DPS Training Materials

Contents

Contact Information...... 3

Enter New Employees...... 5

Edit Employee Information...... 6

View Time……………...... 7

Enter / Edit Time ...... 8

Employee Absences...... 10

Time Off Balances...... 11

Time Off Requests ...... 12

Time Off Requests – View / Admin ...... 13

Processing Payroll……………...... 14

Reporting..…………….………...... 15

Important “How To’s”……………...... 16

Contact Information

Welcome to the Dominion Payroll Services family!

Please do not hesitate to contact us with any questions or concerns you have.

Company Code:

Password:

Dominion Payroll Services

Customer Service

Office: (877) 377-7298

How to Login

To log in to the system, go to the link below and enter your username and password.

**This step is the same for both administrators as well as employees.”

If you are UNABLE to login:

-Click the “Forgot Password” link below the login screen. This will send a link to your email.

For administrators – If your employee tries to login unsuccessfully 4 times, the system will lock them out. To correct:

Go to Employee Management > Employee Maintenance > General

On the employee’s screen, you will see “Self Service Email.” If the box below labeled “Self Service Account Locked” is checked, UNCHECK and click “Save.” This will allow the employee to select the “Forgot Password” link and reset their password.

If the box is not selected, UNCHECK the box above, labeled “Enable Self Service Access” and click “Save.” Then go back and CHECK the same box again. This will reset the employee’s self service account, and the employee will receive an email from Dominion Payroll Services to set up their account.

How to Enter New Employees

Click ‘Employee Management’ in the Left Hand Navigation, then click ‘Quick Hire.’

It is important that you fill out all of the required information on the “Quick Hire’ screen.

** Tax Information (Exemptions, Tax Filing Status)

** Direct Deposit Information (Bottom of Screen)

**FOR CLIENTS USING TIME CLOCKS**

You’ll notice in the ‘Employment Information’ section the attribute ‘TimeClock ID.’ If you are using one of our time and attendance solutions, this field must be filled in with the last 4 digits of the employees SSN.

Once all information is entered for the new hire, click the ‘Save’ button.

Entering a new hire is now complete. Let the celebrations begin.

How to Edit Employee Information

On the left hand panel, the first category is Employee Management, under that if you click on Employee Summary, you can see all your employees in one page. If you click a name, you can see all of their information, you can click on each individual section and it will take you to a page where changes can be made.

Employee Maintenance

MOST COMMON:

General = Basic Employment Information, Termination

Personal = Contact Information

Employee Pay

MOST COMMON:

Salary = Pay Information / Rates

Tax Information = Filing Status, Exemptions

Deductions

Direct Deposit

Employee Benefits

MOST COMMON:

Benefit Plans

Leave Accruals

Human Resources

MOST COMMON:

Certifications

Disciplinary Actions

Performance Reviews

How to View Time

To view an employee’s timecard, go to the “Employee Self Service” on the Left Hand Navigation. Expand the “Time” menu, and click “Time Card.”

The Time Card is the primary method managers will use to enter punches and hours into iSolved. The hours detail for the different earnings types is located at the bottom of the time card.

The Time Card Views (located on the top right of the timecard) allow the user to change the number of days being displayed on the time card.

Below shows an example of a sample Employee Time Card:

How to Enter / Edit Time

The “Edit” button (located at the top left above the Time Scale selection buttons) is used to put the time card into editing mode.

To enter a punch on the time card, follow the steps below:

Click on the “Edit” button on the timecard to enable editing mode. Once this is done, the “Edit” button changes and now displays “Show Results”.
Using the mouse, click on the timecard at the time you wish to the punch. The Punch Entry Area will appear (as shown below).

Select “Hour” if you wish to enter a block of hours, or “Punch” if you simply need to clock the employee in or out.

Enter the punch type you wish to create. The following options are available: Normal (Standard in/out), Meal, or Break

Enter any labor allocation information that you wish to attach to the hours by using the fields in the “Labor” area.

Enter any notes information that you wish to attach to the hours by using the “Notes” field.

Click on the “Save” button when finished.

How to Enter / Edit Time

Once a punch or hour record is created on the time card, details about the record can be viewed by simply holding the mouse over the punch.

To edit the punch, simply click on it, and then click the edit button on the bottom left, and enter the details for the punch.

Time Card Verification is an optional feature that allows employees, managers, and supervisors to electronically sign off on the time card, prior to the data being populated to the time entry grid for payroll processing.

The button to verify the time card is located at the top left of the time card, next to the “Edit” button.

When the button is clicked, all verification levels are show, and a user may click on the appropriate level using the mouse to verify the time card for that level.

How to Enter / Edit Employee Absences

To create an absence entry, please follow the steps below: Go to “Employee Self Service” > iSolved Time > Employee Absences

Click on the “+ Add New” button to start a new absence entry.

Enter the date for the absence entry in the “Date” field.

Select the appropriate absence type using the “Absence” field.

Enter the number of hours for the absence entry using the “Hours” field.

Enter the start time of the absence, and any comments in the comments fields, if necessary.

Select the “Save” button to save the absence entry.

