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Employee ManagementUser’s Guidedifferent rates for hours worked waiting tables vs. hostess hours. The alternate rate categories would be setup underClient Management Alternate Pay Rate. To add the rates for the new hire, simply click on the drop-down box,select the appropriate alternate rate name, and enter the rate in theadjacent box. Add any additional alternate pay rates by clicking Add New. Delete any of these added alternate rates by clicking on theicon.Direct Deposit Information Employees may have as many direct deposit accounts as they would like. Click [Add New] to add additional accounts. The Sequence will establish the order that the paycheck is disbursed. In this example, Sequence 1 will deposit 25into a savings account. Any remaining funds will go into the remaining net checking account.If there is only one account, the entire deposit will be placed in the Remaining Net account. You cannot enter an amountor percent for the remaining net account as it will automatically calculate the remaining funds and send them to thisaccount. To delete an account, click the trash can icon at the beginning of each record. Click Save.11 P a g e

Employee ManagementUser’s GuideEmployee MaintenanceThis section walks you through entering additional employee information after you have completed the New Hire.GeneralThe Employee General screen is where one can view or update basic employee demographic and payroll data, similar tothe quick hire screen. The data that is available here is name, address, tax locations, employment information andinformation regarding access to employee self-service (ESS). Here are some specific details that might help you whileupdating employee information.ZIP Code is a required field as it determines the proper taxation for employees. Whenupdating an address, entering the ZIP code will automatically populate the City and State. Itwill also populate the residence tax information in the taxation area below. The ZIP code inthe Residence Location field will identify all taxes for state, county or city that apply to thisemployee. Once you have also selected the Work Location, the tax engine will be able toidentify the proper tax profile for this employee.If your employees are in a state which requires a school district, such as PA or someareas in OH, the School District field will populate with the appropriate schooldistricts. Please be sure to select the school district.Updating SSN and Birthdate: The data stored in thesefields is certainly a target for identity theft. An addedlevel of security has been placed on these fields byencrypting the data. You can read the data here, butcannot edit it from this field. To change the SSN, selectID Type and to change the information use the UpdateSSN or Update Birthdate field and save. Enable Self-Service Access: you can add ESSaccount access here. Add the employee’s email andcheck the Enable Self-Service box. Self-Service Account Locked: if a user is locked out of their ESSaccount, a check will be in this box. To unlock, uncheck the boxand save. Last Activity/Last Login Dates: you can determine if the employeehas utilized the site recently.For more details on troubleshooting ESS issues, see the Employee Self-Service Login help topic.12 P a g e

Employee ManagementUser’s GuidePersonalThe Employee Personal screen consists of three tabs: Personal Information, I-9 information and EEO data.Personal TabThis tab allows you to keep track of optional information suchas multiple phone numbers and a personal email address. TheTobacco Use field may be connected to your benefit plans. Ifyou have a benefit plan that charges different rates forsmokers and nonsmokers, this field will be used to determinethe appropriate rate.13 P a g e

Employee ManagementUser’s GuideI-9 TabThis tab will imitate the information on the I-9 form. Choose the documenttype the employee has supplied from List A, B or C just as you would if youwere completing the paper form.Document AttachmentsAllows you to store documents you have received online. Add a descriptionof the document (this will appear on reports). To upload the scanneddocument, choose the button next to the upload field to navigate to thedocument. Finally, decide who should be able to see this documentthrough ESS.EEO TabMaintaining information on this tab will allow you to create the appropriate EEO reports.14 P a g e

