Frequently Asked Questions

Browse through our frequently asked payroll questions for answers on our systems, taxes, year-end checklists, and more! If answers to your questions are not here, please reach out (no life questions please)!

Admin HUB

How do I approve employee updates submitted in HUB? Link

1. As an Admin, any employee updates or requests submitted through HUB will need to be reviewed and approved by you before the updates are sent through to payroll. After you log into your account, you can access your open tasks by either clicking the red icon on your dashboard, or by going to your HR tab. In this example, we are going to access the open tasks through the HR tab.

Approving requests1

2. Your tasks will be listed under “Tasks to Review.” Click the employee’s name on the task you would like to review and approve.

Approving requests2

3. You will see there is a PDF of the update you can view, and there are the options to approve the update, reject the update, and add a reason for the rejection. If you see an obvious error in any task, you can reject it and request the employee resubmit their update.

Approving requests3

4. Once you have approved or rejected the update, click “Submit review.” If needed, you can also delete the task/request by clicking the “Remove this Task” button.

Approving requests4

How do I update my IP restrictions? Link

If you are utilizing Journey’s HUB Timeclock and would like to restrict access to a specific IP address, you can do so by following the steps outlined below. An IP address is a string of numbers that identifies the computer you are accessing the internet from. You can enter this number into your HUB timeclock so it is specific to your office, or multiple offices with multiple IP addresses; so your employees will only be allowed to access their timeclock from the specified IP address(es). Please be aware however that IP addresses are not always the most accurate when it comes to location stamping. It should not be used in the same regards as a GPS location stamp for example, especially if you are concerned about employee timeclock abuse.
Note: The timeclock can only recognize IPv4 addresses, so if you enter in an IPv6 or other format, it will not be recognized and may lock your employees out of clocking in/out.

1. Begin by obtaining your IP address. You can do this by Googling “What is my IP address?” You will know it is an IPv4 if it is in a decimal format similar to 123.45.678.9. If your first search result has semicolons, letters, or it is exceptionally long, this is not in an IPv4 format. You can typically scroll down a bit to find the IPv4 conversion if the first search result is in a different format.

2. After you have your IPv4 address, begin by logging into your HUB account. Click on your “Admin” tab once you are logged in.

Update your security settings1

3. From your Admin screen, click on “Time Entry Rules.”

Update your security settings2

4. In the Time Entry Rules, click on “Input Rules.”

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5. Within the Input rules window, scroll down until you see the “IP Restriction” Section.

Update your security settings4

6. Type in your IPv4 address and click the green “+” symbol to add the IP address. You will see a message appear at the top of your screen letting you know the IP address has been successfully added. If you need to add multiple IP addresses, just repeat this process as needed. If you need to update your IP address, click the red “x” next to the IP address to delete it, and re-add the updated IP.

Update your security settings5

Can I see how my employees clock in/out if I use HUB time clock? Link

If you are using HUB time clock, you can run a time entry detail to see what method your employees are using to clock in and out, the IP address they are clocking in and out from, and their times.

1. To run a time entry detail, begin by logging into your HUB account and click your “Clock” tab.

how to run a timeclock report 1

2. Click “Reports/Extracts” under the “Management Tasks” section.

how to run a timeclock report 2

3. Click “Time Entry Detail”.

How to run a timeclock report 3

4. Enter the date range you would like to run the report for and then click the “Run Report” button.

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5. The time entry file will download as a CSV. After the download is complete, click the download to open your spreadsheet.

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6. Your detail report will include employee number, name, email, in and out times, in and out input method, in and out IP address, the total hours, and notes. The “Input Method” will tell you how the employee is clocking in and out. If you are enabled for mobile access, this could say either web or mobile.

how to run a timeclock report 6

How do I add a one time pay? Link

1. Start by clicking your “clock” tab to view everyone’s timesheets.

Adding a one time pay step1 1

2. Scroll down to the “Approve time” section. You will see every employee’s timesheet has a link called “Add One Time Pay.” Click the link to enter in the information for a one time pay.

Adding a one time pay step2

3. Enter in the type of pay you would like to add from the dropdown menu. The pay codes will populate according to what Journey has entered for your company, so if you do not see a pay code you would like to use, please email your Payroll Specialist and let them know you need a new pay code added.

Adding a one time pay step3

4. Enter in either a dollar amount or hour amount for the one time pay.

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5. Select the date the one time pay needs to be applied to.

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6. You have the option to add a description to the one time pay. You can also chose if the pay will be viewable to the employee, in this example “Yes” is selected because we are using the one time pay for tips. Once you are done, click “Add One Time Pay.”

Adding a one time pay step6

7. Now when you view the employee’s timesheet, you will see the one time pay added, along with the notes added in the “description” section.

Adding a one time pay step7

How do I resend a HUB activation? Link

1. When you hire a new employee, you will need to request a HUB activation if you are not using Journey’s paperless onboarding feature.
The employee will have 5 days to activate their account before the link expires. If their link expires, you can resend the activation link in the Admin tab of your Journey HUB account.

Resend a HUB activation Step01

2. From your Admin screen, click the “Alerts and Reports” Link.

Resend a HUB activation Step02

3. From the Alerts and Reports page, click the “Employee Activation Attempts,” link, and enter in the applicable date range for the employee(s), and click the “search button.”

Resend a HUB activation Step03

4. After you run the search, the employee’s number, name, and the date their activation was sent and the date it expired will show. To resend their activation, click the blue “generate new activation request” link. When you refresh the page, you will see the new timestamp when the activation was regenerated, and the red dot next to the employee’s name will turn green.

Resend a HUB activation Step05

How do I reset an access code? Link

1. Start by going to your “Admin” Tab in HUB.

How do I reset an access code Step01

2. Click the employee that needs their access code reset from your employee list on the right hand side.

How do I reset an access code Step02

3. You can reset their access code by entering a new one in the “Reset Access Code” section on the right hand side.

How do I reset an access code Step03

4. Once you click “Reset Access Code,” you will get a confirmation message that the code has been successfully reset. Your employee can now log in using this new code!

How do I reset an access code Step04

How do I edit a Time Card? Link

1. Click on your “Clock” tab in HUB.

How do I edit a timecard Step01

2. Click “view” on the employee’s timecard that needs editing.

How do I edit a timecard Step02

3. You will see blue plus signs next to each date in the timecard. Click the plus sign to add a time entry, or click “edit” to edit an existing time entry.

How do I edit a timecard Step03

4. Click the first time entry to add the clock-in time.
Note: If the employee takes a lunch break, the hours need to be added as 2 separate time entries.

How do I edit a timecard Step04

5. If the employee works 9:00 – 5:00 with a 30 minute lunch, you would first enter 9:00 – 12:00, add time entry, and then 12:30 – 5:00, add time entry. This accounts for the 30 minute lunch, and is how any breaks need to be accounted for.

How do I edit a timecard Step05

How do I send my hours to my Payroll Specialist from HUB time? Link

1. Click on your “Clock” tab and scroll down to the “Approve Time” section.

Approve and Generate time Step01

2. You will see all employee timesheets are outlined in Red, which means they have not been approved yet and are still in the “pending” state.

Approve and Generate time Step02

3. All timesheets need to be approved before you are able to generate the time file. To approve timesheets, you can click “Batch approve” in the Yellow Timesheet section.

Approve and Generate time Step03

4. You can also go through each employee’s timesheet by clicking “view” and making any necessary edits.

Approve and Generate time Step04

5. After any necessary edits are made, click the “Approve Timesheet” button.

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6. After all timesheets are approved, they will appear outlined in Green.

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7. After all timesheets are approved, you will also see that you have the ability to generate the time file. Click “GENERATE.”

Approve and Generate time Step07

8. You will get a message that the file has been sent, and all timesheets will turn from Green to Blue, indicating they have been sent to payroll. You will also see “GENERATE” has been replaced with “View or Regenerate.”

Approve and Generate time Step08

How do I approve a mulligan? Link

1. You can view your Mulligan Requests from your home screen by clicking on your “Alerts” in the top right-hand corner bell icon.

How do I approve a Mulligan Step01

2. You can also view your Mulligan Requests under your “Clock” tab, on the right-hand side under the “Alerts” section.

How do I approve a Mulligan Step02

3. Click on the request to open the mulligan.

How do I approve a Mulligan Step03

4. The first question allows you to approve or deny the mulligan. If you click “no,” it will allow you to select a different clock in/out time.

How do I approve a Mulligan Step04

5. Leave a message for the employee’s request.

How do I approve a Mulligan Step05

6. Submit your response, and the new clock in/out time will show on the employee’s timecard.

How do I add a timesheet for an employee? Link

1. If an employee has not clocked in for an entire pay period, their time card will not appear in the list of time cards to approve.

