Welcome to Paylocity! We are happy to be able to provide you with all the tools needed to be able to successfully utilize all the features Web Pay and Web Time have to offer. Within this New Hire Packet, you will find basic guides that will help you to: Access Web Pay and Web Time Software Utilize the Self Service Portal to view or edit your payroll and HR information Learn how to award Impressions to colleagues for a job well done Access and explore your company s Directory and organizational structure Review and download your paystubs and tax forms Setup your Direct Deposit account(s) within the Web Pay system Explore all the features on the Web Time dashboard Use the Web Clock feature within Web Time Submit time off requests and access your timesheet Let s Get Started! Note that each company will customize the display of information. Users may not have access to all the information displayed within this guide. Paylocity 3850 N. Wilke Road Arlington Heights, Illinois 60004 www.paylocity.com
Web Pay & Web Time Registration ❶ Access Web Pay at https://login.paylocity.com. ❷ Click Register User to create a new User Name and confidential Password. ❻ Enter your Home Zip Code and click Next. ❼ Enter the Image Text. ❾ Enter your Password a second time in the Confirm Password field and click Next. ❸ In the Register User Screen, type in the Image Text shown. Click Next. ❹ Enter the Paylocity assigned Company Id (not case-sensitive) and your Last Name. ❺ Enter your nine digit Social Security number (SSN); enter your SSN a second time in the Confirm SSN field. ❽ Enter the Username (not casesensitive) and Password (this is casesensitive) you would like to use when accessing this account, taking into account specific requirements as noted. Selected Username and Password must meet the rules noted in order to be valid.
Web Pay Registration ❿ Select login challenge questions from the Question 1, Question 2, and Question 3 drop downs and enter answers. ⓭ Enter a personal Security Phrase (128 character limit) and click Next. ⓫ Click Next. REMINDERS: Online videos are available to show you how to register a user. The image and phrase selected will appear on the login screen once the Company Id and Username are entered. ⓮ Verify all registration information is correct. Once the user account is created, users may log in through the main screen by entering the Company Id, User Name, and Password selected during registration. In order to maintain confidentiality, employees must contact their Company Administrator with questions. Paylocity is not authorized to speak directly with employees. There is an 80 character limit for Answer fields. ⓯ Click Finish to create the new user account and enter Web Pay. ⓬ Select an image from the Select Security Image drop down.
Web Pay & Web Time Login ❶ Access Web Pay & Web Time at https://login.paylocity.com. ❷ Enter the Paylocity assigned Company Id (not case-sensitive). ❸ Enter the Username (not case-sensitive). ❹ Enter the Password (case-sensitive and 7 to 20 characters). ❺ Click Login to enter the application. REMINDERS: Click Register User to register for the first time. In order to maintain confidentiality, employees must contact their Company Administrator with questions. Paylocity is not authorized to speak directly with employees.
Self Service Portal Use the Self Service Portal to manage Web Pay information. s Click the heading icon to expand or collapse the section. Click Less to hide information in the section. Click More to display all information. Click the boxes or hyperlinks to access associated Web Pay screens. Note that each company will customize the display of information. Users may not have access to all the information displayed.
Self Service Portal From the $ Pay tab, view recent pay history. Click the Net Amount icon to hide or display check amounts. Within the Welcome tab, you can: View your Impressions Complete Events assigned to you Edit personal information Customize your employee profile In News, view the latest company-specific news items and the most recently awarded Impressions.
Self Service Portal View and apply for open positions from the Career tab. The Time Off tab allows you to view available time off options and submit time off requests. View employment information and your own job/work history from the Employment tab. Access Web Time and click in and out from the Time Entry tab. View year-to-date compensation information and manage your benefits from the Benefits tab.
Self Service Portal Directory Use the Directory to find employees and their contact information. Type in the Quick Search area to find anyone in your company s directory. s View the employee s profile by clicking on an Employee s Name. Award an impression badge for the employee.
Self Service Portal Profile Use your Employee Profile to share information about yourself. Coworkers who view your profile may email you directly by clicking the email address link on your Profile page. Coworkers may submit an impression badge for you by clicking Add Impression. Coworkers will able to view your interests, education, skills, and other information you choose to share.
Self Service Portal Profile Edit your profile to choose what information you would like your coworkers to view. Upload your personal image. Once all information has been entered, click Save Profile Changes. Link social media account(s) to your employee profile. Enter information about yourself in the About Me section. Upload your resume. Enter your education information and skills/expertise. Select various categories in the Interests section and check the boxes adjacent to your personal interest(s).
