Accounting CS Remote Payroll Setup & Use

Business Model

Copyright© 2016 | Rootworks

Overview Rootworks recommends leveraging remote payroll functions to create an efficient payroll process. This document includes the instructions for setting up remote payroll for payroll clients using Accounting CS.

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Table of Contents Remote Payroll- Recommended Workflow .................................................................................................... 3 Step 1: Payroll Processor ........................................................................................................................................... 3 Step 2: Client Portal User .......................................................................................................................................... 3 Step 3: Payroll Processor ........................................................................................................................................... 3

Accounting CS Remote Payroll Setup.............................................................................................................. 4 Client Setup- Remote Payroll .................................................................................................................................... 4 Client & Employee Setup- Employee Self Service ..................................................................................................... 5 Additional Employee Self- Service Options ..................................................................................................................................................... 6

Remote Payroll- Enabling Client Portal ........................................................................................................... 7 Push Client’s Timesheet to the Portal ....................................................................................................................... 7 Enable Client’s Portal for Remote Payroll ................................................................................................................. 7

Retrieving the Completed Time into Accounting CS ..................................................................................... 10 Timesheet Retrieval................................................................................................................................................. 10 Employee Self Service ............................................................................................................................................. 12

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Remote Payroll- Recommended Workflow Remote payroll streamlines the payroll process by ensuring that hours and payroll information are obtained from the client the same way every time, in a paperless manner. Below is the recommended workflow for using remote payroll in Accounting CS. Each step will be covered in greater detail later in the document. Please note that Thomson Reuters requires special licensing for remote payroll options. Contact your sales representative if you are unable to access any of the functions/options contained in this guide.

Step 1: Payroll Processor •

Payroll processor uploads timesheet from Accounting CS to client’s portal.

Step 2: Client Portal User •

Client logs into their portal and enters in employees’ time, verifies hours and completes time entry. o The person that enters in time is typically the business owner or supervisor.

Step 3: Payroll Processor •

Payroll processor imports time directly from portal into the Enter Batch Payroll Checks screen, processes payroll, prints the payroll checks.

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If employee self service is enabled, payroll check stubs are automatically pushed to the individual employee portals.

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After payroll has been processed, the payroll processor uploads the next timesheet to the client’s portal for the entire process to be repeated.

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Accounting CS Remote Payroll Setup This section in the guide will walk through the client and employee setup areas in Accounting CS for remote payroll and employee self-service.

Client Setup- Remote Payroll Accounting CS Setup: Setup the client payroll schedule for remote payroll. 1. Go to Setup > Clients. 2. Go to the Payroll Information tab and click the ellipsis … button to edit the payroll schedules. 3. Modify the Time Entry Method section, select Import and Remote payroll entry. 4. Click the ellipsis … button to the right of the Remote payroll entry selection for additional setup options. a. Remote Payroll Time Entry Options: modify the options on a per-client/ per-payroll schedule basis. i. If an email address is entered into the Main tab of the client setup, you will be able to check the client box (shown below.) ii. If email addresses are setup on the staff, and processors are selected on the Main tab of the client, the boxes will be available to check. iii. Consider marking the Other checkbox and including a generic email such as [email protected]. This will be helpful in cases where the primary processor is out of the office, or for monitoring the completion of timesheets in general. iv. To hide certain columns or restrict visibility to certain items, mark any other options that may apply to the client/ person inputting the time.

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v. Click OK, then Enter and Done to save the changes made to the payroll schedule(s). 5. Click Enter to save changes to the client.

Client & Employee Setup- Employee Self Service Employee self service is not required if you are planning on using remote payroll in Accounting CS, however if the employees are going to be paid by direct deposit, then using employee self service is encouraged as an efficient way for employees to obtain and have ongoing access to their check stubs. Employee self service is a function that will push all employee check stubs to each individual employee portal, and there are additional options to allow employees to also access their W2 through the portal. Activate employee self-service on the client. 1. Go to Setup > Clients. 2. Go to the Payroll Information tab and mark the $Employee Self- Service box. a. Note: Employee self-service is an additional fee, contact Thomson Reuters with any fee related questions. 3. Click Enter to save changes to the client. Setup the employee with employee self-service functionality. 1. Go to Setup > Employees. V16217 | Copyright© 2016 Rootworks | 5

2. On the Main tab, add the employee’s email address in the Email field. 3. Click Enter to save changes. 4. Note: A registration email will automatically be generated and sent to the employee. The email will contain a link to direct the employee to a registration page where they can create a login and password for access to their employee portal.