How do I add a timesheet Step01

2. To add a timesheet for the missing employee, click the “Add Timesheet” link in the yellow “Timesheet” section.

How do I add a timesheet Step02

3. A window will appear, giving you the option to add a timesheet for any employees that do not already have one.

How do I add a timesheet Step03

4. Check the box for the employee you need to add a timesheet for, and click “Add timesheet” for the timesheet to populate.

How do I add a timesheet Step04

5. To enter time into the new timesheet, Click “View” on the newly created sheet, and add hours in as normal.

How do I add a timesheet Step05

End of Year

Where do I find my W2? Link

W-2’s are stored within your Journey HUB account for 7 years. 1099’s are not stored in your HUB account, you will receive a paper copy at your address, so make sure to keep your address up to date! If you are unable to find what you are looking for, simply let your employer know.

To access your W-2:

1. Log in to your Journey HUB account. On your Home screen, you will see a box titled “My Employee Documents.” There are 2 sections, “Pay Stubs” and “Year End.” Under “Year End” you will see a blue link titled “2017 W2.”

AccessW2 Step1

 

2. When you click the 2017 W2 link, it will automatically download as a PDF, which you can either print or download to your computer for safe keeping.

 

3. If for whatever reason you cannot see your W2 on your Home screen, you can click on your “History” tab and your W2 will show here as well. These links will also automatically download as a PDF file.

2020 Year-End Deadlines Link
DateAction
December 21st, 2020
1:00 pm MST 
Bonus Payrolls over $30,000:
Any bonuses TOTALING $30,000.00 and above have special processing guidelines.
The deadline to submit is Monday, December 21st at 1:00 p.m.
December 29th, 2020
1:00 pm MST
Bonus Payrolls:
Please advise us ASAP if you plan to run an extra bonus payroll. All payroll processing for 2020 must be completed by December 31st, which means the last day for processing is Tuesday, December 29th by 1:00 p.m.
December 31st, 2020
9:00 am MST 
Last Payroll:
Deadline to run your last payroll for live checks for 2020 to guarantee your payroll taxes are paid accurately and on time.
(If you would like Direct Deposit, please submit by December 29th, 1:00 pm MST).
January 4th, 2021
5:00 pm MST
Change Company or Employee Information:
Deadline to notify Journey Payroll & HR of any changes you forgot to submit to complete your 2020 year. Any changes notified to Journey after this deadline will need to be amended. Due to the extra time needed to amend your information, you will be charged: $600 per quarter, $50 per jurisdiction, and normal processing fees.
2019 Explanation of your W2 Link

W-2 Box Descriptions for Employees

It’s important for every employee to understand their W-2. Below you’ll see information to help you understand the W-2.

If you have specific questions, please see the IRS Instructions for Forms W-2 (2020) or check with your employer.

Journey Payroll & HR produces your W-2 on your employer’s behalf utilizing the information provided to us.  If you have specific questions regarding amounts on your W-2, please contact your employer or CPA.  If necessary, your employer will contact Journey on your behalf.  Journey is not permitted to modify W-2 information without your employer’s consent or instruction.  Discuss any discrepancies with your employer and have them contact Journey regarding the issue rather than reaching out to us directly.  This is the most efficient way to get your issue resolved.

2018 W 2

A – Employee’s Social Security Number (SSN)

Double-check and confirm your W-2 shows your correct social security number.

B – Employer Identification Number (EIN)

This is your employer’s unique tax identification number. What a SSN is to a person, an EIN is to a business.

C – Employer’s Name, Address, & Zip Code

This identifies the name and legal address of your employer.

D – Control Number

This is an optional field for employer use.

E/F – Employee’s Name, Suffix, Address, & Zip Code

This identifies your full name as shown on your Social Security card and mailing address. Please confirm this is printed correctly.

1 – Wages, Tips, Other Compensation

This is the total of your total federal taxable wages, tips, and other compensation and taxable fringe benefits.

This can include, wages, bonuses, prizes, awards, back pay, executive life insurance, taxable employee business expense reimbursements, commissions, severance, dismissal pay, vacation pay, non-cash fringe benefits, and/or non-qualified moving expenses.

This does not include 401(k), 403(b) employee contributions, federal exempt wages, medical contributions, health care and dependent care contributions, and/or other pre-tax contributions.

2 – Federal Income Tax Withheld

This is the amount withheld for federal income taxes throughout the year from your paycheck. How you fill our Form-W4 and how much you are paid, determines how much tax is withheld. If you feel your withholdings are not accurate, please consult with a CPA.

3 – Social Security Wages

This is the total amount of wages subject to the Social Security tax. For 2017, you can be taxed up $127,200. Any income beyond that gross pay will not be taxed social security.

4 – Social Security Tax Withheld

This is the amount of Social Security taxes withheld from your paycheck. For 2018, the Social Security tax is 6.2% of your income, which means the amount should equal to 6.2% of the wages listed in Box 3. The highest figure that can be shown in Box 4 is $7,886.40 ($127,200 maximum wage base times 6.2%).

5 – Medicare Wages & Tips

This is the total wages, tips, and other compensation subject to Medicare taxes. Medicare generally doesn’t include any pre-tax deductions and will include most taxable benefits. There is no cap for Medicare taxes, means the figure in Box 5 may be the largest number on your Form W-2.

6 – Medicare Tax Withheld

This is the amount of taxes withheld from your paycheck for the Medicare tax. In 2018, the Medicare tax has a flat rate of 1.45% of your total Medicare wages listed in Box 5. Unlike Social Security, where there’s a max that you can be taxed on, Medicare can have an additional tax when you reach a higher income. Please see your CPA if this affects your household.

7 – Social Security Tips

This is the amount of tip income you reported to your employer.

8 – Allocated Tips

If you work for a food or beverage establishment, this box reports any tip income allocated to you by your employer. This amount is not included in Boxes 1, 3, 5, or 7.

9 – Verification Code

If you are e-filing and if there is a code in this box, enter it when
prompted. Valid characters are the letters A-F and
the digits 0-9. This code assists the IRS in validating the W-2 data submitted
with your return. The code is not entered on paper-filed returns.

10 – Dependent Care Benefits

This is the total amount of any dependent care benefits paid to you or incurred on your behalf by your employer. Amounts less than $5,000 are non-taxable benefits, and any amount more than $5,000 is reported as taxable wages in Boxes 1, 3, and 5.

This would possibly include employer-provided day care costs, employer reimbursed day care costs, or benefits from the pre-tax contributions made by the employee under a section 125 dependent care flexible spending account.

11 – Non-qualified Plans

This is the amount distributed to you from non-governmental section 457(b) plan or non-qualified deferred compensation plans (taxable amount is located in Box 1). Please note that this is not the amounts contributed by you (that is in Box 12).

12 – Deferred Compensation & Other Compensation

Box 12 will report a code followed with an amount. Some of these codes have already been reported elsewhere on the W2, though others have not been reported on your W-2. Here are the codes for Box 12:

Code A – Uncollected Social Security or RRTA tax on tips.

Code B – Uncollected Medicare tax on tips.

Code C – Taxable benefit of group term-life insurance over $50,000. Already included as part of your taxable wages in Boxes 1, 3 (up to the Social Security wage base), and 5.

Code D – Non-taxable elective salary deferrals to a 401(k) or SIMPLE 401(k) retirement plan.

Code E – Non-taxable elective salary deferrals to a 403(b) retirement plan.

Code F – Non-taxable elective salary deferrals to a 408(k)(6) SEP retirement plan.

Code G – Non-taxable elective salary deferrals and non-elective employer contributions to any governmental or non-governmental section 457(b) retirement plan.

Code H – Non-taxable elective salary deferrals to a 501(c)(18)(D) tax-exempt plan. This amount is included in Box 1 wages. You will deduct this amount on your Form 1040.

Code J – Non-taxable sick pay. This amount is not included in taxable wages in Boxes 1, 3, or 5.

Code K – Excise tax (equal to 20%) on excess “golden parachute” payments.  See form 1040 instructions.

Code L – Non-taxable reimbursements for employee business expense reimbursements.

Code M – Uncollected Social Security or RRTA tax on taxable group term life insurance over $50,000 for former employees.

Code N – Uncollected Medicare tax on taxable group term life insurance over $50,000 for former employees.

Code P – Excludable moving expense reimbursements paid directly to a member of the U.S. Armed Forces (not included in box 1, 3, or 5)

Code Q – Non-taxable combat pay. See instructions for form 1040 for details on reporting.

Code R – Employer contributions to an Archer Medical Savings Account.  Report on Form 8853.

Code S – Non-taxable salary reduction contributions under a 408(p) SIMPLE retirement plan.

Code T – Employer-paid adoption benefits. This amount is not included in Box 1 wages. Complete form 8839.

Code V – Income from the exercise of non-statutory stock options. This amount is already included as taxable income in Boxes 1, 3 (up to the Social Security wage base), and 5.

