EvoWeb User Manual 1 EvoWeb User Manual Company
Contents
1. CVOWES 7 By PayData EvoWeb User Manual www evolutionpayroll com webpayroll paydata Company Demographics EvoWeb Main Workflow Menu displays navigational links Company Management allows the user to view global company details but does not allow the user to make changes Questions about these fields should be directed to your Client Service Representative Company M Click on the link Company Management ha Click Information o Address Bank Accounts Review the detail for accuracy o EIN Rates This screen displays the employer Federal and State EIN s Unemployment and local taxation rates are also indicated on this screen o ED Codes Earning and Deduction codes are used in payroll to enter wages earned E Codes and Deductions from an employee check D Codes This screen displays all available Earnings and Deductions currently set up on the company The fields can be sorted by any of the available headers The Code ID is the name the system uses to call on a specific code the type is what the payroll software uses to apply specific settings and the description of the code is unique to the company o DBDT Division Branch Department Team This acronym defines the potential labor distribution options for employees Department structure must be set up with PayData prior before use in EvoWeb If you have reviewed all the information you need to confirm click the icon at the bottom of the screen2. d i S p a y t h e curre nt a ctio n 594123 Executing 4 28 11 11 05 58 AM Task Run Report Check Reconciliation S214 W h ent h e status f e d u pd ates 594102 Finished Successfully 4 28 11 11 00 04 AM Task Run Report Check Reconciliation S214 591704 Finished Successfully 4 26 11 4 08 21 PM Task Preprocess Payrc Pre process 4 27 11 1 payroll to finished successfully click 591702 Finished with Exception 4 26 11 4 07 26 PM Task Preprocess Payre Pre process 4 27 11 1 payroll the icon to view the re port 591657 Finished Successfully 4 26 11 3 39 23 PM Task Create Payroll runCreatePayroll CO 3 e A pop up screen will display the report and the window will allow you to save or print the report s as desired e Available EvoWeb reports o Payroll Register S109 Detail listing of payroll checks includes all wages deductions and taxes Sort by division branch department and team o Labor Distribution Report Summary or Detail S121 Totals by division branch department and team o Check Reconciliation Report S214 Net check and direct deposit data by check number o 401K Report S125 Pension report featuring pretax deduction detail employee wage detail and employer match detail on existing pension set up Personnel Register S344 Listing of employees with demographic data Job Costing S584 Per payroll job detail by employee TOA Register S920 Time Off Accrual detail by employee or TOA typ
3. Unemployment Returns ee A Federal Marital Status Select the Status per form W4 Healthcare Cov No ER Paid Ins Not Eligible Federal Dependents Enter the number of dependents i ar per line 5 on form W4 ee E Current Status A new hire will typically be an active employee lt BACK Hire Date Enter the current and original hire dates for the new hire e Pay Frequency Select the pay frequency applicable for your company e Salary Amount If the employee will receive a regular salary enter in the per pay period salary amount here If the employee will receive an hourly rate leave this blank e Standard Hours Any hours entered in this field will automatically create in payroll each time this employee has a check created e DBDT Division Branch Department and Team or DBDT If your company utilizes department structure these fields are mandatory If not these can be left blank To select the correct DBDT click on the DBDT icon ay to display available DBDT s Click the correct DBDT for this employee and click select If anew DBDT is required contact your Client Service Representative for assistance e VMR Virtual Mail Room VMR email and VMR password should be left blank unless you have signed up for electronic reporting e General Information Screen 2 State Average Hours 0 Standard Hours 0 00 Phone EvoWeb User Manual 2 SSN SSN EIN Last Name First Name Middle Initial Address 1 Addr
4. to return to the main menu and begin inputting data j pu EvoWeb User Manual 1 Employee This link allows the user to create a new W2 employee or 1099 Independent Contractor before setting up deductions and payroll Alternately the user can edit existing employee data from this screen as well These menus allow the user to review all available settings and customize a new hire before the first checks are created 2 e From the Main Workflow Menu list click on Employee to access the Employee Workflow Menu e Click new W2 Employee e Populate all fields in Employee Entry Red Titled fields are mandatory If upon entering a social security number subsequent employee data populates the screen you must STOP This indicates the person is already set up in the payroll software Do not continue adding the employee Click the back button find the person on the inactive employee list Update the demographics on the existing person do not set up a second employee person See Edit Employee SSN Fed Marital Status Married Single SSN EIN Federal Dependents 0 3 SSN Employee social security number IF AN SSN IS First Name ease ee NOT AVAILABLE STOP NOW sumo Original Hire Date EE Code If EvoWeb doesn t default to the next Address 1 eee ee available ID enter the ID code on file Address 2 SEE Welty Name Address Phone DOB Basic employee City Salary Amount 0 00 demographics Gender This is now a required item on Quarterly
