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Updating Employee Information
HELP MENU MANUAL
1 Dec. 3, 2018
TABLE OF CONTENTS
Page Numbers
Make Employee Changes ......................................................................................... 2
Employee Menu ........................................................................................................ 5
Form 1: Demographics, Pay Rates and Taxes ......................................................... 6
Form 2: Scheduled Earnings and Deductions .......................................................... 13
Form 3: Dates and HR .............................................................................................. 22
Form 4: Percentage Labor Distribution ..................................................................... 27
Form 5: 3rd Party Payees .......................................................................................... 28
Form 6: Accrual Information ...................................................................................... 29
Form 7: Employee Photo .......................................................................................... 31
Form 8: Custom Fields .............................................................................................. 32
Form 9: Employee Self-Service ................................................................................ 33
Form 10: Time and Attendance ................................................................................. 35
Form 11: Direct Deposit ............................................................................................ 35
Form 12: Year-to-Date Totals ................................................................................... 39
Form 13: Employee Benefits ..................................................................................... 40
Form 14: Dependents and Beneficiaries ................................................................... 41
Form 15: My Documents ........................................................................................... 42
Form 16: To Do List(s) .............................................................................................. 42
Form 17: Year-End Tax Forms ................................................................................. 43
Form 20: Compensation and Performance History ................................................... 43
Form 21: Learning ..................................................................................................... 44
Employee Profile ....................................................................................................... 46
Employee Self-Service Preview ........................................................................... 47
Batch Edit .................................................................................................................. 48
Effective Dating ......................................................................................................... 50
Add Additional Fields ........................................................................................... 51
Additional Options ..................................................................................................... 52
2 Dec. 3, 2018
This guide will walk you through how to make changes to an employee’s profile. We
will review all of the employee forms, explaining what each form contains, as well as
review the different search options. After reading this guide, you will be the master of
navigating and managing your employee’s information! If you would like additional
training on this topic, check out the Paycom University Course called “Managing My
Employees.”
Make Employee Changes
Whether you need to edit an employee’s demographic or pay information or simply see
their latest performance review, all of the information about a specific employee is
stored in their employee profile. These profiles can be accessed through “Make
Employee Changes.”
To get there, find the Employees tab and select “Make Employee Changes.”
Search Options
There are several different ways that you can search for employees within this section.
One of the easiest ways if you’re searching for one employee is to use the Quick
Search Box. This is as simple as typing in their name.
3 Dec. 3, 2018
Employee Search Method
At the top of the screen, you’ll see a Search Method option. This lets you determine
how you want the employees to display including if you want to view only active
employees or do a more advanced search. Clicking “Save” allows your preferences to
be saved so that every time you return to the Make Employee Changes screen, it will
search in the method you prefer. These preferences can be updated at any time.
Employee List and Employee Search Box
There are a lot of options here, so we’ll break it down for you!
Employee List (All): Shows all employees entered in the system.
Employee List (Active Only): Only shows employees with an “Active” status.
Employee List (Non-Active): Only shows employees with a “Non-Active” status.
Employee Search Box (All): Allows you to search by certain fields and will display all
employees who meet that search criteria.
Employee Search Box (Active Only): Allows you to search by certain fields and will only
display employees who meet that search criteria that have an active status.
Employee Search Box (Non-Active): Allows you to search by certain fields and will only
display employees who meet that search criteria that have a non-active status.
4 Dec. 3, 2018
Employee Advanced Search
The advanced search allows you to search by specific fields such as employees,
departments, pay classes, schedule groups, employee types and employee status.
The “AND” “OR” options allow you to search for multiple fields at once such as
searching for two specific employees at the same time or filtering a few ways within the
system. Simply select “AND” or “OR” if you’re needing to search using two filters
simultaneously or if you’re trying to utilize two filters to narrow your search.
5 Dec. 3, 2018
Employee Menu
Once you have selected the employee you want to view, you will see all the
employee’s forms. The forms available vary depending on your user access, and the
features your company uses with Paycom.
Select the form you would like to complete, view or edit.
Note: If your company has labor allocation enabled, when hovering over the
department in the employee’s profile section, you will see a pop-up with the employee’s
full labor allocation details as displayed below.
We’ll break down each page for you.
6 Dec. 3, 2018
Form 1: Demographics, Pay Rates and Taxes
Form 1 has three sections − Demographics, Pay Rates and Taxes.
Demographics: This section holds information about the employee and their status
within the company.
Please Note: When an employee’s status is changed to terminated, retired or
deceased, the termination date has to be entered to ensure the proper information is
stored with the status change.
Here you will enter information such as status, home department and address as well
as the employee’s Social Security number. These fields can be changed at any time.
