EMPLOYER SELF-SERVE USER GUIDE v3.4

Transcription

1 EMPLOYER SELF-SERVE USER GUIDE v3.4 Table of Contents Introduction...2 FIRST TIME LOG IN PROCEDURE...2 Home Page...3 Employer management...5 View/Update Billing Location Information...5 Review Employer Reports, Billing History & Payments...7 OPENING THE REPORT FOR VIEWING...8 OPENING THE REPORT FOR EDITING...8 ENTERING HOURS AND WAGES ADDING A NEW EMPLOYEE DELETING AN EMPLOYEE NO MEN Reporting zero hours YOU MUST RELEASE THE REPORT! SENDING PAYMENT PRINTING REPORTS Import Files Header Record Detail Record Administration Functions View/Update User Information View/Update Your Password and Other Account Settings

2 Introduction EIT recommends Mozilla Firefox for most optimal web performance. The latest version of Mozilla Firefox can be downloaded free at When using the user guide please keep in mind that some of the screen shots might be slightly different and minor changes to the steps would not have been reflected on this version of the guide. We will be constantly updating the user guide as the new information is available and/or changes are made. The updated user guide will be posted on our web site as soon as possible. Please visit our website on regular basis to check if a new version is available. The updated version numbers will be posted and titled accordingly. FIRST TIME LOG IN PROCEDURE Please note that your username is your seven digit account number at EIT (usually starts with 000 or 00 this number also appears on your monthly Payroll Report that we mail). The leading zeros must be entered. This is the same username that you used on our past web site. However, the password to the new web site is your FIEN number without the dash or the space. You will be prompted to change the password once logged in. Please keep in mind that there are only three attempts allowed to enter the correct password. Your on-line account will be disabled after the third attempt of entering the incorrect password. Please contact EIT to enable your account if this happens. *** Please do NOT click on Forgot Username or Forgot Password links when logging in for the first time. The system does not have your address to send correspondences until you make the update after logging in. *** After logging in and going through the password reset procedure the first web page you will see is the Home page below. Please contact Peter Kim at pkim@fundoffice.org or x267 if you have trouble logging in for the first time. Please make sure to include your seven digit EIT account number if you are contacting us via or leaving us a voice message. 2

3 Home Page This page is the Home page. From here you can navigate to various pages to view, update, and report hours for your employees among other functions. Starting from the very top of the page there is a header bar. It will show Day of the week and Date. It will also show your account number. To the right on the same header bar there is I Want To: drop down menu. This menu will take you to the same links listed on the body of the Home page. It is just different ways to use the web site depending on your preference. 3

4 Next to the drop down menu is Account Settings link. This link will take you to the same page as View/Update Your Password and Other Account Settings link on the home page where you can change your password. Last on the header bar is Logout. Please click on Logout link when you are done with the website before closing your browser window. Right under our EIT logo there is Home which we call bread-crumb bar. Please look at this bar as it shows you where you are on the web site as you click on links. This bar will keep track of nested pages as you navigate. You can click on Home in bread-crumb bar at any point to go back to the home page. On the right side of the home page there is News and Alerts box. We will be posting important or relevant information in this box with anything related to Employers. Continuing on to the body of the home page, there are basically three sections in the home page. Please see below for explanation of each links by their corresponding sections. This is also the actual guide where it will explain how-to s at each sections. It is laid out in the order of actual Home page. 4

5 Employer management View/Update Billing Location Information The page with Billing Location tab is view only to confirm that we have your correct address in our system. Please submit address change or correction requests in writing if required since we longer allow self address updates. However in Contacts tab you can add, delete, and update personnel in your organization. Also please note the Statement: option in Billing Location section of the page. This option lets you to choose whether to receive the statement (Payroll Report) in the mail or not. However in the future we will no longer print statements and mail them. We will notify you when this will take place. Please refer 5

6 to OPENING THE REPORT FOR VIEWING section to find out how you can start printing your own statements now if you must have a hard copy. Please make sure to click on the Save button at the bottom of the page to save your settings if you make any changes. 6

7 Review Employer Reports, Billing History & Payments This is the page where hours are reported, viewed, and released. There are three different Report Statuses. They are as follows; 1) Initial Employer action required. Every month a work report will be generated with Initial status for those employers who have signed up to report on-line. The initial status is an indication that you can edit and release (submit) the report to EIT for our processing. Once you release the report the status will change to Prebill. You are now done with on-line reporting at this point. You may go back to the report to view or print but you can no longer edit them. You must let us know if 7