Employee ManagementUser’s GuideDeductionsThe employee Deduction screen allows you to add a deduction amount, schedule a deduction to begin in the future oradd a stop date. If an employee has insufficient net pay to take a deduction, iSolved will automatically track the balance.The deduction screen allows you to manage the arrears balance.Adding a deduction for items such as uniforms, union dues or charitable contributions will be made here on theDeduction screen.Pay Item - is a drop-down of the deductions that have been configured for the client.Reference Number - this field is optional, but is often used for 401k policy number or a loan ID. If the reference numberis added it then is available for reports.Default Schedule - is the schedule that was set when the deduction was configured and will be applied to all employeeswith this deduction.Schedule Override - the default schedule can be overridden if an exception is needed.Start Date - if the deduction is to occur in the future (i.e. beginning of next month), add a start date, otherwise thededuction will occur with the next payroll. A deduction will occur if the start date is within the period begin and periodend date for the payroll.Stop Date - a stop date can be added to end a deduction or to allow a deduction to occur for a specific time period (i.e., 50 dollars for three pay periods). In other words, once the stop date is reached, the deduction will stop without furthermanipulation. The stop date must be within the period begin and end date.Arrears InformationIf an employee has insufficient net pay to take a deduction, iSolved will automatically track the balance. You will bealerted to each insufficient net situation by reviewing the exceptions report during a payroll preview or payrollprocessing.To manage the arrears balance, click Apply Arrears Balance.15 P a g e

Employee ManagementUser’s GuideOnce you click the check box additional fields will appear.Update Arrears Balance - this field is used to change the balance; for instance, an employee gives you cash to reducetheir balance. You may enter the new amount here and it will update with the next payroll processing.Max Per Check - if you want to pay the balance over time rather than one lump sum, you may enter the max amountper check. In the sample screen, the balance will be repaid at 50 per check until the balance reaches zero.Deductions that are governed by Benefit rulesAny deduction that is attached to a benefit will display this red message.The details of the deduction are available for display but you may not edit them on this screen.Editing InformationThis section gives you information on editing the employees that already exist in the program database.Employment Category HistoryThe employee employment category field must be populated for accurate Affordable Care Act (ACA) reporting. Theemployment screen allows you to make changes to the employee’s employment category that has occurred during theemployee’s tenure with the company. This screen also provides some necessary reporting details regarding statutoryemployees, highly compensated employees, full-time equivalents, etc. Navigate to Employee Management EmployeeMaintenance Employment.16 P a g e

Employee ManagementUser’s GuideNote: Click [Add New] to create a new record to track historical changes in employmentcategory (i.e., part-time to full-time).EmploymentEmployment Filter: The filter allows you to select theappropriate time frame. For rehired employees, the pastemployment record can be viewed by selecting it in the filter.The filter will default to the current active record.Add New or Edit: Click Add New if an employee is changing employment categories. Click Edit to update information onthe current record.Note: It is important to use [Add New] to create a new record so that you can track historical changes inemployment information.Effective Date: Will default to today’s date but may be changed.Variable Hours Met for ACA Full Time Status: Select this checkbox for employees that have met the ACA threshold ofgreater than 30 hours in a given look-back period. You may have employees with a category of part-time or temporarybut have exceeded the ACA threshold and must be marked as full- time for ACA reporting. The ACA Full Time Look-backReport will help you determine if you have employees that need this designation. The report will calculate the averagehours worked for an employee in a given time frame and evaluate the average hours against the current ACA status.17 P a g e

Employee ManagementUser’s GuideStatutory Employees: Select if the employee is considered a statutory employee. This will appear on the W-2.Qualified Pension Plan: If an employee contributes to or receives a match for a 401k, it will automatically be reportedon the W-2. If your plan requires that you report nonparticipating employees, you may select it here. The qualifiedpension plan flag will be included in report writer for custom reports.Highly Compensated: Select this checkbox if this designation is needed for reporting purposes. You may find this field inreport writer under the field category: employee data.Corporate Officer: Select this checkbox if this designation is needed for reporting purposes. You may find this field inreport writer under the field category: employee data.Ownership Percent: Select this checkbox if this designation is needed for reporting purposes. You may find this field inreport writer under the field category: employee data.Full Time Equivalent: Add the FTE amount designated by your company. For instance, for a part-time employee workingat 20 hours per week enter .5 for FTE. This will then be available in report writer. You may find this field in report writerunder the field category: employee data. The name of the field is Employment Category Full Time Equivalent.Change Reason: Select the proper change reason. You may add to this drop-down at any time to customize yourselections. To add employment category reasons, navigate to Client Management Tables Change Reasons.Employee SalaryThe Employee Salary screen allows users to viewcurrent and past salary information, calculate anemployee’s rate increase based on a percentage andadd future rate changes that will take effectautomatically once the pay period has been reached.The application also offers a variety of pay types thatallow for flexibility on how employees are being paid.Note: Fields with asterisks arerequired.Add newThe Add New option allows users to add a new salary record. This would commonly be used if an employee has a ratechange or if the user would like to add historical records. When adding a new record, the existing salary record will beavailable to view at any time. This will create a history of changes being made to an employee’s salary. Always updatethe rate of pay at the beginning of the pay period.EditBecause the add new option will create additional salary records and keep the current records available, we recommendusing the Edit option to update any fields that were not completed properly. Always use Add New when adding a newsalary record instead of editing the current record. If the current record is edited, the employee salary screen will nolonger display the information that previously existed.18 P a g e