Note: The Position Family and Position Title fields can be an open text field or a drop-
down option. See the Company User Access and Security manual on the Help Menu to
learn more.
Within each form, there is an option to see a “View Change History.” This allows you to
view any changes made on this form quickly and easily.
7 Dec. 3, 2018
Additionally, you can select the box for “Is this a business?” and the format changes
the Social Security field to an EIN number for your convenience.
Labor Allocation details will also appear on this form. If you need to make changes,
select the “Change/Edit” button.
Select the appropriate information from the drop-down options and select “Save.” Each
field is customized to the categories designated by your company.
8 Dec. 3, 2018
If you have multiple EINs with Paycom, each employee must be assigned to a default
Payroll Profile. To select or change the default, select the appropriate payroll from the
drop-down. If you need to set up a Labor Allocation Profile, within the User Options
Menu, select “Labor Allocation Filter Profiles.”
Employee Pay Rates: This section holds information such as the employee’s pay type,
salary or rate information, pay frequency and worker’s compensation information. You
can also enter a paystub message on the employee’s check. If entered here, it will
show on each payroll.
Within this section, you have the option to show your salary employees’ per-pay period
salary and hourly rates. To enable this feature, contact your dedicated Paycom
Specialist.
If you are a Multi-EIN customer, and the employee is eligible to be paid out of payroll
profiles, you will mark those by selecting “Change/Edit” next to Eligible Payroll Profiles.
Flexibility is a necessity. Now, you have the ability to raise or lower your Excessive Net
Threshold companywide or you can assign individual thresholds to specific employees.
The company threshold was defaulted to $10,000.
Please Note: In order to raise or lower your Excessive Net Threshold companywide,
you must reach out to your dedicated Paycom Specialist.
9 Dec. 3, 2018
Employee Taxes: This section holds the employee’s local and state tax profiles. These
profiles contain Lives-in, Works-in and SUI state information. This is beneficial for
employees who travel and work in different states or for an employee who recently
moved to a new state.
Employees can elect to have an additional amount or percent come out for their federal
or state taxes. To create a new profile, select “Change.”
This will take you to the “Change Employee Tax Profile” menu. From this menu, you
can view the currently selected profile or create a new profile. To create a new profile,
select “Create New Profile.”
Enter a description for the profile, then select the tax agencies to tie to the profile. With
the Taxes by Geolocation feature, you can enter an address and the system will
automatically suggest the appropriate local tax jurisdiction for inclusion in a tax profile
or for use within Taxes by Allocation for the given address. This ensures your Tax
Profiles are accurate by simply clicking a button. This feature is available for you to use
and works with your enhanced Tax Profiles as well!
10 Dec. 3, 2018
Check the default box to assign this profile when submitting payroll and adding
punches or hours through the Time and Attendance feature. You are able to select a
profile other than the default in the previous screens.
When finished, select “Add.” You are able to make changes to this profile until it is
used in payroll.
When you are finished making changes to this form select “Update” to ensure your
changes are saved.
11 Dec. 3, 2018
When you’re doing a tax lookup in your Tax Profiles, all existing errors will be
presented as well as a tax description which provides additional details.
Now, you’ll be taken to a confirmation screen. From here, you can select “Return to
Form” to go back and make additional changes, “Employee Menu” to return to that
employee’s menu or “Select A Different Employee” to go to a different employee’s
form.
12 Dec. 3, 2018
Through the Tax Setup Form on Employee Self-Service, employees can check
whether they are “Exempt” from taxes based on their W-4. Also, they can claim up to
99 allowances within the Federal Tax Setup.
Once checked and updated, this will flow to Form 1: Demographics, Pay Rates and
Taxes in the “Blocked” section.
In the Federal Tax Information section, you will also see an IRS Form W-4. This allows
you to compare what the employee is selecting to what is showing within Form 1:
Demographics, Pay Rates and Taxes. The employee must both acknowledge and sign
his or her Federal Tax changes within Employee Self-Service.
Any changes you make will require the employee to complete a new IRS Form W-4.
We encourage any employee who requests a Federal Tax Change to be directed to
their Employee Self-Service to make the change so Form 1 will reflect an accurate IRS
Form W-4.
13 Dec. 3, 2018
Form 2: Scheduled Earnings and Deductions
On this form, add any scheduled earnings, deductions and garnishments for this
employee.
Scheduled Earnings
Scheduled Earnings are earnings that are set up to be paid on an employee’s check on
a regular frequency. These will add the entered amount on the payroll automatically
without the need to insert it manually each time.
To add an earning, select “Add.”
Then, select the applicable options from the pop-up message and select “Add.” Note: If
you do not see an earning needed in the pop-up message, contact your dedicated
specialist.