5. 0 Smith Ryan A 4 00 Payroll Create Payroll NOTE All payrolls must be processed at least 2 business prior to the check date If the day that the payroll will be processed on is less than 2 business days from the check date you MUST change your check date Creating and processing payroll is the primary function of EvoWeb Questions about this section should be addressed with your Client Service Representative Once you have submitted payroll it is immediately processed and changes can t be made without processing an additional correction run Click Payroll from the main workflow menu Eg Create Payroll Next Scheduled Date 2012 01 20 Verify the next scheduled check date and if correct Click Create Payroll te 2012 Last Processed Date 2012 01 06 o Verify the mandatory fields under New Payroll Parameters and click T gt when complete gt Ifyou are importing your payroll from a time clock file or an Excel E sheet provided by PayData you ll need to use the Browse button on this screen to access the file to import gt Once the file is selected from your PC verify the import field selections Se Panoa Peete e Look EE Up By should always reflect Custom DBDT Match and File Check Date 04 25 2011 7 epee Format can vary depending on the file type to be imported Questions Period End Date 04 20 2011 Sree res about these settings should be directed to your Client Service ae og KNEES Representative Import File Brows
6. Group Yes No TS Block Week 5 the drop down menu in the middle column to ae Yes No Block Week 4 eae Kane select the bank account or case ID to match this Effective Start Date Effective End Date 04 21 2011 M deduction if applicable Deductions to zero Priority Multiple Scheduled E D Group 7 Yes No NOTE If a deduction is scheduled to be a NET direct deposit the calculation method MUST be NONE and the field deduct whole check must be marked YES Otherwise this field must remain at NO o Click Save to Commit the new deduction code and return to the Employee Scheduled E D list o The edit and delete icons can be used to change or remove an existing account number NOTE Scheduled Deductions with payroll history attached CANNOT be deleted To restart a stopped deduction be sure to edit the existing deduction DO NOT set up the same deduction code more than once for any employee EvoWeb User Manual 8 Client GLOBAL Global Resolution Co Payroll 1 4 25 11 Company GLOBAL GLOBAL Tyi Employee name Amt E05 Salary Amt 01 Hrs E01 Regula Regular x 1001 Aaron A A 600 00 40 00 pe R R x KKK KKK KK XK 2 2 2 2 1002 Barry B B 1000 00 40 00 1003 Close CC 960 00 40 00 1004 Down D 40 00 1005 Jones Mary A 20 00 1006 Hungle Tina M 60 00 1007 Test Test 2 600 00 1007 Test Test 2 22 00 1011 Oruoja Alyssa 1000 00 1011 Oruoja Alyssa 11 00 250
7. M Task Create Payroll runCreatePayroll CO 3 o The Task Queue status should update to Finished Successfully in a few moments If the task queue status updates to Finished with Exceptions click the icon to view the exception log R The log will display whatever errors needs to be addressed before payroll can process Payroll will not process until this screen reflects Finished Successfully o Once the task Preprocess Payroll is Finished Successfully click on the calendar icon to open the payroll again o Click on Quick Entry or Edit Checks to view change the payroll entry Once payroll entry is complete Click Payroll Totals to Payroll Workflow verify the total wages hours and dollars in payroll ae before processing the run Several reports can be run Payroll Quick Entry on the preprocessed payroll Edit Checks Edit payroll checks Click on Reports to run those reports associated with the payroll at preprocess stage Preprocess Preprocess payroll f everything matches the expected payroll output click Totals f g a the dollar sign icon to return to the workflow menu and submit payroll Submit Submit payroll to the service bureau Tax Calculator Calculate taxes or check lines for one employee EvoWeb User Manual 11 e Tax Calculator Should you need a check calculation outside of payroll processing the Tax Calculator can be used to preview wages hours deductions a
8. e Employee Change Listing S1075 Reflects changes made to employees since the last processed payroll O O O O EvoWeb User Manual 13
