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Employee Self-Service

Employee Self-Service overview

With Employee Self-Service, you can upload W-4 information, check stubs, W-2 forms, 1095-C forms, and (for independent contractors) 1099-NEC forms to an employee portal. The client's employees can then sign in to view, edit, and print their information. This topic explains the process flow for setting up Employee Self-Service for a client's employees.
note
If your firm is interested in providing this feature for a client's employees, please note that additional charges and licensing would apply.
With Employee Self-Service, your accountant can upload check stubs and W-4 information to an employee portal. Your employees can then sign in to view, edit, and print their information.

Employee information that's uploaded and downloaded via the employee portal

note
  • If there's a date in the
    Inactive date
     field in the Main tab of a client record, the application won’t send W-2 information to that client's employee portals.
  • The application uploads only payroll checks that were entered after the employee's Employee Self-Service portal was enabled. If the check stubs include a year-to-date section, that section will include all payroll history, even if the checks are not on the portal.

Employee information that's uploaded to the employee portal

The following employee information is uploaded from
Accounting CS
Accounting CS Client Access
myPay Solutions Direct
 to the employee portal.
  • New or updated employee W-4 information.
    This includes sign in information used for portal creation and for disabling Employee Self-Service for an employee.
  • Changes to the status of uploaded employee checks (void or delete).
  • New handwritten payroll checks.
    note
    • Existing handwritten payroll checks and historical checks are not uploaded to the portal.
    • If a handwritten check has been uploaded to the client's portal but was generated as a historical check, the application will remove that check from the portal.
This information is uploaded and immediately available when any of the following occur:
  • Client payroll schedules (timesheets) are uploaded to NetClient CS for remote payroll entry. (Payroll schedules for multiple clients can be uploaded at the same time.)
  • Payroll checks are printed
    for at least 1 client
    .
  • W-2 forms are printed
    for at least 1 client
    .
  • 1095-C forms are printed
    for at least 1 client
    .
  • An employee's W-4 information is changed and the employee record is saved.
    note
    This includes the employee's name, EIN/SSN, address, and W-4 information on the Payroll Taxes tab of the employee.

Employee information that's downloaded from the employee portal

New or updated W-4 information entered by the employee in the employee portal is downloaded to
Accounting CS
Accounting CS Client Access
 when either of the following occur:
  • The
    Employees
     screen is opened.
  • The client's payroll schedule is selected in the
    Actions
    ,
    Enter Batch Payroll Checks
     screen and the
    Actions
    ,
    Enter Batch Handwritten Payroll Checks
     screen.
note
  • In all of the preceding situations, information is uploaded for all of the client's employees, whether or not all employees are included in the selected action. For example, if a new employee is added but that employee is not included in the check run, the employee's information is still uploaded during the check printing process.
  • If the client changes the address information in the application, the application verifies that the address information is valid. (For example, the application will verify that the city exists in the selected state, that the ZIP Code is valid for the city, and so forth.) If the application finds that any of the information is not valid, it will revert the address to the previous valid address, and you will be prompted to correct the address information in the employee record.
Employees can modify the following W-4 information:
  • Name (first, last, middle initial, suffix)
  • Email address
  • Federal W-4 information (filing status, amounts claimed for dependents, other income, and deductions, nonresident alien status, federal tax-exempt status, etc.)
  • State W-4 information for each applicable state (filing status, number of exemptions and allowances, additional or fixed amount or percentage, etc.)
If the client is using Employee Self-Service exclusively, the updated employee’s information appears as a data sharing window when you open the
Employees
 screen in Accounting CS. You can cancel the employee updates by marking the
Reject
 checkbox.
If the client is using Remote Payroll as well as Employee Self Service, you can go to
Setup
, then
Employees
 to update the employee’s information in Accounting CS before timesheets are retrieved, or go to
Actions
, then
Enter Batch Payroll Checks
 when the timesheets are imported.

This article applies to:

  • Product: Accounting CS
  • Subject: Clients

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