Access IssuesPayroll OnlineAdvanced
Year-End Info
Taxes Access IssuesCan I view my payroll before I submit it to Payroll Network?Yes! The Pre-process Preview report is a full Gross-To-Net calculation of each employee’s paycheck for you to view prior to submitting your payroll. This allows you to ensure that all pays will calculate correctly and that taxes and deductions are properly withheld. Following the pre-process calculations, the summary amounts for each employee are displayed along with a checkbox for each employee to view the check detail. If all employees and totals are to be displayed in detail, click on ‘Check All’ and View Reports In order to view your preprocess, you must meet the following conditions:
• You must have Internet Explorer v6 SP 1 or higher on your computer.
• Privacy settings must be set to low.
• If running preprocess for the first time, you must install the required “Active X” controller when prompted to do so.
I am having problems running my Pre-process Preview report. What do I need to do?
The most common reason users are unable to run their pre-process report is Popup Blockers. Popup blockers can impede the use of PayChoice Online. To remedy this situation, please add the following websites your pop-up blocker’s “Allow List”
- *.payrollnetwork.com
- *.onlineemployer.com
- *.paychoiceonline.com
I am a new employee and unable to log into Employee Services. What do I need to do?
In order for employees to use our “Employee Services”, they must first go through first time login. To do this, click on the link below the login screen that says “First Time Employee Login.” You will be brought to another login screen that will prompt you to enter your First Time User Name and your Access Code. Your First Time User Name is your last name and the last 4 digits of your SSN. (For example, John Smith with an SSN of 999-11-1234 would have a First Time User Name ‘smith1234’.) The Access Code for all employees will be 1645### (where #### is your company code.)
I am having trouble logging in. How can I reset my password? Due to the sensitive nature of the personal data stored in PayChoice Online, all password resets and changes to account accessibility must be submitted to us in writing. For your convenience, Payroll Network has created a Security release form which can be filled out on your computer, printed, signed, and faxed to our IT Department at (301) 770-4666.
Please click
here for the Security Form.
Payroll OnlineWhat is the Pay Grid?This is the primary method of entering pay data in PayChoice Online. Employees’ names are listed on the left with their corresponding pay columns on the right. To pay an employee, enter the corresponding amount to be paid (such as dollars or hours) in the appropriate pay columns. You also have the capability to access and update Employee Information without leaving the Pay Grid. NOTE: If you change a salary in Employee Information while in the Pay Grid, it will not update on the Pay Grid for the current pay period. However it will reflect properly for future payrolls.
What does the green “$” sign mean on the Pay Grid? OR How do I access the Pay Detail Screen?By clicking the green “$” next to any employee’s name in the PayGrid, you will be brought to the Pay Details screen. In addition to allowing you to view the employee’s earnings, you can add new earnings, deductions and/or tax codes to an employee while in this screen. The Pay Details screen corresponds to the PayGrid, so no employee is allowed to lock in both Pay Grid display values and Pay detail values. It can only be one or the other. Changes made to the Pay Detail screen that cannot be displayed on the Pay Grid will result in a red check mark on the Pay Grid next to the employee’s name.
The system is showing a “No Pay” symbol next to an employee. How do I pay this person?In order to pay an employee, the “Pay” box must be checked and saved on the Pay Grid. If the “No Pay” symbol is present, you will need to enter the wages due to the employee in Pay Details. When you save the changes in the Pay Detail screen, it will reactivate the “Pay” box on the Pay Grid. If this box is not checked, then an employee’s pay data will not be processed. You can also “not pay” an employee by removing all of their pay information from the PayGrid.
What is a Pay Template?The Pay Template is used to store any employee’s pre-set pay transactions for any hours, earnings, taxes or deductions, paid at any hourly rate and charged to any department. All Pay Template transactions will be sent to the first check when the employee is selected to be paid in the Pay Grid screen. This may be done by either checking the pay box on the left side of the Pay Grid or by pressing the button to “Pay ALL” Hourly or Salary employees. NOTE: If other earnings are to be paid in addition to those captured in the pay template, they must be manually entered on the Pay Grid or Pay Details screen.