Self Service Portal Impressions Impressions recognize outstanding work. Click All Impressions to view all impressions awarded throughout the company. Click Award Impression or Award to award an impression badge to recognize employee. Filter by Dates or Impression Type. Or search for a specific employee in the Search by Name field. Impressions may require supervisor approval before appearing in this screen.
Self Service Portal Impressions Award an Impression to show appreciation to a fellow coworker! Type who you are awarding the impression to in the Recipient(s) field. Select the Impression Badge you wish to use. Choose if you want to share the impression with everyone, or just the employee. Provide comments on why you are submitting the impression. Once complete, click Send to submit the impression badge.
Self Service Portal Teams Select Teams to view the company s team structure and move up and down the team structure. Click Top Level to move up the team structure. Use the magnification buttons (+ and -) to zoom in and out of the Teams page. You can Export the displayed team to a PDF file for downloading.
Self Service Portal Direct Deposits Set up and edit your direct deposit accounts. s Select Direct Deposit from the Pay section of the self service portal to access this screen. Use this single screen to set up one or more direct deposit accounts. Users who do not establish a main account may receive a live check. From the drop down, select Add New Direct Deposit Account to add a new account, or select the Account Type to edit the account information. Select Checking, Savings, or Pay Card as the Account Type. Enter the Routing Number and Account Number without spaces, dashes, or symbols. Make sure to verify the Name on the Account. s Bank Routing Numbers are typically nine digit numbers. The system will not allow saving of an incorrect Routing Number. Note that bank deposit slips may display the bank s internal routing and transmit numbers which to not accept direct deposits.
Self Service Portal Direct Deposits Manage Direct Deposit Accounts To change the order in which money is deposited into additional deposit accounts, select the radio button adjacent to the applicable account and click the blue up or down arrow to move the account. To edit or delete an existing account, select the account from the drop down. To add an additional account, check the Additional Deposit Account box ; select the Amount Type and enter the Amount. s If the Amount Type is Flat, enter the dollar amount to be deposited in the Amount field. If the Amount Type is Percent, enter the percentage as a whole number. If the Amount Type is Net Minus, enter the dollar amount to be paid on a live check with the balance directly deposited into the main account.
Self Service Portal Pay From the $ Pay tab, click the View Checks button to access the Checks screen. Click Download Paystub to download a PDF of the selected check(s). Utilize the available date filters by clicking the filter icon ( ). Select multiple checks to view the cumulative pay information for all checks selected. Download Paylocity s mobile app to access your pay information and tax forms on any mobile device!
Self Service Portal Pay From the Checks screen, you can click on Tax Forms to see your available tax forms. Click Download W-2 to download a PDF of the selected W-2 form.
Self Service Portal Time Off From the Self Service Portal, choose the Request Time Off button to access the Time Off page. Check the Include Weekends? box if the time off request will include weekend days and the time off balance should be affected by the weekend hours. To cancel the Time Off Request, click Discard changes and go to the Time Off Request History link. Download Paylocity s mobile app to submit Time Off Requests and view your Time Off Balance Information on any mobile device!
Employee Dashboard Clock in and out, view your schedule, request time off, check the status of submitted time off requests, and review benefit balances.
Employee Dashboard Access the Dashboard Access the Employee Dashboard by clicking Home from the menu bar. Easily retrieve messages from a supervisor. Select My Timesheet to complete timesheets for work performed. Select My Pay Adjustments to view pay adjustments such as bonuses and expenses. Select Employee Time Off Calendar to view and make time off requests. Users may be able to view other employees time off requests in the calendar. Select Help and then Employee Training Documents to access user guides and videos. Based upon Company selected features, view/edit access may vary. In order to maintain confidentiality, employees must contact their Company Administrator with questions. Paylocity is not authorized to speak directly with employees. Enter Comments and click Submit to send a message to a supervisor.
Employee Dashboard Use the Dashboard Web Punch Current Time will display in local time zone. Punch types display based on rules and current status. Recommended punch type is highlighted. Use Transfer to change labor level. Use Manual punch when applicable punch is not displayed. Easily add Notes. Displays recent punch history.
Employee Dashboard View schedules by Day, Week, or Month. Request time off. View time off request status. View time off balances.
