PayrollOffice
Overview
PayrollOffice is a web-based payroll services tool, built from the ground up using leading edge database technology. It is flexible to address the variations from business to business, from one department to another, as well as, from one employee to another, enabling PayrollOffice to address today’s industry challenges.
Payroll professionals must maintain business compliance in an ever changing business environment. Payroll also must be flexible enough to allow each employer to fulfill their financial commitment to their employees. PayrollOffice allows each ExcelPay client to control when and where they process payroll based on their own schedule. Importing or keying time data, previewing a payroll, running the payroll, and accessing the results are all in the hands of our clients, providing each client with the control needed.
Features that provide choices:
- Multiple time entry options.
- Unlimited Payroll Preview (payroll calculation prior to Submittal) with full access to payroll reports.
- Check Preview with gross up capability.
- Two New Hire Entry options – New Hire Wizard or Quick Hire screen.
- Unlimited Earnings, unlimited Deductions, and unlimited Direct Deposits.
- Complete Salary/Pay History including historical and future date entry capability.
- Unlimited Third-Party Payments and unlimited Garnishments with screens utilizing court order terminology.
- Unlimited Retirement/401k Plans.
- Unlimited Time-Off Accruals with full eligibility rule setup including functionality for employee exceptions and overrides.
- Data Import capability for employee time, new hires, deductions, direct deposit, and pay changes.
- Flexible Organization Structure.
- State New Hire Reporting.
- Worker’s Comp Insurance Calculations & Reporting.
- Employee Self Service (see separate Tab above).
- Job and Position Management including Job Titles, Salary Grades and Compensation Plans.
- Unlimited, user defined Miscellaneous Fields.
Reporting
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PayrollOffice provides a comprehensive list of essential reports prior to payroll processing, with the payroll processing, and after payroll processing. Prior pay period reports are available for reference months and/or years after the payroll has been run. Online reports provide convenient access to the data you need to make informed business decisions or research employment issues without searching through stacks of paper. Preview Reports – True payroll preview functionality that performs the actual payroll calculations in real time with full reporting capability to verify the results before a payroll is Submitted. Production Reports – Flexibility to have reports printed and sent with checks and vouchers or use the online function to print immediately following the processing from your location and eliminate waiting for the payroll package to be delivered. Scheduled Report Options – Your business may need a report that was not defined as part of a standard package. The Schedule Report option will allow you to choose reports to print with each payroll or choose the unique schedule that is appropriate. Three Sort options allow you to further define the report layout to be sure it suits your business needs. On Demand Reports — A complete list of all reports available to be run at your convenience. The pay period selection criteria allows you to select a historical pay date and pay run number for the report you need. You are also permitted to add the report to the payroll report archive. The archive provides the report in pdf format without re-running the report. Date Range Reports – Payroll reporting with the flexibility to choose the date range that matches your business need not restricting you to a pay period. Options are provided to make a selection by pay date or period ending date with further filtering by pay group or employee and 3 levels of sorting. Online Report Writer – Easy to learn, easy to use report creator that requires no programming or technical skills training. Access to most employee and/or payroll data maintained in PayrollOffice. Reports can be added to the Reports Scheduler so they are generated with each payroll processed. |
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Security
As a web-native payroll solution, PayrollOffice was designed for security from the ground up as Internet accessible systems cannot be effectively secured after the fact. Instead, they need to employ a multi-layered approach that can only be introduced while building the foundation. PayrollOffice has a multi-layered strategy for ensuring that system access is limited to the right people, at the right time, and with a full audit trail that can provide meaningful forensic detail via the user interface.
- PayrollOffice is hosted with a SAS70 certified provider that owns and operates multiple world-class data centers supported by highly skilled technical personnel 24 hours a day, seven days a week. All data centers are engineered with multiple levels of security, uninterruptible power, redundant HVAC systems, fire suppression and around-the-clock monitoring and management.
- Payroll Office protects data “in flight” by securing all transmissions with industry standard SSL encryption. The SSL communication is built directly into our user interface, and enforced on each request from the user’s web browser to guarantee that each communication will remain encrypted and secure.
- Payroll Office protects data “at rest” by securing Personally Identifiable Information (PII) data within the database itself. Information such as Date of Birth, Social Security Number, and all bank account numbers are always stored in an encrypted format using advanced encryption standard (AES) technology.
- Payroll Office is designed, coded, and tested to be “secure by default”. We use static code analysis tools with each build and periodic penetration testing to verify that our development practices and standards continue to result in a product that prevents exploits and stymies all potential malicious attacks.
- Payroll Office includes a pervasive and rigorous role-based access model which controls all of the access in the application. That access includes the application functionality, employee level (row level) access, and data field level (column level) access. In other words, from the roles assigned to a user, a user will have access to the parts of the application that their job requires, access to the employees they can see/change, and even the data that they can see/change.
Payroll Transition
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Changing payroll service providers can seem like a daunting task, especially if you did not select ExcelPay as your new payroll service company. With ExcelPay, where we combine our experience and expertise with a clearly defined payroll transition process, we promise to make your transition seamless and pain free. And, we back up our promise with a guarantee. Tier #1 of ExcelPay’s Three Tier Guarantee states “we promise that your transition to ExcelPay will be on time. If we miss your transition target date, we’ll refund your first month’s fees.” Tier #2 states “if you are not pleased with our services in the first 60 days, we’ll switch you back and refund your fees. We would not make such a bold guarantee if we were not completely confident in our abilities and our service process. Our confidence is rooted in the fact that we have successfully migrated new customers on hundreds of occasions. Give us a try – you will see! |
 Payroll Setup Guide (PDF) |
Employee Self-Service
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Employee Self-Service (ESS) allows you to connect with your employees anytime and anywhere, giving employees immediate access to their personal, payroll, HR, benefits and leave information. Take the first steps toward paperless payroll by using ExcelPay’s ESS which is included with PayrollOffice at no additional cost. Employees get faster access to their pay stubs, and employers receive less requests from their employees. Call volume to both payroll and human resource departments should be drastically reduced. Some of the features of Employee & Manager Self-Service are: Pay Stub Access – Employees can view and/or print their pay stub. Messaging & Announcements – Company announcements, holiday notifications, and important company documents can be posted on ESS. This provides employees with one central place to learn what’s going on in the company. Hours Worked & Leave Availability – Employees can see hours worked under each earnings code, number of hours used for vacation, sick time, and availability of additional leave time-off. There is no longer a need for employees to ask their manager or Payroll/HR department. Employee Documents Upload – When you have employees that need to supply documents and/or documentation to you, PayrollOffice will allow employees to upload documents directly into their ESS site. Typical documents that could be uploaded include professional license renewals, training class certification or proof of attendance, drivers license proof or renewal, updated IRS Form W-4, etc. Benefits Enrollment – Setup your employee benefits once in our system and employees can see what they are eligible for at a glance. When they are ready to enroll, they can instantly do so. After manager approval, there’s nothing more to enter into payroll. Update Personal & Emergency Contact Information – Employees can update their personal, dependent, and emergency contact information online, anytime. Print Annual IRS Form W-2 – Employees can view and/or print their annual IRS Form W-2. |
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