Code W – Employer contributions to your Health Savings Account. Employer contributions, including amounts the employee elected to contribute using a section 125 (cafeteria) plan, to your Health Savings Account. Report on Form 8889, Health Savings Accounts.

Code Y – Salary deferrals under 409A non-qualified deferred compensation plan.

Code Z – Income received under 409A non-qualified deferred compensation plan. This amount is already included in taxable wages in Box 1, and is subject to additional tax.  See Form 1040 for instructions.

Code AA – After-tax contributions to a Roth 401(k) retirement plan.

Code BB – After-tax contributions to a Roth 403(b) retirement plan.

Code DD – The cost of non-taxable health insurance provided through your employer. The amount reported with Code DD is not taxable.

Code EE – After-tax contributions to a Roth 457(b) retirement plan offered by government employers.

Code FF – Permitted benefits under a qualified small employer health reimbursement arrangement.

Code GG – Income from qualified equity grants under section 83(i).

Code HH – Aggregate deferrals under section 83(i) elections as of the close of the calendar year.

13 – Checkboxes

There are three checkboxes in Box 13. Boxes will be checked if any of these situations apply to you as an employee.

Statutory employees are subject to FICA (Social Security and Medicare tax), but not federal income tax. What classifies as a Statutory Employee? Click here to learn more. (Links to a new page about this)

Retirement Plan box is checked if you are eligible to participate in your employer’s retirement plan. This plan could be a 401(k) plan, 403(b) plan, SEP-IRA, SIMPLE IRA, or other type of pension plan.

Third-Party Sick Pay would be checked if you received sick pay under a third-party policy from an insurance company. Receiving sick pay directly from your employer in your paycheck, does not apply here.

14 – Other

This box may contain information such as: travel reimbursement, taxable relocation expenses, union dues withheld, uniform payment deductions, non-excludable moving expenses, auto allowance, educational assistance payments, and/or Social club membership.

15 – State Code & Employer’s State Id Number

This reports your employer’s state and state tax identification number where state withholding was required. Your employer may be multiple lines of information in Box 15.

16 – State Wages, Tips, Etc.

Box 16 on your W2 reports the amount of taxable wages earned in that specific state. You may have multiple lines of information in Box 16 if you worked in multiple states.

17 – State Income Tax

This is the total amount of state income taxes that were withheld from your paycheck for the wages reported in Box 16.

18 – Local Wages, Tips, Etc.

Many local regions do not require you to report wages, so this is often blank. If you are in a local region where they require to report the total wages subject to the local, city, or other state income taxes, if will be located in Box 18.

19 – Local Income Tax

This is the total local, city, or other state income taxes withheld from your paycheck.

20 – Locality

Box 20 provides a brief description of the local, city, or other state tax being paid, if there is a local tax needed to report.


Journey is here to ensure payroll taxes are paid accurately and on time. Journey does not provide tax advice for your specific W2, and does not advise on filling out your specific W4. If you have specific questions, please ask a local CPA or Accountant.

2020 Year-End Checklist Link

Important Dates

Thursday, November 26th:

Thanksgiving Day — Banks and Journey are both closed. Move your payroll input date back by 1 full business day.

Friday, November 27th:

Journey is open but closes at 12:00 p.m

Friday, December 11th:

Deadline to have updates submitted to Journey.

Thursday, December 24th:

Christmas Eve — Journey is open but closes at 12:00 pm.
Due to our processing bank’s early closure, no submittals received after 5:00 p.m. Wednesday, December 23rd can be processed for a Tuesday, December 29th check date.

Friday, December 25th:

Christmas Day Observed — Journey and banks are closed. Move your payroll input date back by 1 full business day.

Tuesday, December 29th:processing bank’s early closure, no submittals

1:00 pm is the deadline to submit finalized payrolls to run for Thursday, December 31st (last pay date of 2020).

Contact your payroll specialist or Journey with any questions regarding these dates.

Confirm and/or Update Changes

Employer

Company Information

Employee Information

Documentation

Insurance Information

Special Payroll Requests

Insurance and Benefits

Unemployment Updates

Employee

Personal Information

Questions to Ask

Any Company Changes?

Company Address
All W2’s and Annual Fillings will be prepared with your legally registered business address. If this has been changed, please contact your payroll specialist immediately. An incorrect address could result in a return of all W2’s and employees receiving them past the regulated deadline.
Contact Information
Review Payroll and ownership contact information to make sure they are up to date with Journey.
Rate & Deposit Frequency
Any unemployment rate or Federal/State deposit frequency changes for 2020.

Any Employee Changes?

Contact Information
Verify contract workers (1099), current and past employee (W2) names, addresses, and Social Security Numbers. Missing or invalid information is subject to government penalties.
Manual Checks
All relevant payments that were issued to employees that have not been included with previous payrolls need to be submitted.

Any Insurance Changes?

Employer Contribution
The amount the employer paid towards each individual employee’s health insurance must be reported on the W-2’s for ACA Compliance.
S Corporation 2% Shareholders Health Insurance
The cost of premiums provided to 2% shareholders must be reported as income on the W-2’s. Please provide this amount to your Payroll Specialist so it can be accounted for on your 2019 W2.

Any Bonus Payrolls?

Please advise us ASAP if you plan to run an extra bonus payroll.

Any bonuses $30,000.00 and above have special processing guidelines: please contact your Payroll Specialist immediately if applicable (processing times may be longer per new ACH guidelines).

HR

How do I obtain my free Federal and State Labor law posters? Link

All clients and partners of Journey receive yearly updated copies of both Federal and State posters. New Packets including posters arrive late January or early February, depending when laws and regulations are finalized. If you need multiple copies, please reach out to your local office to alert them.

If you have multiple locations and separate accounts for each location with Journey, you’ll receive a set of posters to each office address.  If you don’t have your locations set up separately, please notify your Payroll Specialist with how many copies you’ll need. They’ll provide you with a federal and state labor law poster for each of your offices.

 

 

Please Note:

  1. If you work with Government contracts, are a nuclear power plant, or are in the agriculture industry; there are additional posting requirements. Please review your industry thoroughly and become familiar with industry posting requirements. The Department of Labor’s “elaws Poster Advisor” tool can be used to assess which posters are required for your company size, employee count, and industry. Please use the advising tool to determine which posters you’ll need to supplement your Journey Federal poster. If you have questions about your posting requirements, you can contact the Department of Labor.
  2. No Journey location is legally liable for any poster requirements or responsibilities.
I need an HR Professional. How can Journey help? Link

Journey can refer you to a local, trusted HR professional. Give us a call at (970) 568-8613, (303) 351-5771, or email admin@journeypayroll.com.

How do I build a total compensation plan in HR360? Link

1. Begin by logging into your Journey Online Payroll (PPx) account. From your dashboard, click the “Tools” tab in the top right-hand corner.

Comp plan builder

2. Click “HR Support Center” to access HR360.

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3. From the HR 360 dashboard, click the “HR Apps & Tools” tab.

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4. From the “HR Apps & Tools” page, click “Total Compensation Statement Builder” from the menu on the left hand side.

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5. You will see a summary of what can be included in your compensation document. To begin, click the green “Get Started” button.

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6. You can either upload a list of employees, or you can do a compensation plan for an individual employee. For this example, we are going to build an individual plan.

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7. Begin by filling out the employee’s information, the manager building the plan, and the start date of the total compensation plan. If you do not want to upload images, click “no” under each option. If you are including images, click “browse” to find your image, and then click “upload” to add the images.
Note: If you have “yes” selected to add images, you cannot continue until you click “upload” for each image.

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8. After your images are uploaded, click the “next” button.

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9. The next step will take you to a cover letter that will be included with your total compensation package. You can edit this letter as necessary. Click the “next” button when you are satisfied with your cover letter.

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10. The next page covers employee expenses. In the “compensation” section, you will enter the employee’s annual salary, as well as any commissions, overtime, bonus, and other optional compensations. The total compensation amount will show at the bottom, and  below the total compensation you can choose to enter the amount of their taxable wages.
Note: all of these amounts are per year.

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11. The next section of this page will include benefits and insurance. Follow the categories and enter in the amounts that apply and leave any that are not offered at “0.” The total amount of insurance offered will show as an annual dollar amount in the bottom box.
Note: All of these amounts need to be entered as per month amounts, but the total will show as an annual amount.

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12. The next section covers mandated benefits, where you will enter the worker’s comp amounts. If you entered in the taxable wage amount in the compensation section, the tax amounts will automatically calculate for you. These amounts are entered as percentages or per year, and the total mandated benefit amount will show in the bottom box as an annual amount.

