After your account is provisioned, there are a few actions that have to be completed before running your first payroll. After exploring and setting up the features below, you can run a payroll easily. The features can be explored in the order as listed below. Get to know the features and become a pro
Actions you need to complete
Bank account verification
Your bank account needs to be verified for us to debit the amount to pay your employees and taxes.
From Settings -> Bank Account Details, provide bank account details. We will initiate credit of 2 sub-dollar amounts to this account within 24 hours. Then, you'll need to enter the exact sub-dollar amounts on the screen.
E-sign authorization documents
You need to e-sign the following documents so that we can represent you in tax payments and filings with the IRS and state agencies:
Form 8655 (Federal Reporting Agent Authorization)
Federal and State Electronic Service Authorization
Direct Credit/Debit Authorization Form
Form D-128 (Registration Application for Electronic Funds Transfer to Department of Revenue).
To e-sign the documents, go to Compliance >> Authorization Documents.
Employee portal access
Invite your employees/contractors to access myPayWow that allows them to e-sign employment documents, clock work hours, request time off, access pay stubs, manage salary accounts for payroll, and much more.
After inviting your employees/contractors to access myPayWow, there are documents that need to be signed by them so that, as an employer, you can withhold allowance from the employees.
Form W-4 ----------- Employee’s Withholding Allowance Certificate
Form I-9 ------------- Employment Eligibility Verification
Import Prior Payroll details
Unless the switch to PayWow happens at the beginning of the calendar year, it is critical that wages and taxes in your existing payroll setup be brought into PayWow so that these are accurately calculated after the switch over. So you need to update the prior payroll details with us.
Other features you need to know
It is important to offer benefits to your employees to show them that you value them. You can add various benefit types like Health and Life, Retirement and Savings, and other benefits. From Benefits-> Set up a new Benefit, you can select a benefit and add the benefit details. Then choose the employee names from the list of employees to avail that benefit and set the employee contribution per pay period in $ (dollars) or % (percentage). These contributions are calculated during the payroll and are reflected in the employee pay stubs.
To learn what are the benefit plans available in PayWow, click here.
You can use the time clock feature to track employee/contractor shifts. Employees and contractors will record their shifts once they granted access.
Employee Time Clock Access - You can enable the time clock for all employees or restrict to selected employees. Only employees will be able to record their shifts.
Manual Punch - You can allow your employees to clock shifts manually if they miss clocking their shifts. As an administrator, you'll always be able to record shifts on your employees' behalf, but you can also opt to provide access to employees to record their shifts manually.
Auto-approve Shifts - You can enable auto-approval of shifts to approve employee’s shifts automatically to be integrated with payroll without your intervention.
Payroll Integration for Employees - You can opt to integrate shifts into payroll. By opting, your employees' shifts will be automatically mapped while you process payroll.
Work Hours Report - You can opt to receive work hours report on daily, weekly and pay period basis.
Email Notifications - You can set notification preferences for your employees on their approval/denial of shifts.
Geo-Fencing - Geo-fencing is a virtual barrier that allows you to set up a boundary range for your employees to clock in and clock out around the work location within that boundary range. You can customize geo-fencing for your employees to enable/disable it for any specific employee or all employees. If you disable it for an employee then that employee can clock in and clock out from any location.
To learn more how to use Time clock in PayWow, click here
Time Off Policies
You can set up time off policies and enroll your employees to respective time off policies. An employee can request time off only against the policy they are enrolled in. Any number of policies may be created under Paid Time Off Hours and Sick Hours but only one is allowed under Holiday and Unpaid Policies.
To know more about time-off policies, click here
You can create a pay schedule on which your employees are paid. You can also create multiple pay schedules and map employees accordingly. To process a regular payroll, a pay schedule is required.
To manage the administrative tasks of your organization, you can assign employees or non-employees as your collaborators and provide roles and permissions to access and manage the tasks.
To learn how to add a collaborator, click here
As tips of employees are also calculated in payroll, employees can add tips using myPayWow. You can also add and view the tips of your employees.
PayWow allows you to integrate your payroll and tax data from PayWow to your QuickBooks desktop and Xero accounts.
To learn more about QuickBooks integration, click here.