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.
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.
Payroll processing and management is currently available only for Users who are Workplace employees and receive a W-2, federal wage and tax statement.
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.
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.
Hover over , then select Users.
- Click on the name of the user you’d like to edit.
- Add relevant Payroll details to the Profile tab.
- Click Wages, then add wage information.
- Click Payroll, then add the requested payroll information.
- Click Save User to finish.
Payroll details reference
Profile Details
The Profile tab has additional fields to support 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.
| 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.
| 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.
|
| 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.
|
| 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.
| a |
| Add Bank Account |
Enter your bank account information. Click Add account to open a modal and configure. You can select:
|
| 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:
|
| 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.
| 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. |