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13. Retirement Benefits and Work/Life benefits are the next categories. For the retirement categories, you can select to enter the amounts as percentages or dollar amounts by clicking the appropriate radio button above each category. The total amount of retirement benefits will show as an annual amount in the bottom box. All of the work/life amounts will be entered as per year amounts.

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14. The miscellaneous category is going to cover any memberships that are offered. If you pay for employee parking, gym memberships, adoption assistance, or other miscellaneous benefits, enter the monthly amounts here. Click in the left-hand columns to change “Optional” to an appropriate title for your benefit. The bottom will total your miscellaneous Benefits in an annual amount.
The PTO category will calculate in either days or hours, depending on which radio button you select under “Employer.” This is where you will enter the amount of time you offer for each category. The total PTO will calculate the total amount of Paid Time Off hours or days.

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15. Your total amounts for each category will show under your Summary section. The very bottom box is a comprehensive total of all information added on this page to calculate the total compensation amount. If this total does not seem correct, double-check your other amounts.  When everything looks correct, click the “next” button.

comp plan builder 15

16. The Summary page will show your cover letter, the date the total compensation plan is active, and the total amounts for each compensation category. Make sure everything looks correct. If it does not, click “Prev” to edit information. If everything in your summary looks good, click “next.”

comp plan builder 16

17. The Generate/Save Document page allows you to customize your document and select whether you would like a PDF file or Word document. Click the template of which format you would like to use. You can also use the “select document colors” section to further customize the look. If you need to edit information, you can click the “prev” button, or you can click “start over” to start over on your compensation plan.

comp plan builder 17

18. When you scroll down on the page, you can get a better idea of what your document will look like if you click the “preview sample statement” button. Once you are satisfied with the look of compensation plan, click the “generate and download” button. Once downloaded, save the document in a safe file.

comp plan builder 18

What should I keep for my Payroll Records? Link
Payroll Checklist
What is a Statutory Employee? Link

When a business hires someone for work in an uncontrolled environment, they may be considered an independent contractor and receive a 1099 under the common law. There are many factors that can dictate if your worker is an independent contractor, and not an employee (see W2 vs 1099 test).

Workers considered and treated as independent contractors (for a variety of reasons) can potentially be considered a statutory employee.

Definition of statutory employee

A statutory employee is a mix between an independent contractor and an employee. They are a person/business that is a separate company from the hiring company, but they are treated as an employee for employment tax purposes.

A statutory employee needs to fall into these four categories created by the IRS:

  • A driver who distributes beverages (other than milk) or meat, vegetable, fruit, or bakery products; or who picks up and delivers laundry or dry cleaning, if the driver is your agent or is paid on commission.
  • A full-time life insurance sales agent whose principal business activity is selling life insurance or annuity contracts, or both, primarily for one life insurance company.
  • An individual who works at home on materials or goods that you supply and that must be returned to you or to a person you name, if you also furnish specifications for the work to be done. (Sometimes this person is called a “piece worker.”)
  • A full-time traveling or city salesperson who works on your behalf and turns in orders to you from wholesalers, retailers, contractors, or operators of hotels, restaurants, or other similar establishments. The goods sold must be merchandise for resale or supplies for use in the buyer’s business operation. The work performed for you must be the salesperson’s principal business activity.

How are they taxed?

Statutory Employees are taxed on Social Security and Medicare (FICA), but for income tax purposes, they are treated like an independent contractor and no income tax is withheld. This means the employer needs to also contribute their portion of FICA for these worker’s wages.

How Do I Hire a Statutory Employee? What Documents are Required?

For legal protection, an employer should have a contract with that employee. This contract should spell out the nature of the working relationship and the employment status of this individual. Journey advises employers in these situations consult with their attorney to properly create a legal agreement between these two parties.

The employee does not need a W-4 form, because the employer is not withholding income taxes. With that being said, the employer does need to receive a Form W-9 to verify the worker’s Tax Identification Number.

How Do I Pay a Statutory Employee?

Statutory Employees may be paid a commission or, like a piece worker, may be paid by the piece. The payment method doesn’t bear on the worker’s tax status.

Whether you are required to withhold FICA taxes (Social Security/Medicare taxes) from these workers depends on three questions, which reflect the worker’s status as an employee:

  • Personal Services. If the service contract with that employee states that substantially all the services are to be performed personally by them.
  • Investment in Equipment or Property. If the worker doesn’t have a substantial investment in the equipment and property used to perform the services. For example, if the piece worker is given the equipment to perform the piece work tasks and he or she doesn’t have to purchase the equipment.
  • Single Payer. If the services are performed on a continual basis for a single payer.

Does the employer provide a 1099 or W2?

The employer provides a form W-2 that has the “Statutory Employee” option checked in Box 13.

How does the employee file their taxes?

The statutory employee will need to file as a Schedule C/Independent Contractor. This allows them to deduct business expenses, which means they may have a business profit or loss. Journey highly recommends statutory employees in these situations find a trusted CPA to help file their taxes properly.

Adding Employee Specific HR Documents to HUB Link

1. After signing into your HUB account, click the Admin Tab. You must be a HUB Administrator to access the Admin Tab.

Adding Employee specific documents1

2. From the right-hand column, choose the employee that you would like to upload the document for.

Adding Employee specific documents2

3. From the Employee’s window, click “Documents”.

Adding Employee specific documnets3

4. Click “Add new document”.

Adding Employee specific documents4

5. Select the document from your computer.

Adding Employee specific documents 5

6. Add a description of the document for the employee.

Adding employee specific documents6

7. If the document should be filed in a category, select from the options available.

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8. Choose whether the document is visible or private to the employee.

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9. Choose whether you would like to notify the employee of the new document or not.

adding employee specific documents8

10. Set priority of the document, start and end date that the document is visible, and request a read receipt, if necessary.

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11. Click “Add New Employee Document” and you’re done!

adding employee specific documents10

HUB

How do I request a password? Link

If you have added your cell phone number to your HUB account, simply click Forgot Access Code/Password and a new password will be sent to you in a text message. You must do this BEFORE the system locks you out; after 3 failed attempts it will lock you out of logging in, so if you are unsure please use the Forgot Password option before this happens.

If you have not added your cell phone number into HUB, contact your employer to have them reset your access code.

If your employer is unable to assist you, you can email admin@journeypayroll.com with the name of the company you work for and your name. It is important to include your company name, as that is how we will be able to find you in the system and assist you.

How do I login to my Journey HUB account? Link

Go to our website www.journeypayroll.com > Client Login > Journey HUB > Sign In. If your password is not working and you’ve added your cell phone number, you can click Forgot access code / password and it will text you a new password. You must do this BEFORE the system locks you out; after 3 failed attempts it will lock you out of logging in, so if you are unsure of your password, please use Forgot Password before this happens.

I am purchasing a house and need employment verification. Who provides the employment verification? Link

Your employer will need to do the employment verification. Journey has employee information provided by your employer, and therefore does not have the authority to verify employment.

I am applying for an apartment/rental and they require wage verification. Where can I find that information? Link

Pay stubs are stored within your Journey HUB account for 7 years. Your 6 most recent pay stubs will show on the Home screen of your HUB account. You can find older paystubs in the “History” tab of your HUB account. Typically people will use the last 3 months of pay stubs for wage verification.

I want to download the mobile app. What is my “Company ID” and where do I find it? Link

Once you’ve logged into your Journey HUB account, you can find your Company ID here:

Company ID screenshot

The link to my pay stubs has expired. How do I access my pay stubs, W2’s, and employee documents? Link

Oops! Double check the expiration date! Links do not expire for 5 years. If you have entered a wrong password the link may be frozen. To login, go to our website www.journeypayroll.com > Login > Employee > Journey HUB > Enter your credentials. If your password is not working and you’ve added your cell phone number, you can click Forgot access code / password and it will text you a new password.

How Do I Update My Address? Link

1. After logging into your HUB account, click on your initials in the top right-hand corner.

How do I update my address

2. Enter in your street address, use the “address (line 2)” line for any apartment or suite numbers, enter in the city, state, and zip. If you need to start over, click the “I need to start over” button on the right-hand side. If you do not need to update your address, click the “Remove this task” button on the right-hand side.

How do I update my address2

3. Review your address and when you are sure it is correct, click the authorization box, and then click the “complete” button. From here you can also start over or remove the task on the right-hand side.

How do I update my address3

4. You will see a message showing your task is completed and a PDF that has an overview of your updated addres.

How do I update my address4

How do I update my W4 withholdings? Link

1. After you login click your initials in the top right-hand corner and then click on “Update your federal tax allowances (W4).”

W 2 FAQ 1 1

2. First, select the correct filing status from the three options in the dropdown menu.

W 2 FAQ 2

3. After selecting your status, notate if you are exempt from federal withholding. A description will pop up to ensure you’re meeting both criteria for exemption.

W 2 FAQ 3

4. Next, you will notate whether or not you have more than one job, or if you are married filing jointly. If you select “yes,” a description will pop up to ensure you’re making the correct selection.