Then enter the specific information about the earning.
14 Dec. 3, 2018
Amount: The amount entered will be awarded to the employee.
Percent: If the earning is a percentage of gross earning then the percentage amount will
show here. Only your dedicated specialist is able to change the percentage amount.
Earning Start Date: Enter a start date for the earning to start being automatically
inserted into payroll.
Earning Stop Date: Enter a stop date for the earning to automatically stop being
inserted into payroll.
Frequency: How often the earning will be applied to payroll based on how the earning
was set up by your dedicated specialist.
Department: You can set a fixed allocation for an earning. This is beneficial if you pay
employees fixed stipends and want those stipends to go to a specific allocation instead
of the employee’s home or worked-in allocations.
Piece Rate Units
If your company uses units to track your employee’s time, you’re able to set this up in
Form 2 as well. With our unit tracking feature, you will receive a detailed report of the
true hours worked, in combination with units produced and the piece rate earnings
associated.
To enable this feature, please contact your dedicated Paycom Specialist.
After this feature is enabled, you will assign the Piece Rate as a scheduled earning and
the timecard will display the rate from the earning code assigned to the employee.
15 Dec. 3, 2018
Scheduled Deductions
Scheduled Deductions are amounts set to be deducted from the employee’s check at a
certain frequency. These will be deducted automatically from payroll on the frequency
specified. Common scheduled deductions include health and 401k deductions.
If you are using Paycom’s Benefits Administration feature, be sure and refer to the
Benefits Administration manuals on the Help Menu for information on how to enroll,
approve and send benefits to payroll.
To add a deduction, select “Add.” Then, select the applicable options from the pop-up
message and select “Add.” Note: If you do not see an earning needed in the pop-up
message, contact your dedicated specialist.
Insert the amount or percent that should be deducted on each payroll.
16 Dec. 3, 2018
Amount: The specific amount of money to be deducted from the employee’s check at a
certain frequency.
Percent: The percent of an employee’s earnings to be deducted from their check at a
certain frequency.
Override: Deduction amounts and percentages for deductions tied to benefit plans will
be grayed out and locked to eliminate unnecessary changes in the system. To make
changes to these amounts, select the “Override” option found below the amount. If you
want the change to reflect in Benefits Administration, click on the plan name from the
Benefit Level and Plan Name column. Any changes will be logged in the Benefit
Changes Audit Report.
Set Limit: If the deduction calls for a limit such as a loan, you can insert the limit amount
in the “Set Limit” column. The deduction will stop being taken from the paycheck once
the limit is reached.
Match Policy: If the deduction is a 401(k) and you want to override the policy at which
the 401(k) is matched, you can override it in this column.
Direct Deposit: If the deduction is set up to be direct deposited automatically into an
account, you can set the routing and account numbers for this deduction.
Benefit Level and Plan Name: This is set for users with Paycom’s COBRA feature. If
you use Paycom’s COBRA feature, tie all eligible deductions to the COBRA benefit
level so the system will know which benefit the employee has elected.
Benefit Effective Date: The date the benefit is effective. This is only for use with
Paycom’s COBRA feature. If you use Paycom’s COBRA feature, enter the benefit
effective date to ensure the initial notice is sent to the employee at the appropriate time.
Coverage End Date: This is the date that the coverage for that benefit will end.
Deduction Start Date: Specify the date you want the deduction to begin. The deduction
will then come out on the first payroll with a processing date after the date entered.
Deduction Stop Date: Specify the date the deduction will stop being taken from the
paycheck, based on the check date.
Frequency: Frequency in which the deduction is deducted. Frequencies are set up on
the deduction by your dedicated specialist.
Goal Amount: Amount that the limit is established for the deduction.
17 Dec. 3, 2018
Goal Accum: The total amount deducted for the current year.
Remaining Balance: Remaining balance until the limit is met.
COBRA Eligible Benefit: Checked if it is a COBRA-eligible deduction in which the
employee is enrolled.
Scheduled Garnishments
Scheduled Garnishments are amounts set to be deducted from the employee’s check
at a certain frequency. These will be inserted automatically into payroll on the
frequency specified.
To add a scheduled garnishment, select “Add.” Then, select the applicable options
from the pop-up message and select “Add.” Note: If you do not see an earning needed
in the pop-up message, contact your dedicated specialist.
Then, insert the amount or percent that should be deducted on each payroll.
18 Dec. 3, 2018
Set Limit: If the garnishment calls for a limit, you can insert the limit amount in the “Set
Limit” column. The deduction will stop being taken from the paycheck once the limit is
reached.
Direct Deposit: If the deduction is set up to be automatically direct deposited into an
account, you can set the routing and account numbers for this deduction.