Employee ManagementUser’s GuideRecord typeThis field is only available when the Add New option is selected. This allows the user to indicate the type of change as afuture change, historical change or current change. A future change allows the effective date to be in the future, acurrent change only allows the effective date to be within the current pay period and a historical change is only forrecord keeping purposes.Effective dateThe Effective Date determines when the rate or salary amount will begin. When adding a new hire in the system, thehire date will default as the effective date. When an employee is automatically paid because of their pay type, and theeffective date is within the pay period, the employee will be paid. The system will not calculate the pay amount basedon how many days the employee was hired within the pay period. If the effective date is after the pay period end date,the employee will not be paid. For employees with multiple salary records due to rate changes, the effective date will beused to determine which rate should be used. Again, this will be based on the current payroll pay period.Change reasonThe Change Reason drop-down displays the options available at the client level table for salary changes. This allows theuser to choose which reason will apply for the salary change, such as a promotion.Pay types Hourly - requires hours/dollars to be entered during time entry for the employee to get paid Salary - the employee will automatically be paid when a regular payroll is being processed Auto Hourly - automatically receive the hours set for normal hours each regular payrollNote: Salary & auto hourly employees will only be paid if the effective date is within the payperiod. 1099 - will need to enter hours or dollars for a 1099 earning code onlyPay groupThe payroll schedule is referred to as a pay group within the application. An account may have one or multiple paygroups. For example, a company may have some employees paid weekly and others semimonthly. The pay group that isselected will determine on which payroll schedule the employee will be paid. When making changes to an employee, thepay group will default to the employee’s current pay group, but can be changed at any time.FrequencyThe frequency determines how the employee is taxed. When the pay group is selected, the frequency will default to thepayroll frequency associated with the pay group. For example, when you choose the weekly pay group, the frequencywill default to weekly. All frequency options within the application are available in the drop-down and can be changed atany time. An employee that would have a different frequency than the pay group would not be common, but is possible.19 P a g e

Employee ManagementUser’s GuideNormal hoursThe normal hours field will default based on the frequency selected, and can be changed if necessary. The hours enteredwill be the hours used for auto hourly employees as well as the hours that will display for the salary employees.Percent increaseAnnual salaryIf the edit option was used, this field is disabled. The Percent Increase field can be used to enter a percentage that theemployee’s salary will be increasing by. Once the percentage is entered, the annual salary, per pay salary and hourly ratewill be automatically populated based on the percent. By entering the annual salary amount in this field, the per paysalary and hourly rate will automatically populate based on the annual salary amount entered.Per pay salaryBy entering the per pay salary amount in this field, the annual salary and hourly rate will automatically populate basedon the per pay salary amount entered.Hourly rateBy entering the hourly rate amount in this field, the annual salary and per pay salary will automatically populate basedon the hourly rate amount entered.Create ‘change in normal hours’ life event recordThis checkbox is only available if the add new option was used. Customers have theability to setup benefit plans with open enrollment periods. W

When you login to iSolved, the screen you see is the Client Landing Page. This page is packed with information and reminders. You will use this screen to find your reminders, payroll processing schedule, contact details for your customer support team, announcements, and links to important websites. My Reminders