PayChoice ONLINE Users and Access Levels
May 1, 2009
It is important to stay up-to-date on the users you have set up for ONLINE Employer. To help you track changes, there are areas of the ONLINE system that can track what user was logged in when changes were made. Therefore, it is important that sharing of user logins does not happen. If there is turnover at your company, old users should be deactivated and new ones activated as a new user. Schenck can do this process for you.
Within the ONLINE system, there are levels of access to the Payroll, Employee Services, General Ledger and ViewChoice areas. Your company may be set up with access to all or just to those areas you use. Within these areas, you may want a user set up to view the payroll reports, but not have access to the payroll system for making changes. Or, you may want a Human Resources user set up to maintain the HR information in Employee Services, but not give them access to ONLINE Payroll. Each user can be set up with specific access to each area on the ONLINE system. However, it is mandatory that one administrative user have access to all areas.
As mentioned above, there are different access levels available for users in the ONLINE payroll system. Users can be set up in two ways:
- Administrative Users have access to all screens and reporting available in the ONLINE payroll system. They also have the ability to run preprocess and submit payrolls.
- Data Entry (DE) Users have limited access to groups of employees and/or demographic information. DE users, no matter what level, do not have the ability to run any custom reports, preprocess the payroll or submit a completed payroll. A DE user may be able to see all demographic information, except for salary and rate of pay. They may be restricted to a certain division or department within a company, but not see any demographic information for others. Some levels can be set as a view only or give the ability to change fields. The lowest level of a DE login can have access to the pay grid to enter hours into the timesheet, but will be restricted from seeing anything besides the employee’s name and number.
There is no additional charge to maintain multiple users in the ONLINE system; however, you may incur a small fee for the setup of the users or maintenance to the user access. The administrative user of a company can set up and maintain users within their company, as well as grant access levels and reset passwords if needed. They would do so by clicking on Company SetUp | Users. Once a user’s access levels are set, the administrator should contact their payroll processor to turn on that user. This is the final step to granting access to the new user.
To reset passwords for your users, the administrator can log in and click on Users at the top and search for the user that needs their password reset. Enter a new password for them to use and the system will then prompt them to reset their password the first time they login. You can also reset passwords here if your company allows employees access to log in and retrieve their own check stub.
In Employee Services, there is an additional option to set up groups of employees and assign a supervisor who can view and/or change information. These groups can be different from the company divisions or departments that may already exist in payroll.
Employees can also be granted access to view their demographic information and check stubs online. This eliminates the need to print and distribute check stubs. You can also upload company documents to the Company Hub and employees can retrieve these documents when they login.
If you are interested in more information on user levels or any additional payroll services, contact your payroll processor or Libby Welhouse at 920-996-1130.