3rd Party Payee: To ensure the check is administered to the correct agency, be sure
and enter a 3rd Party Payee on Form 5: 3rd Party Payees. Then, assign the correct party
in the drop-down. A 3rd party payee such as a child support agency and a check to the
3rd party will be cut in the specified amount.
Garnishment Min. Wage: Minimum amount the employee can have on their check
before a garnishment will come out.
Garnishment Priority: If the employee has more than one garnishment, you can set the
priority of the garnishments so they are deducted in the correct order. Garnishments
can have the same priority number or a different priority number.
Deduction Start Date: Specify the date you want the deduction to begin. The deduction
will then come out on the first payroll with a check date after the date entered.
Deduction Stop Date: Specify the date the deduction will stop being taken from the
paycheck, based on the check date.
Frequency: Frequency in which the deduction is deducted. Frequencies are set up on
the deduction by your dedicated specialist.
Goal Accum: The total amount deducted for the specific deduction for the current year.
Selecting “Edit Limit” allows you to define the Priority Limit. This limits the percentage
of earnings taken out of the employee’s check per pay period.
19 Dec. 3, 2018
You can elect to calculate the garnishment off Disposable Wages or Gross Wages and
then enter the limit amount in decimal format. For example, if the Priority Limit is set to
0.60, no more than 60 percent of an employee’s disposable wages can be taken out for
the Garnishments with this priority.
Selecting the check box for “Consider Higher Priority Garnishments” allows the priority
limit to consider higher priority garnishments that were previously deducted when
calculating the limit.
When setting secondary priority limits, you can select if you want the garnishment to
use reduced gross wages. If this box is selected, the calculations will be performed off
reduced wages, follwing the higher priority garnishments.
20 Dec. 3, 2018
Once you have entered all of the appropriate information, select “Update.”
Select “Edit” within the Options tab to enter more specifics for your garnishment.
Enter the details of the garnishment below:
21 Dec. 3, 2018
Garnishment State: Select the state for reporting purposes.
Annual Garnishment Maximum: The max amount that can be withheld from the employee for a given calendar year. Entering 0.00 would be considered unlimited.
Minimum Wage Threshold: enter the standard minimum wage amount here.
Percent of Minimum Wage Excess: Amount that should be withheld above the minimum wage threshold. This percentage will only apply if the threshold entered is greater than zero.
Amount Exempt from Garnishment: You can enter an amount here to be exempt from being garnished.
Note: If you receive a garnishment order for one of your employees and need a check
cut for the garnishment amount to a 3rd party payee, you must first enter that
information into Form 5: 3rd Party Payees, and then associate it with a scheduled
deduction here.
When you are finished making changes to this form select “Update.”
You then will be brought to a confirmation page to confirm your changes are correct.
22 Dec. 3, 2018
Form 3: Dates and HR
Form 3 contains important employee dates, human resources and supervisor
information. In your employee’s Form 3: Dates and HR, the gender, race/ethnicity,
disability and VETS 4212 Classification compliance fields will be stored separate from
the employee record and not generally accessible, according to EEOC and OFCCP
guidelines. With access, you can review this information on the Sensitive Compliance
Fields tab.
Use the tabs within Form 3: Dates and HR to easily navigate.
Additional tabs include Employee Dates, Human Resources Information, Contact
Information, Organizational Relationships, Government Reporting and Custom Fields.
23 Dec. 3, 2018
Ensure your employees have access to only the appropriate fields by editing their
Permission Profile(s).
Also, Form 3: Dates and HR will hold information pertaining to the employee’s position
including family, seats, levels, location and last position change date. Restricted
access to sensitive information fields will also restrict access to this information in
Personnel Action Forms.
Within Employee Dates, enter any applicable date information that you would like to
remain in the system. Important dates such as Hire Date, Rehire Date, Termination
Date and Birth Date are usually recorded by employers. Dates the employee was
added and reported on the New Hire Report are stored automatically in the system as
well.
The Most Recent Check Date fields allow you to see an employee’s last check date.
This is beneficial if you have several seasonal employees who may go long periods of
time without receiving a check. This allows you to audit active employee records and
keep head counts accurate. This field is an option on the Advanced Report Writer.
24 Dec. 3, 2018
You can choose which options appear in the “Termination Type” drop-down. Click
“Options” to enter the fields you would like.
Enter the option type and select “Add New Option.”
25 Dec. 3, 2018
Human Resources Information
In the next section, “Human Resources Information,” you will enter information such as
emergency contacts, EEO details, ACA Status, DOL Status and the employee’s email
address.