9. e_ Look EE up by Custom Name SSN e The Evolution Task Queue will display current payroll actions Once the ss eal Q Play pay field Status reads Finished Successfully click to open view or delete payroll using an icon in the action column e Click the calendar icon to open the payroll and work with auto created checks Evolution Task Queue ID Status Updated Description Caption 536955 Finished Successfully 4 22 11 12 59 42 PM Task Create Payroll runCreatePayroll CO 3 The payroll workflow menu will display with a series of options When processing payroll you must begin my verifying the checks have generated in Quick Entry and you can move on to individual check edits Click Quick Entry from the Payroll Workflow Menu Active employees will auto create in the payroll Salary amounts and standard hours will auto populate Use the quick entry screen to key current hours or changes to the payroll NOTE Hourly employee amounts will not calculate until the payroll is pre processed Period 4 14 11 4 20 11 Payroll Quick Entry Use the icons at the bottom of the quick entry screen to change the display settings Add additional ED codes create second checks or re sort the screen to desired specifications Changes are applied and the screen will hold these settings for the next payroll Click save lw save when changes are complete New check MY ED Columns Sort by EE Asc
10. employee direct deposit list EvoWeb User Manual 7 Scheduled E D s NOTE Earning and deduction codes must be added to the company by PayData prior to use in EvoWeb If new code types are required contact PayData to initiate the mandatory change forms This link can be used to create recurring scheduled earnings or deductions for an employee The change screens allow the user to customize calculation amounts frequency and conditional changes for any scheduled Earning or Deduction code E D Code o This screen will display any existing deductions and allows the user to create new deductions associated with the new account number Case ID etc 7 Show enabled only Code Description Calc Type Amount Percentage Start Date End Date Enabled Edit Do Checking Direc None 0 Apr 1 2011 Apr amp 2011 Y ES The Scheduled ED screen will display fields to add the scheduled defaults to the employee deduction Scheduled E D Select the appropriate ED Code from the drop eee down menu Many required fields will default as iinet ee curiae asain needed Fields that commonly need review are DO2 Checking Direct Deposit D1 Calculation Method Garnishment ID Fixed Amount 1 E e start end dates agency and Child Support or Soury Pay Garnishment ID s calculation method amount or frequenc 2 2 q y Month Which Payrolls Deduct Whole Check None Al O Once the default settings have been entered use E D
11. ending y Can vi 9 Edit Checks Before or after pre processing a payroll you can edit payroll checks that have been created i 7 e Click Payroll from the main workflow menu Then choose ET StS e Click the drop down menu to select a specific employee s check to edit Check 1 of 6 1001 Aaron A A EE 1001 Aaron A A Check 999997831 Gross Wages Rii Net Wages 499 39 Owr ED Code Name Type Amount Del bh E01 Regular EB 1 600 00 X e Add check lines delete the check add another check or edit what has already been keyed into payroll hel Add check het Add Check Li o Add Check Regular or Void o Add Check Lines Include additional E D codes in the selected check o Delete Check Remove this check from the payroll altogether e Enter hours wages or deductions as needed e Click Save to keep the changes on the check or Cancel to abandon changes NOTE EvoWeb will auto save changes anytime the arrow keys at the top of the screen are used How to o To delete a check line click the red R on the line you want to delete o To add another check line click add check line F Add Check Line o Choose the specific code that you would like to add to the employee s selected check o To add a second or subsequent check click Add Check Ada check Choose the check type of regular or void as needed Click to pay salary or regular hours as need When editing checks if an override ra
12. ess 2 Phone Residential State AL The second screen required to set up a new employee will default to existing company settings Review the fields for accuracy but understand that changes will rarely be necessary Questions about screen 2 can be directed to your Client Service Representative e States Click the green plus key Fto add the employee home state This is where work is performed NOT always the same as the residential state Enter the employee marital status and dependents as applicable e Rates Click the green plus key SE to add the employee primary and any subsequent rates of pay Salary employee s must be set up with a primary rate 1 of 0 00 hour 7 ek Fin Click the green check mark to save then click Finish Employee New Hire 1099 e From the Main Workflow Menu click Employee DA e Click New 1099 Subcontractor e Populate all fields in Employee Entry Red Titled fields are mandatory If upon entering a SSN or EIN subsequent employee data populates the screen you must STOP This indicates the person is already set up in the payroll software Do not continue adding the 1099 Click the back button to find the person on the inactive employee list Update the demographics on the existing person do not set up a second employee person See Edit Employee Continue by adding the 1099 information red fields are required The default W4 status for a 1099 only earner is Single 99 for both Federal and State This does NOT apply