W 2 FAQ 4

5. Next, you’ll notate whether or not your income is greater than $200,000 ($400,000 for married filing jointly).

W 2 FAQ 4 2

5. You’ll then enter the number of dependents you have under and over the age of 17. The number next to “Total Dependent Amount” will calculate according to the number of dependents. If you enter “0” for both, this number will remain “0.”

W 2 FAQ 5

6. Next, enter the dollar amount of additional income (NOT from an additional job) and non-standard withholdings.

W 2 FAQ 6

7. Finally, you can enter a dollar amount you’d like withheld IN ADDITION to your calculated withholding. If you’re unsure whether or not you should withhold an additional amount, use the “IRS Estimator” link.

W 2 FAQ 7

8. The Signature section will auto-fill if you’ve already signed documents within HUB Onboarding. If not, you’ll be prompted for a new drawn or typed signature.

W 2 FAQ 8

9. Once you save & continue, you’ll see an overview of your selections. There is also a PDF you can download and save if you’d prefer. Your progress will show 50% until the new withholding selections are submitted for Admin approval.

W 2 FAQ 9

10. Check the box to authorize your submission, and click the “complete” box. If you need to correct anything on your form, click the “I need to start over” button on the right-hand side. If you don’t need to update your W-4 Withholdings and would like to delete the draft, click the “remove this task” button.

W 2 FAQ 10

11. After clicking “complete,” the task is submitted to your Admin for approval. If you check back and your W-4 does not show your updated withholdings, check-in with the Admin of your company and see if they’ve approved your changes. Journey and your Payroll Specialist will NOT receive your updates until your Admin has approved the changes. Your paycheck will also not reflect changes until approved.

W 2 FAQ 11
How do I update my contact information? Link

1. When you log into your HUB account, click on your initials in the top right corner and then click “Update your contact information.”

How do I update my contact info

2. If you need to edit any of this information, click edit next to the applicable field.

How do i update my contact info 2

3. When you click “edit” next to any of the categories, it will drop down the information you can edit. After you update the information, click the “update” button.

How do I update my contact info 3

4. The “Company Directory” is where employee information is shared. You can select what information is shared by clicking yes or no under each category. Information will only be shared if it is in the system.

how do i update my contact info 4

How do I update my Direct Deposit Information? Link

1. After logging into your HUB account, click your initials in the top right-hand corner.

How do I update my DD

2. When you click your initials a menu will appear, click “Update your direct deposit accounts.”

How do I update my DD2

3. In this next window, you will enter in the percentage or dollar amount you want going into this account and whether it’s a checking or savings account. If you only have one account, this will be 100%. If you have multiple accounts, enter in the secondary accounts first. The final primary account will always be last and will ALWAYS need to be set to 100% for the REMAINDER of your pay to be deposited into that account.

How do I update my DD3

4. When you scroll down, you will enter your Bank’s name, the routing number, and the account number. If you need to add a second account, click the blue “Add a second account” link.

How do i update my DD4

5. If you are entering a second account, you will follow the same steps as above. If this is your final account, the percentage ALWAYS has to be set to 100%. You can also clear the information and delete the second account by clicking the blue “Close and clear second account” link.

How do I update my DD5

6. When everything looks correct, click the “save & continue” button. Triple-check all of your information is correct, as this is how you are going to get paid!

How do I update my DD6

Where do I find my pay stubs? Link

1. Begin by going to www.Journeypayroll.com and then click “Client login.”

2. Click the Blue “Journey HUB” button on the top left hand side of the login page.

3. Enter in your username (email) and your access code (password). If you are a brand new employee, you must have received an activation email and set up your account before you can view any pay stubs. Contact your employer if you have never set up your account.

4. When you get into your Journey HUB account, your pay stubs will appear on the “Home” tab. This will show your 6 most current pay stubs, if you need older stubs, click your “History” tab. Pay Stubs are stored within your Journey HUB account for 5 years, W-2s for 7 years.

Where do I find my Paystubs Step01 1

What is the HUB App from Loft? Link

1. When you first log into your HUB account, you will see the HUB App activation in the bottom left hand corner.

Activating HUB Rewards Step 01

2. When you click approve, the terms and conditions box will appear and you will approve the app.

Activating HUB Rewards Step 02

3. After the app is approved, the HUB Reward Offers will appear at the bottom of your HUB.

Activating HUB Rewards Step 03

Updating W4 Link

1. To update your W4 withholdings: While signed into HUB from a computer, click your initials in the top right corner.

Update W4 Step 01

2. Click “Update your federal tax allowances (W4)” and follow the steps.

Update W4 Step 02

Resetting Password Link

1. To reset your password: While signed into HUB from a computer, click your initials in the top right corner.

Reset Password Step 01

Click “Reset your password” and follow the steps.

Reset Password Step 02

Updating Address Link

1. To update your address: While signed into HUB from a computer, click your initials in the top right corner.

Update Address Step 01

2. Click “Update your address” and follow the steps.

Update Address Step 02

Updating Contact Information Link

1. To update your contact information: While signed into HUB from a computer, click your initials in the top right corner.

Update Contact Info Step 01

2. Click “Update your contact information” and follow the steps.

Update Contact Info Step 02

Updating Direct Deposit Link

1. To update your direct deposit: While signed into HUB from a computer, click your initials in the top right corner.

Update DD Step 01

2. Click “Update your direct deposit accounts” and follow the steps.

Update DD Step 02

Journey Partnerships

Can I have access to my clients’ Information? Link

As the accountant, adviser, or key professional in another capacity, you can access your client’s information with their authorization. Journey does not provide any client information to anyone without the client’s written permission. If you would like access to your client’s reports and payroll information, please contact your Journey payroll specialist or shareholder, or contact us here.

Can Journey’s payroll services integrate with my clients’ GL and/or 401k plan? Link

Journey looks to incorporate as many providers as possible to create integrations and single sign-on options. If those are not available (due to the other 3rd party platform), Journey will go the extra mile to produce a solution that works for you. Journey’s goal is to help ease the stress of our clients, and provide them with the best tools and support possible.

General Ledger Integration: Currently Journey can create an import file that will sync with your QuickBooks Pro account (desktop version), as well as most other General Ledger platforms.

401k Retirement Plan Integration: Currently Journey works with DRS401k and PAI401k in a streamlined solution for our clients. We chose to work with these providers because of their service and ability to work with Journey on the back-end so you don’t need to stress about providing reports or sending off a check.

Please Note: Journey is always open to creating an integration with new companies that are not listed above, or here: https://journeypayroll.com/our-integration/. If you are a provider of proprietary software and would like to discuss creating a solution with our platforms working together, please reach out to a Journey Shareholder at your local office (Contact Us).

Can we receive Journey’s Labor Law posters and yearly Fast Facts to provide to my clients? Link

Providing labor law posters to our clients every year is a small example of how Journey looks to stand out differently. We look to provide our clients with both Federal and State Labor Law Posters, as well as yearly Fast Facts. Journey will provide our partners with as many of these offerings as they need to ensure they are taking care of this important HR need.

Do I have one point of contact, just like Journey’s payroll clients? Link

Providing our clients with one point of contact that truly sticks with them over a long period is important to Journey Payroll & HR. This personal touch is what Journey stands for, and what separates us from others in the Payroll and HR industry. For someone that has mutual clients with Journey, we will provide them with someone from the leadership team of our local office.

If you currently do not know who your personal contact is, please contact your local office to ensure you are receiving this important personal touch.

How can Journey and I partner so it’s a win for my clients and myself? Link

Journey Payroll & HR has multiple ways to create a partnership with you and will customize the partnership to fit the liking of you, your clients, and Journey. The Payroll and HR offerings Journey provides can be white labeled or completely on the back-end of your name, and billing can be direct with the client or with you. There are many more options Journey can offer to create a solution that works well for all parties. Through Journey’s Payroll and HR partnership platform, you will have the opportunity to help support your clients by working closely with our solutions, team, and your own direct personal point of contact. This partnership will also contribute to great retention and a new revenue stream for your business.

Onboarding

Paperless Onboarding Link

1. To add a new hire, begin by signing into your HUB account and click the HR tab.

Onboarding 1

2. From here, click “New Hires” over on the left-hand side.

Onboarding 2

3. Click “Add new hire.”

Onboarding 3

4. Enter the information of the new hire’s contact person if they have any questions (this is most likely yourself if you are entering the new hire).

Onboarding 4

5. Enter the new hire’s information. To get the new hire paperwork sent, all you need is the first and last name, Email address, job title, and hire date.

Paperless Onboarding Step 04

6. Select which state(s) the new hire will be working in.

Paperless Onboarding Step 05

7. Enter a Welcome Message for the new hire. You can click the blue “View Sample Messages” link to view samples or your previously used welcome messages.

