PlatinumPay Xpress User Manual Created: Thursday, November 01, 2012 Copyright Execupay Software, LLC.. All Rights Reserved. 1
Contents Getting Started... 4 System Requirements... 5 Signing In... 5 The Dashboard... 7 Today... 7 Reminders... 8 Employee Access... 9 Notices... 9 Common Tasks... 10 Reminders... 11 Recent Reports... 11 Employee... 12 All Employees... 13 Add an Employee... 14 Search... 15 Primary Info... 16 Personal... 17 Status... 18 Pay... 19 Paid Time Off... 20 Reminders... 21 Notes... 21 Payroll Info... 22 Scheduled Earnings... 23 Scheduled Deductions... 24 Direct Deposit... 25 Time & Labor... 25 Tax Info... 26 Federal Taxes... 27 State Taxes... 28 Local Taxes... 29 2
Additional Fields... 31 Memos... 32 Custom Fields... 33 User Defined Fields... 34 ESS Access... 34 Pay History... 36 Payroll... 37 One-Step Payroll... 38 Start Payroll... 39 3
PlatinumPay Xpress Online Help Welcome to the PlatinumPay Xpress online help system. Browse through the help pages by clicking on the icons below or selecting pages in the table of contents to the left. To quickly find specific product information, enter search criteria in the search box above and click the search button. Getting Started The Dashboard Employee Tax Info Additional Fields Pay History Payroll Reporting FAQ If you're unable to find what you're looking for in this help system, try these alternative resources: Our Website Knowledgebase FAQ or contact our support team: Email: support@execupay.com Phone: 210.366.0001 Most popular pages Welcome The Dashboard Getting Started Today All Employees Employee Payroll System Requirements Notices FAQ Home > Getting Started Getting Started Articles in this section System Requirements Signing In See also 4
Welcome The Dashboard Employee Tax Info Additional Fields Pay History Payroll Reporting FAQ Home > Getting Started > System Requirements System Requirements PlatinumPay Xpress is a secure modern web based payroll application. In order to fully utilize the features of PlatinumPay Xpress, the following guidelines should be followed: 1. A modern web browser such as Google Chrome, Microsoft's latest release of Internet Explorer, or Mozilla's Firefox web browsers. 2. Adobe Acrobat Reader 3. Ensure that the PlatinumPay Xpress web site is an authorized site within your choice of web browser's security settings. 4. Enable cookies. Please note that PlatinumPay Xpress does not store any personal or payroll related data in cookies. They are simply utilized to save settings related to the way the web pages are viewed and, at your option, your login information. See also Signing In Home > Getting Started > Signing In Signing In 5
Browse to PlatinumPay Xpress s login page. If you are a new user and were sent an activation code, click on the Register as New User link towards the bottom of the screen. Otherwise, using your Company ID, Employee ID, Username and Password you can securely login to PlatinumPay Xpress. If you have forgotten your password, click on the Forgot Password link and you will be prompted with an alternative way to identify yourself and change your password. See also System Requirements 6
Home > The Dashboard The Dashboard Articles in this section Today Notices Common Tasks Reminders Recent Reports See also Welcome Getting Started Employee Tax Info Additional Fields Pay History Payroll Reporting FAQ Home > The Dashboard > Today Today 7
See also Notices Common Tasks Reminders Recent Reports Home > The Dashboard > Today > Reminders Reminders The Reminders panel helps to keep track of any outstanding tasks or reminders in regards to managing your payroll or employees. It is kept private and out of your Outlook inbox which may be viewed by others. Click on Show All Reminders takes you to the Reminders page where you can browse, sort, filter and edit all your reminders. 8
See also Employee Access Home > The Dashboard > Today > Employee Access Employee Access This page will allow you can change Employee Self Service Portal Account security for selected/all employees. You can generate new activation code and send emails to individual/all employees. (Note: Please contact your payroll service provider if you want to change Platinumpay Xpress (PPx) permission for individual employee.) See also Reminders Home > The Dashboard > Notices Notices Whenever there are notices regarding Platinumpay Xpress or related services, they will be posted in the notices panel. Here you will find release notes, new features, important dates and deadlines, and scheduled maintenance periods. 9
See also Today Common Tasks Reminders Recent Reports Home > The Dashboard > Common Tasks Common Tasks The common tasks panel is where you can find shortcuts to some of your frequently visited tasks. 1. The first 2 links will help manage your payroll; you may start a new payroll or go back to an existing payroll in progress. 2. The following two links provide quick access to adding a new employee or getting access to several of our help resources. See also Today Notices Reminders Recent Reports 10
Home > The Dashboard > Reminders Reminders The Reminders panel helps to keep track of any outstanding tasks or reminders in regards to managing your payroll or employees. It is kept private and out of your Outlook inbox which may be viewed by others. Click on Show All Reminders takes you to the Reminders page where you can browse, sort, filter and edit all your reminders. See also Today Notices Common Tasks Recent Reports Home > The Dashboard > Recent Reports Recent Reports 11
Recent Reports are where you can find the latest reports processed for your company. They can be payroll reports, custom requested reports or your quarter and year end reports. Clicking on Show All Reports displays your entire Report Library. See also Today Notices Common Tasks Reminders Home > Employee Employee Articles in this section All Employees Primary Info Payroll Info See also Welcome Getting Started The Dashboard Tax Info Additional Fields Pay History Payroll Reporting FAQ 12
