date can be updated here. Salary/Status History The Salary/Status History screen is a research and auditing log. It automatically tracks significant changes made to an employee s record, such as promotions, raises, and location changes. It can also be used to edit historical records. 2018 Paychex, Inc. All rights reserved. PNG-HRO-1010-201809 14

Form I-9 The Form I-9 screen is used to track information regarding employment authorization. Up to three separate forms of documentation can be tracked and managed using Paychex HR Online Reporting and Standard Reminders. Click Print Blank I-9 to print a blank form. Training The Training screen displays all completed training sessions for an employee with dates and scores. Click Options Training Curriculum to view an employee s curriculum. Click + Add, then click Add Training Taken to add courses the employee has taken. Click Options Enroll for Training to enroll an employee in a scheduled session. Click next to the course in which the employee is currently enrolled to remove the employee from the course registration list. Click next to the course in which the employee is currently enrolled to view documents related to the course. 2018 Paychex, Inc. All rights reserved. PNG-HRO-1010-201809 15

Education and Skills Navigate to the Education and Skills screens (1) in the HR ADMIN panel to track employee skills, certifications, and education data. Expiration dates are also tracked and used in conjunction with the HR Online Reminders capability so that the appropriate staff is made aware of approaching expirations. To add Education: 1. Click Education. 2. Click + Add, then Add Education. 3. Complete the required fields. 4. Add documents to the Education or Skills line item by selecting Browse, or drag and drop the file into the space provided. Make it viewable to employee level users by selecting View In My Info Tab. 5. Click SAVE. To add Skills: 1. Click Skills. 2. Click + Add, then Add Skill. 3. Complete the required fields. 4. Click SAVE. 2018 Paychex, Inc. All rights reserved. PNG-HRO-1010-201809 16

Reminders Adding a Self Reminder From the Notification section of the HR ADMIN panel, click Reminders. Click + Add, then Add/Edit Self Reminder. Self reminders can be created by any user to remind themselves of important dates, tasks, and deadlines. This type of reminder displays only for the user who created it. Self reminders can be set to repeat, if needed. Click SAVE to record your changes and exit the screen. 2018 Paychex, Inc. All rights reserved. PNG-HRO-1010-201809 17

Adding a Custom Reminder Custom Reminders are messages created and distributed by administrators or supervisors. Custom Reminder messages can be sent to all employees or selected employees. 1. From the Reminders screen, click + Add, then Add/Edit Custom Reminder. 2. After adding the message details, click SAVE & NEXT to choose which Branch(es), Department(s). and Job Title(s) to include. 3. Click SAVE & NEXT to display all users divided into Access Levels. Select which users should receive the Custom Reminder. 4. After selecting the users that should receive the Custom Reminder, click Next, and you will have an option to click Done or attach a document to the Custom Reminder. You must have this feature activated by your administrator in order to create custom reminders. The required fields display with an asterisk (*). 5. Click Add New Document to give the document a title, browse and select the file, and provide a description. Click Attach to attach the document. 6. Click DONE when completed. 2018 Paychex, Inc. All rights reserved. PNG-HRO-1010-201809 18

HR Reports Standard Reports From the HR REPORTS panel, click Standard Reports under Reporting. There are over 50 Standard Reports available. 1. To view a report, choose a category from the Report Category drop-down menu. 2. Click the Report Name to view a specific report. 3. Click Run Report. 4. To save the report as a document or email the report to another user, click Instructions for downloading and emailing reports. (1) 2018 Paychex, Inc. All rights reserved. PNG-HRO-1010-201809 19

Custom Reporting From the HR REPORTS panel, click Custom Reporting. The Custom Reporting option allows you to create customized data scripts to export the selected data into a specific format, such as Microsoft Excel, CSV, XML, or PDF. For more information on creating a Custom Report, contact your company administrator. 2018 Paychex, Inc. All rights reserved. PNG-HRO-1010-201809 20