13. heck mark to save then click Finish FINISH 0 Yes You have successfully added a new 1099 contractor Edit Employee Modify Employee Information This link allows the user to select various employee demographic options to change and then select an employee to work with from a list of active staff or all employees in company history This option will allow the user to review all existing settings and make WA needed e From the Main Workflow Menu list click Employee a e Selecta field option for edit Edit Employee e Options are available on the lower portion of the z Workflow Screen Click the title link to select change Employee Info States types Locals Rates Time Off To view inactive employees uncheck the box indicating Show Active Only Child Support Direct Deposit Scheduled E D Using the menu options on the left the user can select an edit topic Each menu item is a link to initiate changes through the chosen topic Employee Info provides the user with 2 options Choose to update General Information or Employee Details The employee ID number and name are listed along the top of the screen Use the left and right arrows to move between employees when making changes or use the drop down menu to pick and employee name from the staff list General Information e This field displays primary employee demographics e Click in the fields to make changes EvoWeb User Manual 4 e To change departmen
14. if the earner is both a W4 employee and 1099 earner If this is the case set up as an employee not a 1099 Fed Marital Status Married Single Federal Dependents 0 SSN Individual Social Security number OR Federal EIN for the company f an identification ID is not available stop now EE Code If EvoWeb doesn t default to the next available ID enter the ID code on file Name Address Phone DOB Basic employee demographics Gender This is now a required item on Quarterly Unemployment Returns Current Status Active Current Hire Date Original Hire Date Termination Date Pay Frequency Weekly Salary Amount 0 00 Average Hours 0 Standard Hours 0 00 Healthcare Cov No ER Paid Ins Not Eligible Birth Date Ethnicity Not Applicable lt BACK Current Status A new hire will typically be an active employee Hire Date Enter both the current and original hire dates for the new hire Pay Frequency Select the pay frequency applicable for your company e Salary Amount A contractor will rarely have a salary amount in payroll leave blank e Standard Hours A Contractor will rarely have recurring standard hours Leave Blank e DBDT Division Branch Department and Team or DBDT If your company utilizes department structure these fields are mandatory If not these can be left blank To select the correct DBDT click on the DBDT icon Rpte display available DBDT s Click the correct DBDT for this emp
15. loyee and click select If anew DBDT is required contact your Client Service Representative for assistance e VMR Virtual Mail Room VMR email and VMR password should be left blank unless you have signed up for electronic reporting EvoWeb User Manual 3 Gender N A VMR Email VMR Password NEXT gt EE Federal Exempt General Information Screen 2 The second screen required to set up a new employee will default to existing company settings Review the fields for accuracy but understand that changes will rarely be necessary Questions about screen 2 can be directed to your Client Service Representative Verify on Screen 2 the employee and employer taxes default to exempt this will Mo A ensure the contractor is taxed correctly in payroll Click Next EE QASDI Exempt States Although a contractor will not have state tax withheld the state screen Yes TE pi must be set up on the employee ID Click the green plus key to add the EE Medicare Exempt employee home state A 1099 contractor should be set up with Single 99 on this Yes ER OASDI Exempt Yes ER Medicare Exempt Yes No i screen as well as the primary demographics screen Rates Although a contractor may not have an hourly rate a primary rate of l TE 0 00 will be required to save the new employee ID Click the green plus key to add the primary and any subsequent rates of pay if applicable No Mo E ia Click the green c
16. move an existing rate of pay NOTE Salary only employees must retain primary rate 1 at 0 00 e Click to add a new rate of pay to the selected employee e The new rate screen will display options to add the rate number rate amount and assign a new department if applicable e Click the green check mark to save the new rate and return to the employee rates list Click Save when changes are complete Rate Required information Rate Number Rate Amount Primary Rate Position Pay Grade Division Branch Department Team Ti me Off NOTE TOA set up fields should only be added to each employee ONCE Be sure to check for inactive TOA types prior to creating a new one on existing employees Time off Accrual rules must be set up with PayData prior to employee set up If all TOA set up is complete use this section to add change or remove accrual rules from individual employees The main screen will display current Time off Accrual buckets By unchecking the icon box Show Active Only the user will be able to view inactive TOA buckets as well o To set up anew TOA balance for the selected employee click Employee Time Off Required information Type Current Accrued Current Used Reason Active EvoWeb User Manual a rie uae Add TimeO tt The Time off Accrual screen will display Click this button enter the number of hours accrued and used en