Home > Employee > All Employees All Employees Once you click on the EMPLOYEE tab, you get a list to access all your employees data. You can choose a visual card view or the more compact list view. You can also sort, filter and search for employees by many fields. Click on any one to view more details or make changes to that employee record. The default Employee View within PlatinumPay Xpress can present itself in two ways. If your company has less than 25 employees, you will see a convenient employee listing which includes a photo for easy reference. If your company has greater than 25 employees, an easier to view 'list style' view is displayed: 13
See also Primary Info Payroll Info Home > Employee > All Employees > Add an Employee Add an Employee 14
See also Search Home > Employee > All Employees > Search Search The search field allows you to quickly search your employee list. 15
See also Add an Employee Home > Employee > Primary Info Primary Info 16
See also All Employees Payroll Info Home > Employee > Primary Info > Personal Personal On the personal tab you can find all their demographic data. Click the Edit Information link to edit any panel you wish. Click Upload to upload a new photo for the employee and click save to save any changes you have made to this panel. As you make changes, you get confirmation messages and any warning messages at the top of the screen. 17
See also Status Pay Paid Time Off Reminders Notes Home > Employee > Primary Info > Status Status In the status panel, you can set the employee's type (for example: Regular or Contract) along with their status, start date and other payroll-centric fields. Choose a division, and the department field is limited to just departments in that division. To terminate an employee just click on the Change Term Date button. 18
See also Personal Pay Paid Time Off Reminders Notes Home > Employee > Primary Info > Pay Pay In the Pay panel, you can provide the employee's 3 primary rates (though only one is required for hourly employees) and salary. If you need more rates than 3, ask your payroll specialist for more details. If you are using one of our integrated time and labor systems and you want this employee to be included in the time and labor module, click the Include in Time and Labor check box. If you would like to populate payroll with default hours each pay period, for ease of data entry, enter the employees default hours. If you are tracking accruals, select an accrual plan for the employee. 19
See also Personal Status Paid Time Off Reminders Notes Home > Employee > Primary Info > Paid Time Off Paid Time Off If you are tracking paid time off accruals, up to date details for sick, vacation and personal time are available; displaying earned, used & available balances. 20
See also Personal Status Pay Reminders Notes Home > Employee > Primary Info > Reminders Reminders You can create reminders specific to an employee in the reminders panel, or notes in the notes panel. See also Personal Status Pay Paid Time Off Notes Home > Employee > Primary Info > Notes Notes Notes can be text or HTML so you can easily paste information in from documents or e-mails and retain formatting. Expiration dates will automatically hide expired notes. 21
See also Personal Status Pay Paid Time Off Reminders Home > Employee > Payroll Info Payroll Info 22
The Payroll Info sub-tab provides access to more payroll detailed information. See also All Employees Primary Info Home > Employee > Payroll Info > Scheduled Earnings Scheduled Earnings The Scheduled Earnings panel allows you to schedule an unlimited amount of any type of pay, outside of the standard hourly wage or salary. Common examples are things like car or phone allowances. By clicking the information icon at the end of the row, you can see more details about the scheduled earning. Or click edit to edit the details. To Add a new scheduled earning: click add, choose an earning code and enter the flat amount to be paid or rate to be paid at. This schedule earning will follow the default earning schedule that was created at implementation time. For custom schedules, contact your payroll specialist. 23
See also Scheduled Deductions Direct Deposit Time & Labor Home > Employee > Payroll Info > Scheduled Deductions Scheduled Deductions The Schedule Deductions panel works very similar to the Schedule Earnings tab, but is for Deductions. Again you can have an unlimited amount of deductions. Deductions can also have effective dates, to allow for advanced scheduling. To change the amount of an existing deduction, click on calendar icon to schedule the change. Add a new amount to reflect the change you want. When adding new amounts, they will be effective after the start date. To stop this deduction after a predetermined time, enter that date in the date. To have the deduction continuous, leave the end date blank. Click the information icon at the end of the row to see more details about the deduction. To add a new deduction, click Add new Deduction. Select the deduction code, calculation and then click save. Once it is saved, you can click on the calendar icon to enter the first date range for the deduction. 24
See also Scheduled Earnings Direct Deposit Time & Labor Home > Employee > Payroll Info > Direct Deposit Direct Deposit The employee can spread their direct deposit between 2 different bank accounts. Just enter the information needed. A Percent Split allows you to put all or partial amount. 100% would be all of the net pay into one account, and 50% would be half into one account. To setup all the net pay to go to one account, give the first account a split method of Percent split and amount of 100%. To put $100 into a savings account and the rest into checking, give the first account an account type of savings and a split type of Flat and make the mount $100. Then make the second account an account type of checking and a split type of percentage. The second account is based on what is left over after the first account has been transacted. So put 100% in the amount field for the 2nd account to put 100% of what is left over in net pay after the first $100 went to savings. Be sure to click save to save your changes. If you have any questions, please contact your payroll specialist. See also Scheduled Earnings Scheduled Deductions Time & Labor Home > Employee > Payroll Info > Time & Labor Time & Labor 25