Please Note: Remember the employee’s email is listed within the Human Resources
Info section. This will be useful in other features throughout the system. Also, you can
update your employees’ benefits eligibility when you change their DOL Status. After
selecting the new status, additional options will appear for you to select from.
Your employees and managers can receive email notifications on their personal and/or
work email address. You can specify if emails should go to work, personal or both and
therefore notify appropriately.
To enable this feature, please reach out to your dedicated Paycom Specialist.
26 Dec. 3, 2018
Performance and Compensation Information
If you have Paycom’s Performance and Compensation Management feature, you can
enter the employee’s Position Family, Position Title and Location from the drop-downs
as well as enter any necessary notes.
Supervisor Information and Notification
From here, you can assign supervisors. This is important for Paycom’s Time-Off
Requests. If you use this feature, assign a Time-Off supervisor so they can approve
time-off requests. You can mark if the supervisor should receive an email notifying
them the employee has requested time off. You can do this for each supervisor and
also receive emails when the employee approves their timecard or when they make
changes to specific fields.
27 Dec. 3, 2018
If no email address is shown next to a supervisor’s name, it will need to be added. The
Time-Off Approval Supervisor’s email address will be added under User Access and
Security. Primary, secondary, tertiary, quaternary and talent management supervisor’s
email addresses should be added in Form 3.
When you are finished making changes to this form select “Update.” You then will be
brought to a confirmation page to confirm your changes are correct.
Form 4: Percentage Labor Distribution
Percentage Labor Distribution allows you to allocate an employee’s earnings to
multiple departments on each payroll. Check the “Enable Labor Distribution for this
Employee” box. Then select the department to allocate the earnings and the ratio in
which to assign.
The ratio is in decimal format and the total allocated amount must equal 1.0. You also
need to assign the tax profile for the allocation. When you are finished making changes
select “Update.”
Note: If using Paycom’s Labor Allocation feature, be sure to assign each drop-down
option.
28 Dec. 3, 2018
Form 5: 3rd Party Payees
If you receive a garnishment order for one of your employees and you need a check
cut for the garnishment amount to a third party, insert the information for the 3rd Party
Payee on this form. You can make changes to an existing 3rd Party Payee by selecting
“Make Changes” or add a new 3rd Party Payee by selecting “Add New 3rd Party Payee.”
Enter the following information:
New Payee Code: Unique four digit code for the third party. This code starts with “Q”
and allows you to insert three alphanumeric characters to complete the code.
Payee Name: Name of the 3rd Party Payee. This will appear on the checks.
Case Reference: Insert the Case Reference number for the garnishment order. It is
usually denoted on the garnishment order.
29 Dec. 3, 2018
Address line 1: This line is for additional information about the Case Reference Number
or for the address. This line is not required, so if the address is only one line, be sure to
insert it on Address line 2.
Address line 2: Main line for the address of the 3rd Party Payee. This address will
appear in the window of the check envelope.
City, State, Zip: Line to insert the city, state and zip code of the 3rd Party Payee.
Electronic Payment: Select “Yes” if the 3rd party payee will be paid through direct
deposit instead of a check.
Garnishment Type: Select the type of Garnishment that will be paid electronically.
Agency Routing Number: The routing number for the agency to which the garnishment
will be paid electronically.
Agency Account Code: The account number for the agency to which the garnishment
will be paid electronically.
After creating the 3rd Party Payee, be sure and associate it with a scheduled
garnishment on Form 2: Scheduled Earnings and Deductions to make sure that a
check is distributed to the 3rd Party Payee. Once payroll is processed, a check will be
generated in the amount of the deduction to the 3rd Party Payee and placed in your
payroll package. You will mail the check when you receive it.
Form 6: Accrual Information
Form 6 is where you can add, view and edit accruals for an employee. Accruals will be
set up by your dedicated specialist; however, you will need to assign the appropriate
accruals to the employee in order for them to start accruing time.
Select the applicable accrual(s) from the drop-down box in the upper right hand corner
and select “Add Accrual.”
30 Dec. 3, 2018
To make changes to any accruals, select “Make Changes” on the accrual you want to
edit.
Select “View Policies” to view available accrual policies that can be attached to the
employee’s accrual.
When you are finished making changes to this form select “Update.”
31 Dec. 3, 2018
Form 7: Employee Photo
You can upload a photo of the employee that will appear on the employee’s menu and
main menu of Employee Self-Service. This feature can help ensure changes are made
to the correct employee’s file.
To upload a photo, select “Browse” and find the file you wish to upload. Clicking
“Preview” allows you to preview the file. There is a maximum file size of 512,000 bytes
for the photo and only .gif, .jpg and .jpeg file types will be accepted.