Paperless Onboarding Step 06

8. Select Federal & State documents for the new hire to fill out.

Onboarding 8

9. Fill out Affordable Care Act (ACA) Documents according to your company health insurance plan. If you do not offer a health insurance plan, simply uncheck the “ACA Notice of Exchanges and Subsidies” box.

Paperless Onboarding Step 08

10. Select and/or upload any custom documents for the new hire.

Paperless Onboarding Step 09

11. Select any Standard Questions you’d like the new hire to answer, which includes Direct Deposit and Emergency Contacts.

Onboarding 11

12. Select any pre-built HR questions you’d like the new hire to answer.

Paperless Onboarding Step 11

13. If you would like to create custom HR questions to ask the new hire, we recommend consulting an HR professional. If you need help finding a trusted HR professional, let us know and we’ll send an introduction.

Paperless Onboarding Step 12

14. Review the new hire’s information, then check the box and complete the new hire set-up by clicking “Complete.”

Paperless Onboarding Step 13

15. The new hire will receive a secure email to the email address entered on the first screen that will include a link to their new hire documents to complete at their convenience. This process will also have them set up their Journey HUB account. If your employees are using the time clock, you will need to contact your Payroll Specialist to get this service activated.
Note: After your new hire completes all of their paperwork, you will receive an email notification prompting you to “approve” them. To approve your new hire, you can log into your HUB account and click on your alerts (the red bell on your main dashboard) or you can go back to your new hire dashboard to approve them. During the approval, you will enter in the last bit of information (verify I-9 documents, add their rate of pay, etc.) and then approve. Once approved, the new hire will be added to Journey’s payroll system. If you DO NOT APPROVE the new hire, Journey WILL NOT receive any type of notification making them aware of a new hire. You MUST approve the new hire for them to be added to Journey’s system.

Onboarding 15

Payroll

What is Per Diem Pay? Link

Per diem means “for each day” and is an optional allowance you can provide for traveling employees.  It is a daily allowance you can provide to cover travel-related expenses, such as hotel/lodging, meals, and other applicable costs.  Which items are covered in a per diem pay amount is set at the employer’s discretion and some choose to limit this to cover meals and incidental expenses only.

Although per diem pay is optional, it may encourage your employees to travel for work more if they know they are not going to incur the costs for said travel.  Per diem amounts cannot be used to cover travel costs (such as air) or mileage reimbursements; it is strictly for other expenses that may occur during the travel.  Lodging and meals are the most common expense added to per diem allowances.

The per diem amount can be given to the employee before or after their travel, and can be used as a substitute for an expense report.  Whereas an expense report is calculated and reimbursed to the employee after their trip, per diem pay is a set amount for each day and their spending does not typically have to be approved.  However, as with an expense report, employees do need to still keep track of their expenses for their per diem pay.  The date, time, and place need to be tracked, as well as the cost, and the bu

I haven’t received my direct deposit. What do I do? Link

First, check with your employer to see if they may have a live check for you. If they do not and they think you should have received a Direct Deposit, check with your bank for further information. If necessary, your employer will contact Journey on your behalf.

I haven’t received my check in the mail. How do I get a new one? Link

First check with your employer to see if they may have it, or if it has been returned to their address. They may be able to provide additional information about your check, or contact Journey if necessary.

Is it possible to pick up my check from Journey to prevent it from getting lost in the mail? Link

Yes! Please have your employer contact Journey if you would like to pick up your check. You will need to show your ID to claim your paycheck. You cannot pick up a paycheck for anyone other than yourself.

Why didn’t I get paid? Link

Begin by contacting your employer. They may have your paycheck or may be able to provide you with further information. If you have Direct Deposit and have not received your deposit, contact your employer first; if they do not have additional information, the next step would be to contact your bank. If needed, your employer will contact Journey for further inquiries or to request tracking of your check.

When is my payroll due? Link

Your payroll is due by 1:00pm 2 business days prior to your check date. You can also view your input date in the “Admin” tab of your HUB account. You will see your pay period start and end dates, your payroll input date, and the check date in the blue box.

Thanksgiving Day: Thursday, November 26, 2020 – Banks and Journey are Closed
  • If you have a check date of Thursday, November 26th, you will either need to pull back and have a check date of Wednesday, November 25th, or push forward to have a check date of Friday, November 27th.
  • If you plan to pull back to Wednesday, November 25th, please submit payroll by 1:00 PM Monday, November 23rd.
  • If you plan to push forward to a check date of Friday, November 27th, please submit payroll by 1:00 PM Tuesday, November 24th.
  • If you have a regular check date of Friday, November 27th, you’ll also submit payroll by 1:00 PM Tuesday, November 24th.
  • If you have a check date of Monday, November 30th, please submit payroll by 1:00 PM Wednesday, November 25th.
Day After Thanksgiving: Friday, November 27, 2020 – Journey will close at Noon
  • Journey will be closing at 12:00 today; therefore, the deadline to submit will be 9:00 AM.
Christmas Eve: Thursday, December 24, 2020 – Journey will close at Noon
  • Journey will be closing at 12:00 today; therefore, the deadline to submit will be 9:00 AM.
Christmas Day: Friday, December 25, 2020 – Banks and Journey are Closed
  • If you have a check date of Friday, December 25th, you will either need to pull back and have a check date of Thursday, December 24th, or push forward to have a check date of Monday, December 28th.
  • If you plan to pull back to Thursday, December 24th, please submit payroll by 1:00 PM Tuesday, December 22nd.
  • If you plan to push forward to a check date of Monday, December 28th, please submit payroll by 1:00 PM Wednesday, December 23rd.
  • If you have a regular check date of Monday, December 28th, you’ll also submit payroll by 1:00 PM Wednesday, December 23rd.
  • If you have a check date of Tuesday, December 29th, please submit payroll by 9:00 AM Thursday, December 24th.  If possible, you can also submit your payroll earlier than 9:00 AM on December 24th.
New Year’s Eve: Thursday, December 31, 2020 – Journey will close at Noon
  • Journey will be closing at 12:00 today; therefore, the deadline to submit will be 9:00 AM.
New Year’s Day: Friday, January 1, 2021 – Journey and Banks are Closed
  • If you have a check date of Friday, January 1st, you will either need to pull back and have a check date of Thursday, December 31st, or push forward to have a check date of Monday, January 4th.
  • If you plan to pull back to Thursday, December 31st, please submit payroll by 1:00 PM Tuesday, December 29th.
  • If you plan to push forward to a check date of Monday, January 4th, please submit payroll by 1:00 PM Wednesday, December 30th.
  • If you have a regular check date of Monday, January 4th, you’ll also submit payroll by 1:00 PM Wednesday, December 30th.
  • If you have a check date of Tuesday, January 5th, please submit payroll by 9:00 AM Thursday, December 31st.  If possible, you can also submit your payroll earlier than 9:00 AM on December 31st.

PPx

How do I terminate an employee in PPx? Link

1. To terminate an employee in the system, begin by clicking on your “employee” tab.
Note: If this employee is not going to be included in your current pay period/ payroll, this change needs to be made before you begin a payroll.

Term an EE in

2. From your list of employees, click the name of the employee you need to terminate.

Term an EE in

3. You will find the “Term Date” under the “Status” section. Click “Edit Information” to add the term date.

Term an EE in

4. Next to the Term Date text field, you will see a “change” button. Click Change.

Term an EE in

5. Click the drop down arrow under the “Termination Date” to open the calendar.

Term an EE in

6. Double-click the desired date to enter it.

Term an EE in

7. After you enter your termination date, enter a reason in the “Terminate Reason” text box. Click the “Update” button after all of the information looks correct.

Term an EE in

8. After you click Update, your term date will show up, however you still have to click “Save” for the information to save!

Term an EE in

9. After you save this information, you will see “edit information” is visible again – this is another way to double-check that you remembered to save. To view your termed employee and ensure they are properly terminated, click on “All employees” to view your employee list.

Term an EE in

10. Un-check the “Hide Terminated Employees” checkbox to show termed employees.

Term an EE in

11. Your terminated employee will show in red.

Term an EE in

How do I add a 401(k) Employer Match? Link

1. To add an Employer match to an employee’s 401k, first make sure you have the 401(k) deduction code set in their deductions. To see the step by step guide for how to add an employee deduction, click here. After you have your employee’s 401k deduction added, proceed with entering the Employer 401k Match Memo.

2. Begin by clicking on your employee tab.

401k match

3. From here, you will select the employee you need to add the employer match to from your employee list.

401k match2

4. Then, click the “Additional Fields” sub tab.

401k match3

5. Click the “Add New Memo” button, and you will see the text fields appear.  The way your 401k is programmed will determine which option you use.

