CHaPS user guide - Cox & Co Payroll Solutions
Contents
1. e gt 10 Londonderry Farm Willsbridge Bristol BS30 6EL t 0117 9323444 e enquiries payrollsolutionsitd co uk USING CHAPS NAVIGATION COX amp CO PAYROLL SOLUTIONS LTD CHaPS is an online service To connect to CHaPS you will require internet access from your computer mobile device In your browser enter the following URL https portal payrollsolutionsitd co uk clienthub We recommend creating a shortcut on your desktop to this URL Name the shortcut something useful for example CHaPS Launch CHaPS from your desktop or from your browser Windows Security The server portal payrallsolutionsltd co uk at portal payrallsolutionsltd co uk reguires a username and password Liser name Password fd Remember my credentials Sign in to CHaPS Enter your unique client code and password This will be provided by Cox amp Co in due course A demo version of CHaPS is available at https portal payrollsolutionsitd co uk clienthub testsite Username TESTSITE Password kL6eY9hX 10 Londonderry Farm Willsbridge Bristol BS30 6EL t 0117 9323444 e enquiries payrollsolutionsltd co uk c 2 N N 4 Q O O gt 0 Q ha O gt USING CHAPS NAVIGATION COX amp CO PAYROLL SOLUTIONS LTD Cox amp Co Chent Hub Welcome to CHaPS Client Hub and Payroll Service eames Community Work Zone Chispa Fong Your ded2. Remember to logout on the top right and close your browser to securely end the session Use the navigation back arrow on your browser to return to previous pages otherwise you will be logged out Any doubts whatsoever please contact us at enquiries payrollsolutionsltd co uk Your feedback is gratefully accepted As anew facility we are always open to modification requests and ideas for expanding the use of CHaPS Please email tracy payrollsolutionsltd co uk with your feedback or bug fix requests Enjoy 10 Londonderry Farm Willsbridge Bristol BS30 6EL t 0117 9323444 e enquiries payrollsolutionsitd co uk N N 4 Q S _ O O pa gt 4 Q S e gt
3. of the screen and click signout x Error Access Denied T Current User You are currently signed in as VO testsite Sign in as a different user Request access Go back to site e My Settings D Update your user information f regional settings and alerts Sign in as Different User Login with a different account Request Access Email the site administrator to request additional permissions A E our payroll ur passion ewer c 2 N N 4 Q S O O pa gt 4 S O gt 10 Londonderry Farm Willsbridge Bristol BS30 6EL t 0117 9323444 e enquiries payrollsolutionsitd co uk USING CHAPS NAVIGATION COX amp CO PAYROLL SOLUTIONS LTD Home TESTSITE Windows Internet fxpdorer G ele PereMen AONE 20 18 x x Home TeSrsrte xi x CorhCo Pr Sadol TESTSITE Mome Chent Pub infoematon Commundty Search fus ote Pp 7 adng 4 Libraries Wekome to Client Calendar ase TEST SITE CHaPS Workzone October 203 ni e ent Spec k Anouncements i i nt Soe cer whe Sec t Cale me i Discussions Chent speahe chatrone Modified modfhied mje el feet Ly r jom To move back up through the directory structure use in the top left corner of the screen Your client work zone is your private and secure payroll work area The work zone contains Payroll output stored in file directory format e C
4. WELCOME TO CHAPS Client Hub and Payroll Service COX amp CO Introduction to CHaPS Client Hub and Payroll Service amp User Guide c V N 4 Q S O O pa gt 4 S O gt 10 Londonderry Farm Willsbridge Bristol BS30 6EL t 0117 9323444 e enquiries payrollsolutionsitd co uk WELCOME TO CHAPS Client Hub and Payroll Service COX amp CO PAYROLL SOLUTIONS LTD INDEX Introduction Navigation Questions and Answers 10 Londonderry Farm Willsbridge Bristol BS30 6EL t 0117 9323444 e enquiries payrollsolutionsitd co uk c V N 4 Q S O O pa gt 4 S O gt WELCOME TO CHAPS Introduction C Ox amp CO So what is CHaPS and what does an online Introducing CHaPS payroll service offer gt A client payroll working zone Providing secure and Client Hub and Payroll Service confidential access to your payroll data payroll calendar WZ announcements and tasks CHaPS is a secure and efficent payroll portal NN A payroll resource Providing efficient access to standard service for our clients l ro documents links and knowledge base A dedicated workzone for confidential efficient and accessible storage of your payroll data A payroll community Bringing together our clients to share and collaborate utilising message boards forums and be u A joint projects CHaPS is
5. a smarter method of communicating delivering and storing payroll data Our clients view Cox amp Co as their dedicated payroll team and we partner with each organisation to ensure they are provided with a tailored one to one service Until now our clients have relied on email to pass payroll data between ourselves Email is a great communication tool but we want our clients to feel confident they are accessing up to date data and adhoc reports are stored for easy access as and when clients require them We felt that we could extend Cox amp Co s responsibility for data accuracy and security beyond our offices and beyond email so a smarter method of communicating delivering and storing payroll data had to be found CHaPS is a Payroll work zone and community work space We are confident that our latest ePayroll solution CHaPS can achieve these results Our clients can now log in to their dedicated work zone and access their payroll data whenever they require and our staff can ensure clients are always accessing the most up to date information As well as having access to FAQs and standard document libraries every client will benefit from forums and broadcast announcements This functionality should continue to build and enrich each users experience of our services bringing our clients closer to us and vice versa Tracy Jerram Business Development Manager c V N 4 Q S O O ra gt 4 Q S