What does the question mark "?" symbol mean?Help! Help! Help is available in every section of the PayChoice Online site. Simply click the “?” on each page for more information on that page’s features.
How do I activate or deactivate deductions?To activate and/or deactivate deductions, go to the “Deductions” screen under the “Payroll” menu. You can control what deductions are put into effect and which are canceled. You can also stop a deduction for a single pay period on both the employee and company level.
For more information on deductions, click the Help Button on the employee deductions screen.
Can I stop the ACH deposit(s) for an employee? Or the entire company?PayChoice Online allows you to cancel ACH deposits for either a single employee, or the company as a whole. Go to the “Direct Deposit” screen under the “Employee” menu to control direct deposits for a single employee. If you wish to disable your ACH deposits for an entire payroll run, simply select the “Stop Direct Deposit” check box in the “Review Payroll Dates” section of the payroll submission process. If you want to stop the direct deposit for an employee or one check for one employee only, click the “Stop Direct Deposit” box in the upper right hand corner on the pay detail screen.
How can I see terminated employees when processing payroll?Employees may be accessed in many different sequences. These are called 'Views'. Each View may be selected and all employees are immediately sorted and displayed in the selected order. To see terminated employees, switch the view to “All Employees, by Name.”
What is the difference between the Income State and the Unemployment State? Your income state is the state in which you reside and to which your income taxes are paid. Your unemployment state is the state where your employee works. This is the state to which you pay unemployment insurance.
Does PayChoice Online allow leave accruals?PayChoice online allows the client to control their leave accrual, including sick, vacation and personal time. The leave codes are set up as deductions in PayChoice Online which allows the user to enter accrual rates and leave balances for all employees.
For more information on leave accruals, please call Client Services at 301-770-4200, x2.
What is ViewChoice?Viewchoice is our electronic report delivery system. When payroll information is sent over the internet, ViewChoice encrypts the data on our end and is then decrypted by an installation of ViewChoice on the client’s end. ViewChoice allows the client to review a variety of reports, such as W2s, quarterly reports, and payroll reports. This information can be downloaded and viewed at any time via the internet.
Click
here for more information on installing and using ViewChoice.
How can I process a payroll adjustment (i.e. manual checks, voiding checks)?Under the ‘Payroll’ menu in the ‘Adjustments’ screen, it is possible to add manual checks and void checks on the online system. PayChoice Online has enhanced these functions to ensure the client is able to process these transactions with ease. Some of the features include automatic calculations of the manual check based on the gross amount entered, gross-up calculator, variance calculation, and multiple pay-rate selections.
For more information on adjustments, please call Client Services at 301-770-4200, x2.
AdvancedCan I create custom reports for my company?One of the unique features of PayChoice Online is Report Writer. This gives you the ability to create your own payroll reports using data from the PayChoice system. This unique tool not only allows you to view data, but also to export it to Excel for further customization. Simply click on Web Reports and Custom Reports to reach the report library. To create your own custom reports, click the “Create Custom Report” button at the top of the page. From here, you will be brought through the custom report process. For more information on any part of the custom report builder, click the “?” at the top-left of the web page.
Can I import data into PayChoice Online?PayChoice Online possesses the ability to import both Text files (.txt) and Comma Separated Value files (.csv). When using the “Import Pay Data” tool, it is important to remember that both .txt files and .csv files each have specific requirements that must be met. On the “Import Pay Data” page, there are instructions and templates for both .txt and .csv files. Consult these instructions when using this tool. Finally, you can obtain more information about “Import Pay Data” by clicking the “?” in the top-left portion of the page.
Year-End InfoWhat is Payroll Network’s “Holiday” closing schedule? Please click
here for the “Holiday” closing schedule for 2007.
TaxesHow do I register with state/federal government agencies?Payroll Network requires that all businesses be properly registered with their states’ corresponding tax services.
More information coming soon!
What do I do with tax notices that I receive?Anytime you receive a notice from a state or federal tax agency, please fax it to the attention of our Tax Department (301) 770-4666. They will immediately begin the process to research and remedy the situation.
How do I verify tax payments?If your company is a "Tax Pay & File" client with Payroll Network, you can verify your withholding tax payments by logging onto the taxing jurisdiction’s website.
More information coming soon!