Additional Employee Self- Service Options Resend an employee’s registration email. 1. Go to Setup > Employees. 2. Confirm that a valid email address is setup on the employee. 3. Click on the Personal tab and click Send Registration Email button.

Disable Employee self-service on an employee. 1. Go to Setup > Employees. 2. Click on the Personal tab. 3. Check the box, Employee Self Service disabled.

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Remote Payroll- Enabling Client Portal This section contains the steps for enabling a client’s portal, pushing a timesheet, client data entry and timesheet retrieval into Accounting CS. Note: To enable the client’s portal setup the payroll timesheet must be pushed out to the portal first.

Push Client’s Timesheet to the Portal 1. In Accounting CS, go to Actions > Manage NetClient CS. a. All clients that are setup for remote payroll will be listed in this screen, their statuses may vary depending on where they are at in their payroll cycle. 2. Place a check in the box next to any client that needs their timesheet uploaded to the client’s portal, the status should read as Pending Upload. 3. Click Upload. 4. Below are the different client statuses and what they mean: a. Pending Upload. The timesheet for the next payroll to be processed is ready to upload to the portal. b. Uploaded - Queued. The timesheet has been uploaded, but has not been made available in the client’s portal yet. c. Uploaded - Unchanged. The timesheet has been pushed to the client's portal and is available for the client to enter hours. d. Uploaded - In Use. The client is currently entering in time into timesheet. e. Uploaded - Changed. The client has entered in information and has saved the timesheet however they have not clicked the Complete button to notify the processor that the payroll data entry is finished and ready to be processed. f. Pending Download. The client has clicked the Complete button in the portal. The timesheet is ready to import via the Enter Batch Payroll Checks screen.

Enable Client’s Portal for Remote Payroll Important! This step is a one-time step to link the timesheet pushed in the steps above the correct client’s portal. V16217 | Copyright© 2016 Rootworks | 7

1. Login as an administrator to www.netlinksolution.com 2. Click the Admin button. 3. Next, click on Users below. 4. Search for the user using the Find field.

5. Click Enable in the ($) Remote Payroll & Check Printing (ACS) section. 6. Mark the client in the list in the left pane and check the box for Remote Data Entry. a. Note: Remote Check Printing should NOT be checked.

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7. Click Enter to save changes. 8. When the client logs into their portal, they will have a notification in the tasks pane regarding the new payroll timesheet available to enter in time.

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Retrieving the Completed Time into Accounting CS When a client has completed the payroll data entry timesheet, if the settings were modified in the client setup to be notified by email when a client has completed the timesheet, then the appropriate parties will be notified by email (email example below). In addition, the processor can view the status by going to Actions > Manage Net Client CS and can view the status in the status column.

The status Pending Download indicates that the payroll schedule has been completed by the client and is ready to be retrieved into Accounting CS.

Timesheet Retrieval V16217 | Copyright© 2016 Rootworks | 10

1. Payroll processor should go to Actions > Enter Batch Payroll Checks. 2. A window will open during the import labeled Remote Payroll Entry Import. 3. The window contains the data entered by the client and totals at the bottom of the pane. Rootworks recommends printing this import page to FileCabinet CS as part of the audit trail should there be discrepancy in the future on the information imported.

4. Click Continue if everything looks accurate to complete the import of the payroll information into Accounting CS. 5. Hours and data will import into the Enter Batch Payroll Checks screen. 6. At this point, the remote payroll process is complete, and the payroll information can be entered and checks printed per the normal process. 7. Important! Remember to go back into Actions > Manage Net Client CS to push the next payroll schedule to the client’s portal for data entry. V16217 | Copyright© 2016 Rootworks | 11

Employee Self Service If employee self-service is activated and setup correctly in ACS, when the payroll checks are printed in Accounting CS, the check stubs will automatically go to the employee’s portal. Also note that at the end of the year the payroll processor can also choose to send W-2 to the employee’s portal as well. This works very well as a delivery mechanism especially for those client whose employees are familiar with accessing their check stubs already via the portal.

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