401k match4

Option One

If the same match is set for all employees and you already have this match amount set up with Journey, you will see there is an “ER 401K Match” option when you click the drop down under “Memo.”

401k match5

After you click “ER 401k Match,” you will see the rest of the text fields auto-populate.  Finally, click “save” to add the memo.
Note: Your Amount will show as “0.00” because the calculation is already added into Journey’s system. Do not change this 0.00 amount because it will cause an incorrect calculation for the match.

401k match6

Option Two

You will use a different method than the one outlined above if you do not have an employer match already set up with Journey, or if employees get different match amounts. First, click the drop down menu under the “Menu Calc.” section and select the option “Percent of Gross.”

401k match7

Next, under the “Amount” section, you will enter the percentage amount as a decimal. The 0.0000 will stay in the text field, so just begin typing over it to update the amount. Enter the percentage as a decimal, once entered, it will convert to the correct percentage.
Example: If I am entering 3%, I will enter it as 0.0300.

401k match8

Finally, enter the Memo name under “Memo” and click “save.” After you click “save,” your 401k Match Memo will appear.

401k9

If you do not have any of the codes outlined in “How do I add a deduction in PPx?” or in the above process, please reach out to your Payroll Specialist at Journey to have that code added for you.  Your Payroll Specialist can double-check the setup if you are concerned about your deduction or memo!

How do I enter a Manual Check in PPx? Link

If you need to create a manual check for payment outside of your scheduled payroll (termination, missed pay or hours, etc.) you can do so from either your dashboard or payroll tabs and the manual check will be pulled in on your next payroll. From the Dashboard, you can click “Manual Check” tile. For this demo, we will use the Manual check option in the Payroll tab.

1. From the Payroll tab, click “New Manual Check.”

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2. A window will appear, asking for the check date, the division, employee, and a check number. The first three fields have drop down menus, but the check number requires a text entry. Make sure the check number is completely unique, and not the same as any other check number in the payroll. When everything is entered, click the green “add” button.

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3. After you click “Add” you will be taken to the “Manual Checks” dashboard. Make sure the correct manual check is outlined in red, and then click anywhere outside the “checks” tab to close the checks window.

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4. You can click within any column field to enter or change an amount. You will be able to see the gross pay, net pay, and tax amounts.

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5. For this example, we entered a pay rate of $15 and a total of 3 hours, totaling $45.00. Click the trashcan if you need to delete one of the “earnings” categories. After all necessary earnings have been added to the manual check, click the green “Save + Calculate” button to calculate the amounts.

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6. Gross pay, net pay, taxes, and all other amounts will update after you click this button. You will know the amounts are up to date when your “Continue” highlights green and the “Save + Calculate” button is no longer green.

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7. If you need to add additional earnings to the manual check, such as holiday or vacation pay, you can do so by clicking the blue “Add Earning” button. A drop down will appear with your available pay categories, and you can select one to add/edit the amounts.

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8. If a deduction needs to be added to the manual check, you can do so by clicking the “deductions” tab and then click “Add Deductions.” A drop down will appear with your available deductions to select from. You will see if you click on any of the other categories, “Continue” is no longer available, and “Save + Continue” turns green again.

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9. If a memo needs to be added to the manual check, click the “memos” tab, and then click the “Add Memos” button. A drop down will appear with the available memos to select from.

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10. If this is an instance of missed or additional hours being paid and sick, personal, or vacation needs to be accrued; you can do so by clicking the “Options” button. Check which box needs to be applied to this manual check. You can also delete the check from this window, or add a memo to the pay stub.

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11. If you did add any additional amounts, remember to click “Save + Calculate” to make the “Continue” button available. After clicking “Save + Continue,” double check all of your amounts to make sure the manual check is correct. Click the green “Continue” button.

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12. You will see the manual check appears with the check number, gross pay, and net pay. The message, “- Manual Check(s) will be included in the next payroll” will let you know how many manual checks you have. From this window, you can also edit any open manual checks.

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How do I add Direct Deposits into PPx? Link

1. Begin by going to your employee list under your “Employee” tab, and locate which employee needs direct deposit added.

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2. Click on the employee’s name to access their profile, and then click the “payroll info” sub tab.

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3. You will see Direct Deposit information down below the scheduled earnings and deductions. You will be able to enter either 2 or 4 Direct Deposit accounts depending on your platform; if you only have the option to add 2 accounts and your employee needs more, you can send the information to your Payroll Specialist via the “secure email link” in their email signature to have them all entered.

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4. Click the blue “edit information” link right below the accounts.

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5. The account that needs to have a specific amount deposited will be the one that you will enter under the “First Account.” For the “Account Type” select the account type from the dropdown.

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6. Enter in the Bank Routing and Account numbers, and then select the “Split Method” from the drop down. If this is the only account your employee has, select “percent split” and enter 100% for the amount. If there is a flat dollar amount the employee wants deposited, select “flat split.” If the amount is a percentage that needs to be deposited, select “percent split” and enter the amount as a decimal (Ex: .50 =50%) .

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7. For the “DD Status,” make sure to select “Active” from the dropdown. Active means the direct deposit will take effect on the next payroll, whereas a “pre-note” will produce a live paper check for the first payroll run for the account, and then direct deposit will become active the following payroll.
*If your employee only has one account, hit save.

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8. If there is a second account, go to the “Second Account” column. Select the account type, enter the routing number and the account number. Follow the same guidelines as mentioned above if there is a third or fourth account to enter.

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9. FOLLOW THESE INSTRUCTIONS WHEN YOU ARE ENTERING THE FINAL ACCOUNT:
When you get to “Split Method,” select “Percent Split” from the dropdown and enter 1.00 (100%) for the Amount. The last account always needs to be set at 100% so that the remainder of their check after any other deposits will be deposited into the final account.
This is telling the system that whatever is remaining after the first amount is deposited into the first account, needs to be deposited into the final account.
Remember to hit “Save.”

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My powergrid is empty; what do I do? Link

1. If you begin your payroll and your powergrid is “empty,” meaning no employees are showing, this means something didn’t transfer properly when creating the payroll.

 

2. This can happen if you are not on the timeclock and the “Import” time and labor box is accidentally selected, or if you are on the timeclock and the “Import” time and labor box is accidentally unselected.

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3. If this happens, contact your payroll specialist and they can delete the open powergrid to reset your payroll.

How do I add PTO in PPx? Link

1. In PPx, there isn’t a way to add or edit PTO, but you are able to view each employee’s balances.

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2. If you do not see anything populating in the “Paid Time Off” section, this means you do not have a PTO plan built in our system yet. To get a PTO plan set up, please speak with your Payroll Specialist.

3. If the PTO shown in the “Paid Time Off” section does not look accurate, please contact your Payroll Specialist to get it corrected.

How do I edit my payroll in PPx? Link

1. Go to your Payroll Tab to view the status of your open payroll from the columns in the top row.

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2. If “Start Payroll” is highlighted, this means you have not started your payroll yet. Simply click “Start Payroll” to begin and make edits.

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3. If “Edit Payroll” is highlighted, click the button to go directly to your powergrid and make any necessary edits.

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4. If “Complete Payroll” is highlighted, you can click this without submitting your payroll and it will take you back to your “Submit Payroll” page with your payroll totals. Click “Back to Edit Payroll” to return to your powergrid and make edits.

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How do I add/change a pay rate in PPx? Link

1. Login to your PPx account and go to your “Employee Tab.”
Note: All employee changes need to be made BEFORE you begin a payroll, or the changes will not be applied.

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2. Click the Employee’s name to go to their “Primary Info” section; you will see the “Pay” section on the left hand side.

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3. Click “Edit Information” to edit the fields. If the employee is hourly, enter their hourly rate into the “Rate 1” Field.

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4. If the employee is salaried, you will enter their PER PAYROLL salary amount into the “Salary” field. See below if you are unsure what the per payroll salary amount is.

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5. Remember to click save!

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How do I add/edit a Deduction in PPx? Link

1. Login to your PPx account and go to your “Employee Tab.”
Note: All employee changes need to be made BEFORE you begin a payroll, or the changes will not be applied.

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2. Click on the employee’s name, and then click their “Payroll Info” tab. You will see the “Scheduled Deductions” section on the right side.

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3. When you click “Add new Deduction” the dropdowns will appear at the top of the list allowing you to add the deduction type, calculation, and amount.

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4. Select the deduction from the list.
Note: If you do not see the deduction you need listed, please contact your payroll specialist to have it added to your options.

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5. Make sure the Deduction Calculation is correct; the calculation built into the system for the deduction will auto populate, but you can select the calculation from the “Ded. Calc.” Dropdown.

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6. Enter in the flat amount or percentage under the “Amount” column field. Remember to click Save!

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7. After the deduction has been saved, click the calendar Icon next to the deduction amount, when the window pops up, click “edit.”