Time Off Balances

The “Time Off Balances” area is used by employees and managers/supervisors to view data about any accrual policy assigned to the employee. To view the accrual data, follow the steps below:

1. Go to Employee Self Service > iSolved Time > Time Off Balances

The following data is displayed in the Time Off Balances area:

Length of Service / Carryover Balance / YTD Taken / Accrued
Hire Date / Current Accrued / Pending Taken
Accrual Rate / Current Taken / Current Balance

Time Off Requests

The “Time Off Requests” area is used by an employee to enter a request for time off into iSolved on behalf of the employee. When a manager or supervisor enters the time off request, it is automatically approved within iSolved. If the employee enters the request, the manager or supervisor will then approve or deny the request as appropriate within iSolved using the Time Off Requests – Admin area.

To create a Time Off Request, please follow the steps below:

1.Employee Self Service > Time > Time Off Requests

2.Click “Request Time Off”

3.Enter the absence details

4.If necessary, uncheck any days of the week that you do not wish the request to be applied to. iSolved will automatically select all days of the week between the “To Date” and “From Date”.

Enter the number of absence hours for the request, in the “Hours Per Day” field.
Enter the start time and any comments for the request.

7. Click on the “Save” button when finished.

Time Off Requests

Once the time off request is created, it can be viewed in the Time Off Request Calendar Area, as shown to the left.

Approving and Rejecting Requests:

Go to Employee Self Service > Time > Time Off Requests – Admin
Click on “Pending Requests” tab
Click on the request to open the time off request.

3. Using the menu at the top left, a supervisor or manager can select either “Approve” or “Reject” and click on the [Process] button to process the update.

How to Process Payroll

View time cards to make sure all time is viewed, edited, and approved.
Employee Self Service > Time > Time Card
Review for each employee
Close the pay period to push the hours from the time cards to the time entry grid
Payroll Processing > Close Pay Period
View the Time Entry Grid to make any other corrections
Payroll Processing > Time Entry (Expand) > Time Entry Grid
Examples: Add bonus, etc.
Preview the Payroll to see if any corrections need to be made
Payroll Processing > Close Pay Period > Preview Payroll button
Reports to run:
Payroll Summary (Total Payroll Funding – summarized view of all of the expenses and liabilities for company)
Payroll Register (Payroll by individual – detailed view of all of the employee’s pays and deductions)
NOTE – if you find any changes that need to be made, go back and made the changes and then you MUST click the “Preview Payroll” button again for the system to register those changes.
Once you are ready, Process the Payroll
Payroll Processing > Close Pay Period > Process Payroll

Reporting

After completing the processing, go to the Reporting Tab, and then select Report Archives, you will be able to see all the reports for the current pay period and also previous pay periods.

Additional important reports available within Reporting are Quarterly Reports, Year End Reporting (W2 & 1099) and hundreds of important employer and employee related payroll and HR related data!

To access additional reports:

Reporting > Client Reports > (Select Report) > Generate Report > Go To My Reports Queue > View Report

Other Important “How To’s”

How do I update an employee’s pay?

Employee Management > Employee Pay > Salary

You have two options. You can either schedule a change for a date in the future (“Add New”,) or simply make a change to the current compensation amounts (“Edit”).

How do I update an employee’s Direct Deposit?

Employee Management > Employee Pay > Direct Deposit

You have two options. You can either add their first direct deposit by clicking the ‘Add New’ link in the blue horizontal bar, or, update the existing direct deposit by clicking ‘Edit’.

Employee Information

Setting up Mobile App – Pay Stubs / Requesting Time Off

Download the “iSolved Mobile” app from the app store
Once open, select the gear icon on the login page
On this screen, enter “dominionpayroll” in the Network Partner box and hit save. You will only need to do this ONCE to set up the account, not every time you login.

To login to the app you will use your same login you use for Employee Self Service (ESS) when you access Your username is your email address and the password is the password you created after receiving the original ESS authentication email.Note: you must create a password through ESS web online BEFORE accessing the iSolved Mobile App.

You will be able to view your paystubs, and request off time using the mobile application. When you first login, selectiSolved HCM for pay stubs, time off requests, etc.

If you FORGET YOUR PASSWORD – click the “Forgot Password” link below the login box on the main website

Employee Information

Clocking In / Out

As an hourly employee, you will clock in/out through the payroll platform on the same website where you check paystubs.
Once you authenticate your account (instructions above), you will be able to view your profile, which will look similar to the image below.
TO CLOCK IN / OUT – Click the button that says “Status: IN/OUT” next to your username in the top right corner, then select “Quick Punch,” which will clock you in or out, according to your last punch.

TO REVIEW TIMECARD – On the left hand menu screen under “Employee Self Service,” expand “Time” by clicking the plus sign next to the word. Then click “Time Card” and you will see a screen with all of your punches for the week, similar to the example below.
Let your manager know if any corrections need to be made!
You can also use this page to view Pay History, update your personal information, and request time off.

Employee Information

Requesting Time Off

From the employee profile, expand “Time” in the menu on the left side of the screen, and select “Time Off Requests.”

Select “Request Time Off,” below the “Calendar” tab to submit a request.

Enter the details of your time, and click Save.

Viewing Pay Stubs / Information

From the left menu, select “Pay History,” then select the pay date which you would like to view.