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Add Payroll Details to Users

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Overview

Configure Payroll by adding additional details into each user’s profile. This article covers how to add the details, and overviews of each tab in the User Details modal.

Payroll Rollout

During the initial rollout of Payroll, users need to be invited to add their payroll details by the When I Work Customer Care team. Please contact us to get started.

Considerations

  • Grayed out fields indicate you do not have the required role to access the field.
  • Bank account information, tax withholding information, and deductions can only be added after a user is added.

Configuration Overview

The below configuration is for editing an existing user.

New Information Required

In order to create users for Payroll there are new fields that need to be filled out as well as adding payroll specific information for the user.

In order to make changes to the Payroll tab you must first add a new user.

  1. Hover over , then select Users.

  2. Click on the name of the user you’d like to edit.
  3. Add relevant Payroll details to the Profile tab.
  4. Click Wages, then add wage information.
  5. Click Payroll, then add the requested payroll information.
  6. Click Save User to finish.

Payroll details reference

Profile Details

The Profile tab has additional fields to support Payroll.

user details for payroll

a
Social Security Number
Enter the user’s Social Security Number.
b
Date of Birth
Enter the user’s date of birth.
c
Home Address
Enter the user’s home address.
d
Start Date
Enter the user’s start date.
e
Role
Select the user’s access level.
f
Employment Type
Select the user’s employment type.
Callout Name Description
a Social Security Number Enter the user’s Social Security Number.
b Date of Birth Enter the user’s date of birth.
c Home Address Enter the user’s home address.
d Start Date Enter the user’s start date.
e Role Select the user’s access level.
f Employment Type Select the user’s employment type.

Wages Details – Salaried

If you chose Salaried as the Employment Type, this is the Wage tab that is displayed.

wage details for salaried user

a
Calculation Method
Select the calculation method.
b
Amount Per Year
Enter the amount per year.
Callout Name Description
a Calculation Method Select the calculation method.
b Amount Per Year Enter the amount per year.

Wages Details – Hourly

If you chose Hourly as the Employment Type, this is the Wage tab that is displayed.

wages for hourly users

a
Base Hourly Rate
Set the user’s base hourly rate regardless of the position they work.
b
Hourly Rate by Position
If a user is qualified to work multiple positions and earns different rates depending on the position they’re scheduled for, enter a value to increase or decrease their base hourly rate.

  • To pay the user more than the base hourly rate, enter a positive number.
  • To pay the user less than the base hourly rate, enter a negative number, such as -2.
c
Max Hours/Week
Enter the max number of hours a user should work per week.
Callout Name Description
a Base Hourly Rate Set the user’s base hourly rate regardless of the position they work.
b Hourly Rate by Position If a user is qualified to work multiple positions and earns different rates depending on the position they’re scheduled for, enter a value to increase or decrease their base hourly rate.

  • To pay the user more than the base hourly rate, enter a positive number.
  • To pay the user less than the base hourly rate, enter a negative number, such as -2.
c Max Hours/Week Enter the max number of hours a user should work per week.

Payroll Details – Initial Setup

Once a user is saved and added, use the Payroll tab to set up Bank information, Tax withholding information, and Benefits & Deductions information.

initial setup for user payroll details

a
Add Bank Account
Enter your bank account information. Click Add account to open a modal and configure. You can select:

  • Direct deposit
  • Cash or paper check
b
Set Withholdings
Enter your withholdings information. Click Set withholdings to open a modal and configure. You can set your Federal and State withholdings.
c
Add Deductions

Enter your deductions. Click Add deduction to add.

Check out the Benefits & Deductions Reference Guide for more information about specific deductions and benefits.

Callout Name Description
a Add Bank Account Enter your bank account information. Click Add account to open a modal and configure. You can select:

  • Direct deposit
  • Cash or paper check
b Set Withholdings Enter your withholdings information. Click Set withholdings to open a modal and configure. You can set your Federal and State withholdings.
c Add Deductions

Enter your deductions. Click Add deduction to add.

Check out the Benefits & Deductions Reference Guide for more information about specific deductions and benefits.

Payroll Details – Active User

The Payroll tab is where you can view Paystubs, edit Bank Account information, Tax Withholding information, and Benefits & Deductions information.

user with payroll details already setup

a
Paystubs
View your paystubs. Click View All to open a page with all of your paystubs.
b
Bank Accounts
View your currently active bank accounts. Click Manage Accounts to add a new account or delete an existing account.
c
Taxes
Edit your withholdings information. Click Edit withholdings to open a modal and adjust. You can set your Federal and State withholdings.
d
Benefits & Deductions

View your currently active benefits and deductions. You can edit or delete items from the table. In addition, click Add Deduction to add another deduction or benefit.

Check out the Benefits & Deductions Reference Guide for more information about specific deductions and benefits.

Callout Name Description
a Paystubs View your paystubs. Click View All to open a page with all of your paystubs.
b Bank Accounts View your currently active bank accounts. Click Manage Accounts to add a new account or delete an existing account.
c Taxes Edit your withholdings information. Click Edit withholdings to open a modal and adjust. You can set your Federal and State withholdings.
d Benefits & Deductions

View your currently active benefits and deductions. You can edit or delete items from the table. In addition, click Add Deduction to add another deduction or benefit.

Check out the Benefits & Deductions Reference Guide for more information about specific deductions and benefits.

 

Updated on November 17, 2023

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