32 Dec. 3, 2018
Form 8: Custom Fields
Custom fields allow you to store additional HR information using drop-down, text and
date fields. You have the option to create up to nine pages of custom fields to store
information. The titles of the fields are set up by your dedicated specialist and can be
changed at any time. Information entered in custom fields can be used to create
reports and track additional information you may need about employees.
To go to other Custom Fields pages, select the appropriate tab beneath the Custom
Forms header. To create more selections or remove selections from the drop-down
boxes of the Custom Select Fields, click on the gear icon.
To add a new option to the drop-down, enter the description and then select “Add New
Option.” To delete an existing option, select the “X” next to the option to be removed.
When you are finished making changes to this form, select “Update.”
33 Dec. 3, 2018
Form 9: Employee Self-Service
Employee Self-Service is a service Paycom offers that gives employees online access
to their information including contact information, pay rates, tax setup and a listing of
their checks. The Employee Self-Service feature is utilized throughout the Paycom
system.
If your company is utilizing Employee Self-Service, make sure employees’ logins are
enabled. You can also assign employees to an Expense Management Class (if utilizing
Paycom’s Expense Management feature) and an ESS profile, if needed.
ESS Login Enabled: The drop-down allows you to enable or disable an employee’s
login. Enabled means the employee can log in to Employee Self-Service.
Username: The employee’s username that is used when the employee logs in. This
was set up when adding the new employee. This form provides you quick access to
retrieve the username if forgotten by an employee.
Password: The Password field allows you to override the employee’s password and
make it a one-time password. The system will then prompt the employee to change the
password as soon as they login.
To print Employee Self-Service login directions, refer to the Employee Self-Service Print
Login Screen section of this manual.
34 Dec. 3, 2018
Expense Management Class: If you have Paycom’s Expense Management feature, you
can select the Expense Management Class you would like to assign to the employee.
Expense Management allows you to manage your employee’s expenses by tracking
how much is being spent and where.
Profile: Profiles allow you to control what the employee can and cannot see on
Employee Self-Service. If you have created ESS Access Profiles, assign the profile to
the employee here by selecting from the drop-down. If no ESS Access Profile is
assigned, the default profile will apply.
View ESS as Employee: This permission allows the user to login into ESS as the
employee to view the employee’s ESS permissions. While logged in as the employee,
no edits can be made, and the employee may also be logged in at the same time as the
user.
Within the Expense Management section, you may have an option to “View Employee
Expenses” if you’re trying to change your employees’ expense details but they have a
pending expense. Clicking this will take you to the Expense Dashboard of that
employee so you can quickly take action on their pending expenses.
35 Dec. 3, 2018
Form 10: Time and Attendance
Time and Attendance allows you to track employees’ time. This feature can connect to
hardware terminals or you can have your employees’ clock in and out through
Employee Self-Service.
On this form, you will need to be sure and assign the new employee to a Pay Class,
Terminal Access Group and Schedule Group, if applicable.
If you are using a standard hardware clock you will need to enter the employee’s
badge number.
Note: A message will display at the bottom of the screen reminding you to update the
hardware clock terminal when making changes that potentially could impact the
hardware clock.
36 Dec. 3, 2018
Pay Class: This is a set of rules regarding how employees are paid. A Pay Class has all
the rules associated for employee punches and the different rules regarding rounding
and grace periods.
Terminal Access Group: A Terminal Access Group determines how the employee
clocks in and out and also determines how the employee will enter time; either via the
Web Time Clock, Web Timesheet or Hardware Clock.
Schedule Group: Allows you to assign tell the system when the employee is supposed
to be at work. Set up Schedule Groups through Time and Attendance.
Exception Rule: Set of rules that generate and track a point system for your
organization. This tracks the number of points an employee has incurred by meeting the
specified criteria. Set up Exception Rules through Time and Attendance.
Earnings Profiles: Limits the earnings employees or supervisors can add on timecards.
Set up Earnings Profiles through Time and Attendance.
Unlimited Rates by Dept: You can assign different rates of pay based on which
department the employee clocks in to. Click edit and set up the rates for each
department for this employee.
Employee Self-Service Login Enabled: The drop-down allows you to enable or disable
an employee’s login. Enabled means the employee can log in to Employee Self-
Service.
Employee Self-Service Username: The employee’s username that is used when the
employee logs in. This was set up when adding the new employee. This form provides
you quick access to retrieve the username if forgotten by an employee.
Last 4 Digits of Social Security Number: This field shows the last four digits of the
employee’s social security number.
Employee Self-Service Password: The Password field allows you to override the
employee’s password and make it a one-time password. The system will then prompt
the employee to change the password as soon as they login.
Badge Number: Allows you to insert a badge number that corresponds with the badge
used on the Time Clock.
