Overview

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

Users are prompted to enter their pay information when logging-in to When I Work. Admins and managers can also enter pay information for users.

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 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.

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. Notes: The Employment Type can only be changed between Contractor and other types if the user is terminated then rehired. This field cannot be edited if the user has earnings in draft payroll.

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. Notes: The Employment Type can only be changed between Contractor and other types if the user is terminated then rehired. This field cannot be edited if the user has earnings in draft payroll.

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. 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.

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 Withholdings¹

Enter your withholdings information. Click Set withholdings to open a modal and configure. You can set your Federal and State withholdings.

c

Add Deductions¹

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 Withholdings¹	Enter your withholdings information. Click Set withholdings to open a modal and configure. You can set your Federal and State withholdings.
c	Add Deductions¹	Enter your deductions. Click Add deduction to add. Check out the Benefits & Deductions Reference Guide for more information about specific deductions and benefits.

¹Field not available to users with employment type set to contractor.

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

Taxes¹

Edit your withholdings information. Click Edit withholdings to open a modal and adjust. You can set your Federal and State withholdings.

d

Benefits & Deductions¹

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	Taxes¹	Edit your withholdings information. Click Edit withholdings to open a modal and adjust. You can set your Federal and State withholdings.
d	Benefits & Deductions¹	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.

¹Field not available to users with employment type set to contractor.