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This article applies to:

  • Subject: Clients

Employee Self-Service overview

Employee information that is 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 will not 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 is uploaded to the employee portal

The following employee information is uploaded from to the employee portal.
  • New or updated employee W-4 information.
  • Changes to the status of uploaded employee checks (void or delete).
This information is uploaded and immediately available when any of the following occur:
  • Payroll checks are printed .
  • W-2 forms are printed .
  • 1095-C forms are printed .
  • 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.

Activating employee portals

This procedure is to be performed by the client's employees.
After the employee receives the registration email, they can activate their Employee Self-Service account as follows.
  1. Open the registration email and then select the
    Register
     link in the message. Show me.
  2. In the NetClient CS page, enter a unique ID and password to use as your Employee Self-Service login. (The password must be between 7 and 50 characters, and at least one character must be a number.)
  3. Click OK. NetClient CS verifies the employee's credentials and completes the activation.
  4. The NetClient CS login page opens. The employee can access their Employee Self-Service portal by entering their login and password information and then clicking the Login button. 
note
  • If the employee already has a portal, you can link the portals together.
  • If the employee has 10 unsuccessful login attempts, the application locks their account for 30 minutes, after which the employee can try again. If the employee needs to access their account before the 30-minute lock-out period ends, you can ask a Web Services Support representative to unlock the account for your client's employee.
  • If the employee forgets their password, they can select the
    Forgot password
     link on the login screen, enter their login and email address, and choose the reset method (via email or via security questions).
  • If the employee cannot remember their login information, they can contact their accountant.

Viewing or editing an employee's W-4 information

This procedure will be performed by the client's employees.
Once the employee activates their Employee Self-Service account, they can log in anytime to view or modify their W-4 information.
The employee can view the following information.
  • Type (Standard, Agricultural, Household, Independent Contractor)
  • Resident address (street address, city, ZIP code, county, country, etc.)
  • EIN / SSN
The employee can modify the following 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 allowances, additional or fixed amount or percentage, etc.)
The employee can follow these steps to edit their W-4 information.
  1. Log in to the Employee Self-Service account through https://secure.netlinksolution.com/nextgen.
  2. Select the
    My W4 Information
     portlet to view and edit W-4 information.
  3. Make any necessary changes, and then click the Enter button
    note
    The fields reflect those on the 2020 Form W-4. All employees hired as of January 1, 2020, must fill out the new version of the Form W-4. Any changes to W-4 information for existing employees must be done on the new version of Form W-4.
  4. When you open the Enter Batch Payroll Checks screen or the Enter Payroll Checks screen, you will be prompted to accept or reject the changes the employee made in their portal.

Viewing an employee's check stub information

This procedure will be performed by the client's employees.
The application automatically uploads a PDF of the check stub to the employee portal when the employee's paycheck is printed or when a handwritten paycheck is entered and saved. (The PDF image for uploaded checks will not include the actual check region.)
If you void or delete an employee's paycheck that has already been uploaded to the employee's portal, the application automatically queues the check deletion to be uploaded to the employee's portal.
Once the employee activates their Employee Self-Service account, they can log in anytime to view or print their paycheck stub information.
  1. Log in to the Employee Self-Service account through https://secure.netlinksolution.com/nextgen.
  2. Select the
    My Check Stubs
     portlet to view a list of uploaded paychecks.
  3. Select the paycheck to view or print.

Viewing an employee's W-2 form

This procedure will be performed by the client's employees.
To view an employee's W-2 form, see Viewing W-2s.
note
  • Corrected W-2 forms (Forms W-2c) are not uploaded to the employee portal.
  • If there is a date in the Inactive date field in the Main tab of a client record, the application will not send W-2 information to that client's employee portals.

Viewing an employee's (independent contractor's) 1099-NEC form

This procedure will be performed by the client's employees.
To view an independent contractor's 1099-NEC form, see Viewing Forms 1099-NEC.

Viewing an employee's 1095-C form

This procedure will be performed by the client's employees.
To view an employee's 1095-C form, see Viewing 1095-C forms.

Changing an employee's login information

This procedure will be performed by the client's employees.
You can change your login ID, email address, and password at any time.
  1. Log in to your Employee Self-Service account through https://secure.netlinksolution.com/nextgen.
  2. Click your name in the upper-right corner of the screen, and then choose the appropriate command.
  3. To update your login ID, name, or email address, select
    Edit Account
    .
  4. To update your password, select
    Update Password
    .

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