Badge Level: Allows you to mark the badge level as a supervisor or leave it marked as
a normal badge. For a supervisor badge level, you can add a Supervisor Pin for the
user.
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Form 11: Direct Deposit
Form 11 allows you to add bank account information for the employee to receive their
paycheck. There are two options for direct deposit:
Main Account (Net Pay): The account where the total direct deposit is sent if no
distributions are set up. If distributions are set up, the distributions are taken off the net
amount first and then the remaining amount is sent to the account in the NET pay.
Direct Deposit Distributions: Additional accounts to have a fixed dollar amount or
percent of the net amount to be allocated. There can be up to four distributions set up
per employee.
Main Account (Net Pay)
To turn on the Main Account for Net Pay options, select “Enable.” You also may elect
to fund all distributions before funding the remainder check. This is beneficial when an
employee may not have enough to fund a particular direct-deposit distribution. By
selecting “No” on the question to always fund net pay before distributions, if there was
not enough money to fund the distribution, the funds would go to the net pay account
and leave the distribution unfunded.
If you answer “Yes” on the same question, the distribution will be funded up to the
amount that is available, and no money would go toward the net pay account.
38 Dec. 3, 2018
Add the routing number, account number and select the account type for the direct
deposit. Select “Register” when finished.
Direct Deposit Distributions
To turn on the Direct Deposit Distributions options, select “Enable.”
Add the routing number, account number and account type for the direct deposit. Then,
enter the distribution amount in dollar or percentage amount. If a percent is selected,
check the “Percent” box. Select “Register” when finished.
You have the ability to reorder the direct-deposit distribution, allowing you to indicate
the order of importance. Reordering accounts indicated the order of importance, which
is prevalent in cases where there is not enough money to fund all distributions.
To turn off the Main Account (Net Pay) or the Direct Deposit Distributions, select
“Disable” next to the option you’d like turned off.
39 Dec. 3, 2018
Form 12: Year-to-Date Totals
Form 12 shows the year-to-date totals for the employee for the current year. The four
categories within this form are Earnings, Taxes, Deductions and Net. To select prior
years, select a different year from the tabs at the top of the form. You can also select a
year for the Check Listing and view all checks listed within that year. Select “Check
Listing” to view all of the check stubs from that year. You have the option to view
multiple earnings statements simultaneously for an individual employee, making it
convenient to print multiple statements at once, rather than one at a time.
The next screen will display the full breakdown of all checks paid to the employee. To
view all earnings statements, click “Batch View Statements.”
A pop-up message will appear with a table including all of the checks. Select the
desired check dates, and click the print icon in the top-right corner. By doing so, a
batch-print earnings statement screen will display. You have the option to export to
PDF, which will page-break each check date and make it printable.
40 Dec. 3, 2018
Form 13: Employee Benefits
If you have Paycom’s Benefits Administration feature you can enroll the employee in
benefits, view their current benefits, add qualifying events and assign them to an
Eligibility Profile all from Form 13.
Quickly view the details of an employee’s selected Benefit Plan by selecting the blue
hyperlink of the plan name.
You will see the Benefit Plan details open in a new window.
The Benefits Administration feature allows you to ensure the correct deductions are
taken from employees’ paychecks for benefits. This feature also allows you to report on
information about benefits.
41 Dec. 3, 2018
Form 14: Dependents and Beneficiaries
Form 14 contains dependent and beneficiary information for the employee. This
information works with Paycom’s Benefits Administration feature. You can enter the
employee’s dependent and beneficiary information here or allow them to do so when
enrolling in Employee Self-Service.
Dependents
To add a dependent, select the “Dependents” tab. Then select the type of dependent
from the drop-down and click “Add Dependent.” Please note: You have the option to
allow users and employees to select an option for “Dependent Social Security Number
Not Available.” This allows employees to add dependents to their coverage who do not
have that information yet. Contact your dedicated specialist to enable this feature.
Beneficiaries
To add a beneficiary, select the “Beneficiaries” tab. Then select the type of beneficiary
from the drop-down and click “Add Beneficiary.” From this screen, the “View Benefits”
option will direct you to Form 13: Employee Benefits to view benefit plans quickly and
easily when making any changes.
42 Dec. 3, 2018
Form 15: My Documents
Form 15 allows you to add and store documents for an employee. If your company has
Paycom’s Document Management feature, you can assign the employee to a
Document Group, change an employee’s current Document Group and add or view
documents assigned to the employee.
Form 16: To Do List(s)
Form 16 allows you to assign a checklist of tasks to an employee for On-Boarding and
Off-Boarding. If your company has Paycom’s Task Management feature you can
assign the employee a checklist and view completed tasks from this form.
