From the Payroll or Human Resources screen, select the Maintenance menu, and then Employees.
Note: If desired, to access the Employee File from Negotiations (if applicable), select the Payroll menu from the Negotiations screen and then Employees.
Select the Options menu and then Process Employee Personal Changes.
Note: The Process Employee Personal Changes option is only available to organizations that have licensed the Web Link module. If all the pending changes have been completed, a message will appear stating there are no changes to process; click OK.
Tip: An alert will appear on the Payroll or Human Resources screen under the Alerts section for users with rights to the applicable screens (tabs) in the Employee File if there are changes that need to be reviewed and processed; if applicable, click the alert to access the Process Employee Personal Changes option and then continue with the steps below.
The Process Employee Personal Changes screen will appear listing the employees who made changes to their personal information from within the Web Link module that require review. A checkmark appears under the categories of data for which an employee has changes to review.
To process the changes for an employee, double-click on the desired employee.
The selected employee will display.
Tip: The screens (tabs) with pending changes for the employee appear with the icon for the Employee Personal Changes button in green to the left of the tab name.
Click the applicable tab that has pending changes for the employee.
Click the Employee Personal Changes button displaying in green at the bottom of the screen.
The Employee Personal Changes screen will appear showing all the pending changes (and past changes, if applicable) for the employee for the applicable data.
Note: The changes that are pending are listed with the Process button and Ignore button enabled, while changes that have already been completed show with a checkmark in the Completed column and a disabled Completed button or Ignored button to indicate if the change was previously processed (updated) or ignored. If a change is currently being completed, the Processing button or Ignoring button will appear instead until the changes are saved.
Complete the changes as desired.
To update the employee's record with the change as noted, click the Process button, make any additional changes if needed, and then click the Save button to save the changes. If a record was marked for removal (if applicable), click Yes when prompted to delete the record.
Note: When processing changes for a new or edited direct deposit record for an employee, the corresponding Direct Deposit Bank ID comes in based on the ABA Routing Number the employee entered; if there is not a direct deposit bank ID that matches the routing number that the employee entered, the Direct Deposit Bank ID field will be blank and you would have to select the correct bank ID or define a new one if needed.
To ignore (not process) the change as noted, click the Ignore button, and then click Yes when prompted to ignore the item.
For Federal W4 changes only, click the Print button to print a copy of the federal W4 form submitted electronically by the employee, if desired.
Once all the changes have been completed for the data on the selected screen (tab) for the employee, click the X in the upper right-hand corner to close the Employee Personal Changes screen.
Repeat Steps 6-9 as many times as needed until all the changes have been completed for the employee.
If there are pending changes for other employees, go back to the Process Employee Personal Changes screen and select the next employee for which to process the changes and then repeat Steps 4-10.
Note: After all the pending changes have been completed for all employees, a message will appear stating there are no changes to process; click OK.