17. nd taxes The Tax Calculator can be accessed through the Payroll Workflow Menu Tax Calculator Select the employee to calculate wages for from the drop Employee 1001 Aaron AA m Check Lines pendent n 5atons u SULocaia ood Onions n Bants down menu at the top of the Tax Calculator screen c3 y ES cunt State Sut Sted Hours Use the green plus key at the top of the Calculator a Ses screen to add earn codes Enter hours rates and salary amounts in the check lines Click on the Federal States and SUI tabs to make changes to the employee default settings before calculating the check Once all entries have been made click the calculate icon at the bottom of the screen The results will display in the results tab including the gross amount taxes deducted and net check amount For state details click on the state tabs in the tax calculator o Insome cases it will be necessary to calculate a gross check from a pre determined NET amount To do so click the SUI Locals and Options tab in the tax calculator Tax Calculator Employee 1002 Barry B B Check Lines Federal States SUI Locals and Options Results SUI Name Tax Wages Tax Gross Wages Override vr sut 0 09 aoo oo a0 At the bottom of the screen is the field Net to Gross Click to enter a check mark in the open box Key the NET amount in the entry field Locals T ASR ESTA SATE S Click the Calculate Icon SS Jat the bottom of the
18. oces screen to preview the gross amount before taxes e NOTE if there are still check lines in the calculator the net to gross function will not work Be sure to ee Disable Shortfalls Net to Gross 0 0 delete any lines which maybe populated before calculating the NET to Gross figures EvoWeb User Manual 12 e Reports Reporting is an essential piece of payroll processing There are limited report options via EvoWeb If additional reports are needed contact your Client Service Representative at PayData Payroll Services Nc oat Report Run Sareea system reports e From the Main Workflow menu click Reports e Click the report name you wish to run from the list of available reports e Use the Check Date Period screen to filter for available check dates Select a payroll date to run the report for e Click the funnel icon F to filter based on manual input dates in the from and to fields Check Date Period From 01 01 2011 To 12 30 2011 Show processed only V e Click the Misc Filter tab to select alternate report features such as sort order Employee info and total displays e Click the Employee filter tab to limit the results by specific employees If no employee names are selected the report will run including all employees e Once all parameters have been selected click the RUN icon Run Evolution Task Queue e The Evolution Task Queue ID Status Updated v Description Caption wi
19. ses list Custom Case Number Origination State The edit and delete icons can be used to change or Agency remove an existing child support case ID Arrears FIPS Code Direct De posit NOTE Direct Deposit accounts with payroll history attached CANNOT be deleted PayData highly recommends adding additional account numbers rather than changing any existing account Direct Deposit is a service provided by PayData The service and corresponding deduction codes must be set up prior to initializing direct deposit for an employee Direct Deposit requires an agreement between the client and PayData as well as an agreement between employee and employer Be sure to utilize the Direct Deposit Authorization Agreement available at www paydata com resource html Employee Direct Deposits Accounts Existing account information will display for the selected ABANumber Account Number Type Edit Delete employee Click Direct Account to add a new account 011600033 123123123 c amp amp to the selected employee The new account screen will display fields to add the routing number account number account type and pre note status NOTE PayData recommends the pre note on all new deposit accounts with the exception of H S A Deductions If the user declines to pre note they assume all risks and liabilities associated with incorrect bank account information Click Save to commit the new account and return to the
