INSTRUCTIONS FOR ENTERING PAYROLL VIA ONLINE EMPLOYER WEBSITE

Note: It is necessary for you to enable pop-up windows to use Online Employer

Go to this website:

OnlineEmployer.com

You may want to add this to your “Favorites” or create a shortcut on your desktop.

Log in with your user name and password in the login and password boxes, not “First Time Employee Login.” The Payroll Processing Operations Center assigns the user login and a temporary password.

Your login user name will always be the same; however, the initial password assigned to you is a temporary password. After you type in your temporary password, a RESET screen will appear.

Highlight and delete the password then key in a password of your choice and save your changes. This password must be at least eight characters (at least one of these must be a number).

At the HOME Information Center you will see your company name in blue letters. Click on your company name to access the Welcome screen.

Say Yes to both security alerts if prompted (re: secure and non-secure items being displayed).

You will see your company name and the dates for your payroll at the WELCOME screen.

TO ADD A NEW EMPLOYEE OR CHANGE AN EXISTING EMPLOYEE:

If you have new employees or need to make changes to any of your existing employees, click on EMPLOYEES. To add a new employee click on ADD NEW EMP.

After you have filled in all required fields click on save and continue to next screen until you get to the screen with the option: Finish Adding New Employee.

To make changes to existing employees click on the appropriate screen. For example to change an employee’s address or date of hire, click on Demographics; to change an employee’s withholdings – click on Taxes; to change an employee’s bank account number – click on Direct Deposit, etc.

If you do not need to add/change employees you may go directly to PAYROLL.

KEYING IN YOUR PAYROLL ON THE PAY GRID:

On top left-hand corner you will see DIVS/DEPT. This lets you select one division and/or department at a time or you can select ALL DIVISIONS. The salaried employees will have their regular salary amounts filled in under SALARY column. If you have set up any hourly employees with regularly scheduled hours, their regular hours field will also be pre-populated. You can click on the PAY ALL to pay all pre-populated hours and salaries or you can click on PAY ALL SALARIES to pay all pre-populated salaries. This will put a check mark in the box to the left of the employee’s name. You may also mark each individual manually. IF THERE IS NOT A CHECK MARK IN THE BOX TO THE LEFT OF THE EMPLOYEE’S NAME, THEY WILL NOT BE PAID.

To pay your hourly employees, key in their hours under the appropriate columns. (Use the up and down arrows to move to next employee…use tab to move to next column.) If the column you need is not displayed and your company does have the pay code in the company setup, click on the green dollar sign ($). Select ADD AN EARNINGS/HOURLY CODE. Use the arrow to pull down the selections. Select the earning code you are looking for and key in the hours. You can select a different rate of pay for that particular earning code at this point by keying it in under TEMP RATE.

Once you have keyed all hours to be paid and have selected to pay the appropriate salaried employees, click on SAVE THESE PAY CHANGES.

NOTE: If you need additional pay codes or deduction codes in your company database, you will need to contact the Payroll Processing Operations Center so that the code(s) can be added.

SUBMITTING YOUR PAYROLL:
After you have clicked on SAVE THESE PAY CHANGES, click on SUBMIT PAYROLL. This process will take you through six steps of verification.

  1. REVIEW PAY/DON’T PAY – this step is to verify employees paid and employees not paid. It will list all employees selected to be paid and list any/all employees not to be paid. This step will clearly show you if you have missed any employees’ pay.
  2. REVIEW TOTALS – In this screen you will see totals for each earning code.
  3. REVIEW DATES – In this screen you will see the start, end, and check date. If these are incorrect, you can address it in step #6. You will notice blue letters: View Company Schedule. Click on this to view your payroll calendar. We encourage you to print it out, review it, fax in any changes to it. The first time you try to access this report the system may ask you if you would like to INSTALL VIEW PAY REPORTS..say YES.
  4. REVIEW DEDUCTIONS – In this screen, all deductions checked are tagged to be used. If you do not want them to come out of all employees’ checks, you can un-check them. This blocks the deduction from being used only in the current payroll.
  5. REVIEW REPORTS – Tag all reports so that they will be generated. The ones that have asterisks are permanent reports.
  6. SUBMIT PAYROLL – THIS STEP IS VERY IMPORTANT. On the top right-hand corner you have a gray box “RUN PRE-PROCESS”. Click on it. Click on “select all” so that the report will pull all of your employees then click on “VIEW REPORT”. It takes a few minutes to generate the pre-process report. You will see a black/white hourglass. Once the pre-process displays on your screen, click on the printer icon to print it. Review your pre-process report for any errors. It will show you exactly what is going in and out of every employee’s check. If you have any corrections to be made, click on CANCEL SUBMIT (to the left). Make your corrections in your payroll grid and be sure to save your changes then you can click on SUBMIT PAYROLL to go through the six steps again. If there are no errors, close this screen out and you will be back at the first screen of step 6. In the middle you will see a block for email messages. In this block you can send Payroll Processing any specific instructions you may have for this payroll. If your payroll dates are not what you want them to be, if your delivery instructions are different, etc. this is where you can type those instructions in and Payroll Processing will receive these instructions when you submit your payroll. If you have no specific instructions for this payroll, simply click on both the box for SUBMIT PAYROLL and the gray box for SUBMIT PAYROLL. You will then get a message letting you know that you have submitted your payroll and that you are “awaiting you next payroll refresh”. You’re done!

If for any reason, after you have submitted you payroll, you find that you need to make crucial changes, call Payroll Processing and they can re-set your payroll. If it’s a minor change you can call Payroll Processing and they can make the change for you before they process your payroll. Be sure to ask them to fax you the updated Pre-process Report containing the changes you requested for your approval. Once you review these changes, call in your approval as soon as possible.

SUPPORT:

Throughout the Payroll Processing web page you will see “SUPPORT”. If you need any assistance while keying or submitting your payroll, click on SUPPORT and email addresses are displayed. Any of these contacts can assist you. You can either email your question(s) or you may call Payroll Processing at 972-353-0000 or toll free at 1-888-999-0937,