If you are using one of our integrated time & labor systems, choose the system to fill in any time and labor specific fields. See also Scheduled Earnings Scheduled Deductions Direct Deposit Home > Tax Info Tax Info 26
See also Welcome Getting Started The Dashboard Employee Additional Fields Pay History Payroll Reporting FAQ Home > Tax Info > Federal Taxes Federal Taxes Provide the employees W4 status information in the Federal Taxes panel. For Extra and Fixed federal withholding, enter a decimal for a percent amount or a whole number for a flat amount. 27
See also State Taxes Local Taxes Home > Tax Info > State Taxes State Taxes If you are in a state with state withholding, fill in the appropriate state W4 information. For Extra and Fixed state withholding, enter a decimal for a percent amount or a whole number for a flat amount. Be sure to click the save changes button to save state tax changes. 28
See also Federal Taxes Local Taxes Home > Tax Info > Local Taxes Local Taxes If you need to schedule local taxes, you have 5 position allocations per pay line on each pay check for local taxation. These can be numbered position 1 through 5, and position 0 will only show up if you designate it at payroll entry. 29
Click on "Add new Local" to add an additional Local Tax to the list. Click on the edit link in order to customize the employee's local tax withholding information. 30
See also Federal Taxes State Taxes Home > Additional Fields Additional Fields 31
See also Welcome Getting Started The Dashboard Employee Tax Info Pay History Payroll Reporting FAQ Home > Additional Fields > Memos Memos Under the additional fields sub tab, you can schedule memos. Memos are items you would like to show on a pay stub, but not adjust gross or net pay. The most common memo is a 401k match. 32
See also Custom Fields User Defined Fields ESS Access Home > Additional Fields > Custom Fields Custom Fields The custom fields panel gives you access to several custom features, which your payroll specialist can help you with as the needs arise. See also 33
Memos User Defined Fields ESS Access Home > Additional Fields > User Defined Fields User Defined Fields User defined fields gives you 10 fields to track any additional information you would like, specific to your employees or your business. See also Memos Custom Fields ESS Access Home > Additional Fields > ESS Access ESS Access Employee Access is where you can view and modify what access your employees have to the Employee Access Center; here they can receive their pay stubs and W2's online. 34
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See also Memos Custom Fields User Defined Fields Home > Pay History Pay History 36
In the Pay History sub tab, you get a graphical view of an employee pay history with the details below in an easy to read table. See also Welcome Getting Started The Dashboard Employee Tax Info Additional Fields Payroll Reporting FAQ Home > Payroll Payroll 37
Articles in this section One-Step Payroll Start Payroll See also Welcome Getting Started The Dashboard Employee Tax Info Additional Fields Pay History Reporting FAQ Home > Payroll > One-Step Payroll One-Step Payroll The easiest way to run a payroll is with a 1-step Payroll. If your payroll is routine and you have setup employees with salaries, scheduled earnings and or default hours enough where no editing is needed; just click the Start 1-Step Payroll button and your payroll processes instantly with just 1 click. 38
See also Start Payroll Home > Payroll > Start Payroll Start Payroll If you would like to edit the payroll grid before it is submitted choose the Start Payroll button, instead of the 1-Step Payroll. This will provide you with a PowerGrid that is customized to your specific needs, to make data entry fast and easy. The PowerGrid is pre-populated with your employees and their payroll defaults. You can then choose which ones should be paid by check or unchecking the Pay check box. 39
If you have created any special messages for the employee regarding payroll, they will show up as you click on them. Notes with high priority will be denoted with red exclamation marks. You can navigate data entry in the PowerGrid with your arrow keys, just as you do in your favorite spreadsheet. 40
Earning columns are in green and deduction columns are in red. To manage rows, click on the blue information button on the left to get the Add New Row, Delete Row, and Add New Row for this Employee functions. 41
To turn off direct deposit, just un-check the direct deposit check box on the right end. To view column totals, click the Refresh Totals button on the top left. Once you have completed payroll entry just click the Process Payroll button to view your gross to net totals before submitting your payroll. 42
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If you have any exceptions, you will be prompted to correct them before submitting payroll. Now just review your totals and submit your payroll. If you see a discrepancy, click Back to PowerGrid to go back and re-edit the PowerGrid. If you re ready to submit payroll, do so by choosing the best Submit option. Submit with the Process my payroll option will send your payroll direct to process and will be your quickest option. But if you need further assistance prior to submitting your payroll you can Submit your payroll with special instructions for your payroll specialist. Or you can have your payroll specialist contact you once you submit it for processing to make any adjustments prior to posting your payroll. If you are not ready to submit, you can also click Save & Exit and come back later to continue. See also One-Step Payroll 44