20. state and local changes can only be added once multiple locations have been added to the company level Contact PayData to make changes to the company state set up The screen will display a blank page with the same entry fields as the existing locations Required information Use the drop down menus to select the applicable data fields see es Click to save the changes EE pedprocal Method Once the new location has been saved the user will be a em directed back to the employee display From this list the home locations can be changed to any of those recently added cur Reciprocal State Select Select County Override State Tax Type None Tax Code Override State Tax Value a a s Withholding Allowances 0 Marital Status 5 Imported Marital Status Single Married Cancel Pay Rates o Salary employees will list the salary amount on the employee set up screen as well as a rate 1 of 0 00 in the pay rates screen o Employees can have multiple rates of pay beyond salary wages and they will be called upon by rate numbers such as 2 3 etc o When the Employee Rates Screen is displayed the employee can be changed using the arrows or drop down menu o The primary menu screen displays the employee primary and any subsequent rates Employees with only salary will display rate 1 at 0 00 o The edit and delete icons can be used to change or re
21. t structure click on the icon in the lower right corner near the DBDT field e Click the DBDT name to choose the new DBDT for the selected employee Employee Details e The second screen contains data which defaults to company settings Contact PayData to make permanent changes to the defaulted settings e Once changes have been made click Save States and Locals These screens will display the list of currently used states locals for the employee selected From the menu the user can choose to add edit or delete the selected location NOTE Employee home state local is reflected at the bottom of the screen Employee HOME state refers only to the state where work is performed and is not always a match for the employee RESIDENTIAL state NOTE States and locals can ONLY be deleted if there is NO payroll history attached to the locality The system will refuse a delete change if the state has history o To change the details of an existing location click on the icon underneath the Edit Column Header o This selection will display the location detail including the withholding SDI and SUI State number of allowances and marital status indicated by employee on form W4 reciprocal tax method and state overrides to W4 status and override values Locality details are indicated as well on the local detail screen Click Save save to commit the changes To adda NEW location click from the bottom of the location list NOTE Employee
22. te is not entered on a new check line the line will default to the employee s primary rate even if that rate is Zero Note Overtime will automatically calculate at time and a half do not manually calculate the time and a half rate Put in the normal rate and the system will calculate o To override a job or department for an individual check line click the green arrow i on the left of the screen o Click the drop down menu s to choose the override job or department needed and click the green check mark WIto save the change o To delete a check make sure you are on the check you want to delete and select delete check _ Delete Check e Save all changes o Click the green check mark ke to return to the payroll workflow menu EvoWeb User Manual 10 Preprocess Check Totals Once payroll has been keyed preprocess the payroll in order to confirm totals After preprocessing you can view payroll checks through the Edit Checks menu to see the gross and net amounts displayed From the main payroll workflow menu O Preprocess o Click Preprocess ae This will direct the user to the Evolution Task Queue Evolution Task Queue ID Status Updated Description Caption 591704 Finished Successfully 4 26 11 4 08 21 Ph Task Preprocess Payre Pre process 4 27 11 1 payroll 591702 Finished with Exception 4 26 11 4 07 26 PH Task Preprocess Payre Pre process 4 27 11 1 payroll 591657 Finished Successfully 4 26 11 3 39 23 P
23. ter a reason in the mandatory reason field and click a radial to indicate Active Yes or No Click Save to finalize the change Continue to add additional Time Off Types as need Contact PayData Payroll Services to add new accrual types to your company set if necessary e Child Support Deductions wore child support cases with payroll history attached CANNOT be deleted PayData highly recommends adding additional case ID s rather than changing any existing case Child support deduction codes must be set up by PayData prior to initializing active deductions from employee checks If this step has not been done stop and contact PayData Payroll Services Before an employee scheduled deduction code can be set up a Case ID must be in place for the system to reference O Click 24 chid Support Case add a new case ID The new child support case screen will display fields to add the mandatory priority number case ID originating state agency if applicable arrear status and FIPS code The child support order received should contain all of the necessary data to populate this screen e NOTE Priority numbers are required in some states e NOTE Agency checks can be generated for Child Support deductions Contact PayData to arrange for a new agency check if one is not already in place Child Support Cases Required information Click Save to save the new case ID and return to the Priority Number employee child support ca
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