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8. After clicking “edit,” you will be able to enter in a start date for the deduction to begin. Click the dropdown next to the date, and choose the date when the deduction is to begin and save. If you have an end date, you can enter it. Otherwise you can leave this blank until the deduction needs to be deleted.
Note: If you need it to apply to the payroll you are beginning after your employee’s edits, select the current date.

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9. Make sure the start date is correct when you click the calendar again, and your deduction is now scheduled in the system for this employee.

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To Edit a deduction amount:

1. Click on the calendar icon next to the deduction amount.

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2. Click “edit” in the window that appears when you click the calendar.

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3. Enter in the new amount and click save.

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How do I add a new hire in PPx? Link

1. Log into your PPx Account.

 

2. There are two places you can add in a new hire — on your dashboard under ”Add Employee” …

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… or on your Employee Tab under “Add Employee.”

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3. The “Add new Employee” window will have you enter in all required employee information. Any additional information can be added in the employee’s record.

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4. You can add either a Salary Amount (salary amount needs to be a per payroll salary amount) in “Salary,” or an Hourly Rate in “Rate1.”

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5. After you click “Create Employee Record,” the record will be created and you will be directed to the Employee’s “Primary Info” Tab.

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Reporting

I have a workers’ comp audit and I need reports. Where do I get those? Link

Please email your Payroll Specialist at Journey with the requested documents. Please allow up to a 72-hour turnaround.

What is the timeframe for requesting/receiving payroll reports? Link

Payroll reports are stored within your Journey HUB account for 7 years. Please allow up to a 72-hour turnaround for past payroll reports.

How can I get prior payroll reports? Link

1. If you are a report recipient for your company, you will receive a set of payroll reports after each payroll is processed. Your payroll reports will store within your Journey HUB account for 7 years. To find your reports, begin by logging into your Journey HUB account. Your 8 most recent payroll reports will post on your main dashboard, as well as the 4 most recent quarterly reports. If you need an older Report, click on the “History” tab.

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2. All of your reports will be stored in your History tab. You can search for a specific title (such as quarter 2017) or date. Click the PDF link under the report titles to download the PDF.

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3. If you are unable to find the report you need, contact your Payroll Specialist here at Journey for assistance.

Tax and Other Facts

How soon do I need to pay a terminated employee? Link

Most states have their own requirements for paying a terminated employee and there are typically different requirements based on if the employee was fired or if the employee quit. Please click here to see the details for your state.

How much can I put into my 401(k)? Link

The contribution limit for 401(k) & 403(b) plans is $18,500 for 2018. The catch-up contribution limit for 401(k) 403(b) plans for those that are 50 and older is $6,000 for 2018.

What is the Minimum Wage? Link

The federal minimum wage is $7.25, though most states have their own rate that supersedes this federal rate. In instances when the state minimum wage is less than the federal minimum wage, employers are required to follow the federal minimum wage. Please click here to see the details for your state.

What is the mileage reimbursement rate? Link

The federal mileage reimbursement rate is 54.5 cents per mile for business purposes, 18 cents per mile for medical or moving purposes, and 14 cents per mile for charitable services.

Time Clock

How do I request PTO? Link

1. After logging into your Journey HUB account, click the “Request Paid Time Off” button.

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2. Select the days you need to request PTO for on the calendar.

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3. Enter the number of hours PER DAY you are requesting, do not enter the total amount of hours you are requesting. If you need a different amount of hours each day, enter the requests separately.

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4. Select the type of PTO you are requesting.

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5. You can add a message to your request letting your employer know what the request is for. This step is optional.

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6. After you click “submit request,” your request will be submitted for manager approval, and you will receive the submission confirmation message. Your PTO request has to be approved by a manager before it will be added to the PTO calendar. Your PTO balance will not adjust to reflect an approved request until the pay period the request falls in has processed. So essentially after you receive your paycheck for the period which contained the PTO, you will see your adjusted balance in your HUB account.

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What do I do if I forget to clock in? Link

1. If you forget to clock in, create a mulligan request on your Home tab of your HUB account. Click the “Forgot to clock in earlier?” link under the Clock in button.

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2. When you click the “forgot to clock in earlier link, a window will appear for you to enter in the date and time you should have clocked in.

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3. You will enter in your date and time you should have clocked in, your department and job (if applicable), any additional messages, and if you would like to clock out automatically after you submit your mulligan.

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4. A message will appear after you submit the mulligan, letting you know it was created, with the date and time, and that your manager will need to approve your request.

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What if I forget to clock out? Link

1. On the Home Tab of your HUB account, you will see a link below the Clock In/Out button that says, “Forgot to clock out and need a mulligan?”.

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2. When you click “Forgot to clock out and need a mulligan?”, the window will appear for you to enter in what time you were supposed to clock out.

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3. Enter in the date and time you were supposed to clock out, an additional message you would like to show with your Mulligan request, and if you would like to clock in automatically after your mulligan is submitted. If you click “yes”, it will have you enter your department and job as well (if applicable).

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4. A message will appear after you click submit, stating your mulligan request has been sent. If you chose “yes” for “would you like to clock in after your mulligan request is submitted,” your clock in time will display as well.

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How do I edit my digital timesheet? Link

1. Begin by going to your “clock” tab to view your timesheet. Click “View Time” to view your timesheet

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2. When you view your timesheet, you have the option to enter in your time for each day for the pay period.

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3. Click on the blue plus sign next to the date you need to add time for, and it will bring up the “add time entry” window.

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4. Enter in the clock-in time.

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5. Enter in the clock-out time.
Note: If you take a lunch, you will need to enter the clock out time as the start time of your lunch break. In this example, the employee works 8-5 with an hour lunch. If you do not take a lunch, enter the hours as one solid block of time.

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6. Click on the blue plus sign again to add in your remaining time after your lunch.

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7. Your time will show in the digital timesheet as two separate punches, with the total hours showing at both the bottom and the top of your timesheet.

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Mulligan Out Link

1. To request a Clock Out mulligan: Click “Forgot to clock out and need a mulligan?”

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2. Select the day and time that you should have clocked out.

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3. Let your manager/administrator know why you forgot to clock out.

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4. If you need to stay clocked out after your mulligan request, select “No”.

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5. If you need to clock in after your mulligan request, select “Yes” and if available, select the Department and/or Job.

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6. Submit your request and you’re done!

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Requesting PTO Link

1. To request PTO: Click “Request Paid Time Off”

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2. Select the day(s) you would like to request PTO for.

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3. Enter the hours of PTO time per day you are requesting.

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4. Select the type of PTO you are requesting. Ex. Personal, Sick, Vacation, etc.

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5. Optional – Let your manager/administrator know why you are requesting PTO.

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6. Submit your request and you’re done!

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Mulligan In Link

1. To request a Clock In mulligan: Click “Forgot to clock in earlier?”

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2. Select the day and time that you should have clocked in.

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3. If available, select the Department and/or Job.

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4. Let your manager/administrator know why you forgot to clock in.

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5. If you need to stay clocked in after your mulligan request, select “No”. If you need to stay clocked out after your mulligan request, select “Yes”.

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6. Submit your request and you’re done!

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WOTC

What is WOTC? Link

WOTC is the Work Opportunity Tax Credit, a tax credit program that benefits employers who hire individuals from specific eligible target groups. Eligible target groups face barriers to employment, therefore if you employ a qualifying individual from one of these groups, you may meet the requirements to receive the tax credit.

WOTC Target Groups

  • Veterans
  • Long-Term or Short-Term Temporary Assistance for Needy Families (TANF) Recipient
  • Supplemental Nutrition Assistance Program (SNAP) Recipient
  • Designated Community Resident
    • Rural Renewal Counties or Empowerment Zones
  • Vocational Rehabilitation Referral
  • Ex-Felon
  • Supplemental Security Income Recipient
  • Summer Youth Employee

For descriptions and details on who is eligible, refer to the US Department of Labor’s Employer’s Guide to the Work Opportunity Tax Credit.

How do I Apply for WOTC? Link

1. Make your Payroll Specialist aware that you are interested in applying for WOTC so that they can complete a contract before set up.

 

2. The WOTC Interview will be enabled in your paperless onboarding feature and will appear below the ACA section after being enabled.

 

3. Check the “WOTC Interview” box during the onboarding process.

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4. Enter in the date the WOTC information was given to the New Hire (must be prior to the offer date).

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5. Enter in the date the position was offered to the new hire.

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6. Enter the date the offer was accepted by the new hire.

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7. Select the appropriate WOTC category for the new hire’s position.

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8. You can enter in the new hire’s hourly rate or their salary per pay.
If you are unsure what their per pay salary amount is, click the “Calculate from Annual Salary” link.

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9. The “Finish” section of the onboarding will show that the WOTC Interview has been included.
The New hire will complete any necessary WOTC forms.

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