43 Dec. 3, 2018
Form 17: Year-End Tax Forms
Form 17 allows you to view, edit or enter additional information for the employee that
needs to be reported on their W-2 or Affordable Care Act (ACA) form. These entries
will appear on the applicable tax forms at the end of the year.
Form 20: Compensation and Performance History
Form 20 allows you to view an employee’s position, department, performance and
compensation history and all of the employee’s performance reviews. This form works
with Paycom’s Talent Management feature.
44 Dec. 3, 2018
Form 21: Learning
The learning form allows you to track an employee’s learning progress.
Existing Learning
The Existing Learning tab displays learning in progress, learning requests and the
employee’s completed learning.
Additionally, you can override an employee’s course completion date. This ensures
audit trails are complete and accurate. Click the date under the “Date Completed”
column. Then, a pop-up allows you to adjust the date and enter a reason, if needed.
45 Dec. 3, 2018
Quiz Results
The Quiz Results tab displays quizzes the employee has taken along with the score,
result and number of attempts.
Documents
The Documents tab allows you to view any documentation you uploaded pertaining to
the employee on the Paycom Learning Dashboard.
Notes
The Notes tab allows you to view any previously-entered notes about the employee as
well as add new notes.
46 Dec. 3, 2018
Employee Profile
After you have selected the employee in “Make Employee Changes,” you can select
“View Full Profile” to view the profile for that employee.
This profile will show the first six forms within “Make Employee Changes” in a quick
view format that allows you to review the employee’s information.
47 Dec. 3, 2018
Employee Self-Service Preview
If you need to assist your employees, you have the option to view content as they do
by using the “View ESS as Employee” option in Form 9: Employee Self-Service. This
access is read only; therefore, you won’t be able to make changes or edit information
but you will be able to easily provide troubleshooting assistance and guidance to your
employees.
To access this feature, you must have “Allow ESS View as Employee” selected within
your user permissions, as well as access to view sensitive fields and editing access to
all employee forms.
48 Dec. 3, 2018
For example, you can walk your employees through viewing their available vacation
hours or show them how to submit a time-off request.
Note: This feature is available within most parts of Employee Self-Service with the exception of
Benefits. If you need to walk your employees through enrolling in their benefits, please
reference the Benefits Open Enrollment Preview which is covered in the Initial Benefit Plan
Setup Manual on the Help Menu.
Batch Edit
The Batch Edit feature allows you to make the same change to multiple employees at
the same time. To begin, check the box in Make Employee Changes next to the
employees you want to make a change. Then select “Batch Edit Menu.”
49 Dec. 3, 2018
There are several options to batch edit. For each option, select the item(s) you would
like changed from the drop-down and select “Edit.” This directs you to the appropriate
page where you can make the changes to the item.
After making any changes, select “Update Employees” to update all selected
employees with the change or select “Cancel” to cancel out of the changes.
50 Dec. 3, 2018
Effective Dating
The Effective Dating feature allows you to enter a change now that will take effect at
some date in the future for one or multiple employees. Changes can be added for pay
rates/salary or deductions. To begin, check the box in Make Employee Changes next
to the employees you want to add the same information for an effective date. Then
select “Effective Dating.”
From this menu you can either View Effective Dates or Add Effective Dates for the
selected employees. To view employees with effective dates, select “View Effective
Dates For Selected Employees.”
Viewing effective dates will display effective dates that have not yet passed.
51 Dec. 3, 2018
To add an effective date, select “Add Effective Dates For Selected Employees.”
You can change pay rates or salary amounts and deduction amounts. Select the type
of change then add the new value. Add the date the change will be effective by clicking
the “Effective Date” field and selecting the date from the pop-up calendar. The change
will take effect on the entered date. Any payroll submitted on the same date or after
this date will have the new change reflected on it.
You can run a report in Employee Management Reports called “Effect Date Change
Report” to show all changes made as effective date changes for the date range select.
Add Additional Fields
If you want to view additional information from your Make Employee Changes menu,
use the lightning bolt icon to add more fields. You can add the Primary Supervisor,
Position Title, Hire Date, Labor Allocation and Pay Type.
52 Dec. 3, 2018
Simply drag and drop which fields you want to include. Any fields on the “Grid Fields”
side will display within the menu after you select “Update.”
Additional Options
You can grant access to clear security questions from the Employee Management tab
in Permission Profiles. If you already have the Self-Service permission, you can be
given access to clear security questions as well.
53 Dec. 3, 2018
Once enabled, you will see a link to clear security questions on the login management
page.
This concludes our guide on updating and editing your employee’s information. If you
need further assistance, please check out our Paycom University training material or
the other manuals under the User Options tab of the Help Menu.