6. ews Let us know on over2u payrollsolutionsltd co uk You must continue notifying us of your hours etc via email to over2u payroll solutionsitd co uk prior to your designated payroll processing day We will process your payroll as normal and will notify you when your payroll output is available on CHaPS for you to access Your PAYE remittance advice will also be available on CHaPS to print and process 10 Londonderry Farm Willsbridge Bristol BS30 6EL t 0117 9323444 e enquiries payrollsolutionsitd co uk N N 4 Q S O O Son gt 4 Q S O gt Questions and Answers COX amp CO PAYROLL SOLUTIONS LTD What happens if don t feel that CHaPS is right for my organisation We understand that not all our attempts to improve your payroll service will be met with open arms But we are human too So do talk to us and together we can work out a solution Tel Steve on 0117 9323444 or email Steve payrollsolutionsltd co uk POLITE REMINDER Your client work zone is only visible to you and authorised staff at Cox amp Co The community zone is visible to all of our clients Forum posts in the community zone is visible to all of our clients All urgent messages must be emailed to over2u payrollsolutionsitd co uk Payroll data for payroll processing should be emailed to over2u payrollsolutionsltd co uk and not uploaded onto your Client Work Zone at this time and never in the Community Zone
7. icated payroll work rons gt Your payrol resource centre Your payroll comena rally Welcome to the Community Zone Basic overview The community zone will display client wide announcements and provide access to non client specific documentation There are useful links displayed here including HMRC NEST ACAS ePayslip login and standard forms You may navigate around the site and view the various folders which are available to you Enter your Client Work Zone Select your client code on the left hand menu to access your private work zone 10 Londonderry Farm Willsbridge Bristol BS30 6EL t 0117 9323444 e enquiries payrollsolutionsitd co uk c 2 N N 4 Q S O O pa gt 4 S O gt USING CHAPS NAVIGATION COX amp CO PAYROLL SOLUTIONS LTD Welcome to your Workzone Navigation You may navigate around the site and view the various folders which are available to you To return to a previous page press the BACK ARROW on your top left hand corner of your browser e To return to the HOME PAGE select CLIENT HUB on the top bar To return to your CLIENT WORKZONE select your client code on the left hand menu ERROR ACCESS DENIED messages are displayed if the user does not have permission to view a particular area of the site Press the BACK ARROW to return to your previous page e To SIGNOUT select the drop down arrow next to your username in the top right hand
8. lient documentation Client specific announcements Client specific chatzone e You may open and view your documents at any time Over time more facilities will be added to your site 10 Londonderry Farm Willsbridge Bristol BS30 6EL t 0117 9323444 e enquiries payrollsolutionsitd co uk c V V 4 Q S O O pa gt 4 Q S O gt Questions and Answers COX amp CO PAYROLL SOLUTIONS LTD What will happen to my payroll cycle in the short term On each pay cycle your payroll output will be emailed to you as normal On each pay cycle your hard copy payslips reports will be posted to you as normal if this is part of your specification On each pay cycle your ePayslips will be uploaded to ePayslips com if you use this service On each pay cycle your payroll output will be uploaded to CHaPS ePayslip login information and copies of employee ePayslip login instructions will be available on ChaPS for your information Your contract documentation will be available to view on CHaPS What is CHaPS intended use in the long term It is our intention to move away from emailed payroll output in the future We will notify you when this change will happen or you may request this change earlier should you wish On each pay cycle you will be notified by email when your payroll output is available to access on CHaPS On each pay cycle your hard copy payslips reports will be
9. nd documentation amp permission level testing Email relies on the author entering the correct email address for safe delivery of payroll correspondence CHaPS is static your information is not on the move How will be informed about my CHaPS work zone login details We are phasing in CHaPS over the next two three months You will be notifed of your unique client ID and password via email in due course All clients will have access to their site by end of September 2014 How do I notify you of my hours employee changes going forward You must continue to notify us of your payroll data holidays hours employee changes etc as your current methods and accordingly to your specific payroll schedule Email over2u payrollsolutionsitd co uk Tel 0117 9323444 All requests for payroll information should be sent to over2u payrollsolutionsltd co uk At this time CHaPS will only store payroll output not payroll processing data Will I still receive my payroll output via email Of course For the forseable future we will continue to operate as normal You will continue to receive your payroll information via email if this is currently your chosen method All payroll output will be stored on your CHaPS workzone for future access If you have any requests for further reporting or historical information this will be uploaded to CHaPS for you to access I d like to stop receiving emailed payroll output how will the process work Great n
10. posted to you as normal if this is part of your specification With each passing pay cycle a historical catalogue of all your soft copy payslips reports and pay data will build throughout the year Removing the need for you to file email attachments or experience delays requesting historical pay information Invoices and fee renewal letters will be available to view CHaPS will become your personal payroll storage zone increasing efficiency security and accessibility of the pay related data and documentation we hold on your behalf CHaPS Bringing payroll together c VW V 4 Q S O O pa gt 4 Q S O gt 10 Londonderry Farm Willsbridge Bristol BS30 6EL t 0117 9323444 e enquiries payrollsolutionsitd co uk Questions and Answers COX amp CO PAYROLL SOQLUTIONS LTD Why do I need CHaPS We envisage CHaPS to become your payroll destination for all your payroll output Whether accessing your latest holiday reports viewing ePayslip login information for ex employees or accessing old copy payslips everything will be in open place CHaPS doesn t deliver your payroll information it showcases Is CHaPS secure CHaPS uses https encryption software and randomly generated 8 digit passwords Each client s site is vigorously tested by our staff prior to launch which includes but not limited to Client login testing quick launch site access uploaded payroll data a
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