Web Clock Login Highlights the employee functionality within Web Clock. Login Log into Web Clock using one of the login setup options which has been configured for your company. Badge Number may be the only field, however, a PIN can be required to be entered as well. Badge Numbers and PINs can be entered via a keyboard or touchscreen depending on company configuration. Badge Number and PIN No Touchscreen 1. Click English or Español. 2. Click into the Badge Number field and enter the badge number via a keyboard. 3. Click into the PIN field and enter the PIN via a keyboard. 4. Click Login. 3 2 4 1
Web Clock Login Badge Number and PIN Touchscreen Enabled 1. Tap English or Español with your finger. If a mouse is available and preferred, click English or Español. 2. Tap into the Badge Number field, then the number pad, with your finger. If a mouse is available and preferred, click into the Badge Number field and number pad. 3. Tap into the PIN field, then the number pad, with your finger. If a mouse is available and preferred, click into the PIN field and number pad. 4. Tap Login with your finger. If a mouse is available and preferred, click Login. 3 2 1 4
Web Clock Employee Dashboard 1. Click the number icon to view any unread messages from a supervisor. A bell icon will appear here when there are no unread messages. 2. Click Logout to end the session. 3. Click Clock In to enter time at the start of a day or after returning from lunch. Click Clock Out at the end of the day or when departing for lunch. 4. Clicking Clock In + Transfer offers the chance to clock in for a different cost center than the assigned cost center, along with a Notes field to explain the reasoning behind the entry. 5. Click Manual to create a manual punch using an applicable punch type and a different cost center if necessary. 6. Use the Notes field to enter information after clicking Clock In or Clock Out. 7. Quickly view the last punch recorded. 8. Select History for a quick look at recent punch history. 1 3 5 4 6 9. Click Comments to add notes for the pay period. 10. Click Submit to send the comments to the appropriate supervisor. 11. Click Clear to discard the previously entered comments. 8 2 7 9 10 11
My Timesheet Employees may complete timesheets for work performed. Depending on company configuration, users will enter either duration or start time and end time. Save time by entering start and end times with an A for AM and/or a P for PM. For example, 11am can be entered as 11A or 2pm as 2P. Enter the applicable Start and End Times. Depending on company configuration, users may be required to perform a timesheet acknowledgement when saving updated time.
My Timesheet Access My Timesheet Select My Timesheet from the menu bar. Easily retrieve messages from a supervisor. Select Home to access the employee dashboard, schedules, and time off information. Select My Pay Adjustments to view pay adjustments such as bonuses and expenses. Select Employee Time Off Calendar to view and make time off requests. Users may be able to view other employees time off requests in the calendar. Select Help and then Employee Training Documents to access user guides and videos. Filter the Display Select the Date Range radio button and select or enter the start and end dates. Click the arrow icon adjacent to the calendar to display the selected date range. Users may also click Last Week, This Week, or Next Week to display the selected date range. Select the Pay Period radio button and select or enter the date. Click the arrow icon adjacent to the calendar to display the pay period containing the selected date. Users may also click Prev, Current, or Next to display the previous pay period, current pay period, or next pay period.
My Timesheet Use my Timesheet Click Copy Pay Period for the ability to copy pay period entries. Click Paste Pay Period, which appears after the Copy Pay Period button is selected, to paste the copied pay period to the applicable pay period. Click Comment to send comments about the pay period to the supervisor. Click the X to delete the time. Click the magnifying glass to select or change the Labor Level. Click the Notes icon to add notes to the time entry. Enter the Duration.
My Timesheet Approve My Timesheet Click Add Row to add a row to the timesheet. Click Approve All and click Save to approve all time entered in the timesheet. Check the Approve box adjacent to each correct time entry and click Save to approve only selected time entries. Select a row and click Copy to copy the time to another row. Click Update Labor Levels to update multiple days at one time. Click Fill From Schedule to add times from the schedule. Click Save to save time entries and approvals. Click Print to print the timesheet.
Requesting Time Off Employees can request time off simply by accessing their Web Time Employee Dashboard. 1. Log into Web Time. If Web Time is not the default home page, hover over Web Pay and click Web Time. 1 2. Click Home from the menu bar if on another page to access the Employee Dashboard. 3. Locate the Time Off section. The Time Off section may be required to be expanded to view the categories. Click the icon to expand. 2 4. Before submitting the request, click Balances to ensure you have an available balance for the time off type. 3 4
Requesting Time Off 5. Click Request. 6. Select the time off type via the Type drop down. 7. Select Single Day or Multiple Days as applicable. 8. Check the Include Weekends box if necessary. 9. For multiple days, enter the Start Date and End Date by typing into the fields or selecting the dates from the calendars. The End Date for single day requests defaults to the day being requested and cannot be changed. 10. Enter the Start Time and End Time as applicable by typing into the fields or selecting the times from the clock drop downs. 11. Input the hours into the Hours Per Day field if necessary. 12. Using the Notes text box, enter any notes if applicable. 13. Click Reset to clear any entered data and start over. 14. Once all the entries are confirmed, click Submit Request. 14 5 6 7 8 9 10 11 12 13 15. Click Status to review the status of the recently submitted request, in addition to other time off types in the selected date range. 15