8 you don t get reports with initial status but want to report on-line. This is a one time request and once requested you will get future work reports with initial status automatically. Those employers who are reporting manually the old fashion way will get their monthly reports starting at prebill status. 2) Prebill EIT action required. EIT is waiting for your payment. Once payment is received and verified the work report will be reviewed. Once we determine that everything is in order we will release the report. The status will change to Released. At this point the entire work report reporting process is complete. 3) Released All complete OPENING THE REPORT FOR VIEWING Select the report that you wish to view by clicking on it than click on the View Work Report button. This will open a separate window or a tab on your browser with PDF version of the report that we generate for mailing. Again, In the future we will no longer mail reports and you must come to thi s page to retrieve your report. You can click on Print to print to your printer. OPENING THE REPORT FOR EDITING >>> Please note that reports with Initial status are the only reports that can be opened for editing. You must contact us to change the status to Initial if you accidentally released the report for our processing or don t see a report with Initial status. <<< Select the report that you wish to edit by clicking on it than click on the Edit Work Report button. 8

9 This will open a separate window or a tab on your browser with selected report. Please note that all mouse clicks on EIT website is a single click. Please do not double click since it can send the intended page to the background. 9

10 ENTERING HOURS AND WAGES To start please enter in today s date in Date Received box. The date format is MMDDYYYY or you can click on the calendar symbol and select the date from the calendar. You must select appropriate Job Category if you are entering Hours and Wages on an agreement that has multiple job categories such as Construction and Residential agreement. Selecting appropriate Job Category is important since hours cannot be saved if Job Category is selected in All mode. To enter Hours and Wages click on the box under Hours column for the selected employee. Simply type in the hours and Wages and continue to next employee. Please note that the web site currently has 15 minute timeout hence make sure to click on Apply at least once during the 15 minute window. It is recommended to click on Apply button as many times to keep the changes. Also please make sure to click on Apply before going to another page or screen. 10

11 >>> Please refer to next section ADDING A NEW EMPLOYEE If an employee does not appear on this screen. <<< You must click on Apply button at the top right hand corner of the page whenever you: 1) Go to the next page 2) Change Job Category Otherwise all entries will be lost. Please remember Apply button is your friend. Click on it as often as you like. Once hours and wages have been entered for all employees, click on Save button if you have not already done so. Continue on to YOU MUST RELEASE THE REPORT! section below. 11

12 ADDING A NEW EMPLOYEE To add a new employee click on Add button in Controls section. Than type in the SSN, Hours, and Wages. You do not have to click on Save button after each entry. If the SSN entered turns red with two asterisks as in example shown than the employee is reporting hours for the first time in Local 134. Simply click on X to delete and contact Meg Bandyk ( x220) or Sharon Norman (x280) to add them into our database. Also please double check the accuracy of the SSN to make sure the employee is reporting the correct SSN and/or no typo is made. Please note that Add New button has been removed. DELETING AN EMPLOYEE There are two meanings to deleting an employee. 1) Permanently removing from your report so not to appear in the future reports. 2) Deleting from one job category to add to another job category. Deleting Permanently Change the employee status from ACT to TERM. 1) Click on the down arrow of the field where it says ACT under Status column. 2) Click on TERM. 3) Click on Apply button. The deleted employee will still show but with TERM in the status column. Deleted employees will not show up again in the future reports. 12

13 Deleting to move from one job category to anther To delete an employee from your current list simply click on the X in the same row. Then click on OK on confirmation message pop-up window. Please click on Apply button up at the top to save your changes. NO MEN Reporting zero hours You can release the report with zero hours if you do not have any hours to report. However please make sure to send us the last page of the Payroll Report with barcodes. Also make sure to write no men on this page with barcodes. YOU MUST RELEASE THE REPORT! Please note that when the Save button is clicked the buttons change to Edit and Close. Click on View Summary button to view your totals. Please click on Close if you agree with the final totals. At this point you should be back to Work Reports page. Once entering hours and wages for your employees is complete click on Release button to release (submit) the report for processing. Please note that the status changes from Initial to Prebill which indicates that you have successfully released the report. At this point you can no longer edit the report; however you can still view and print them for your reference. 13

14 SENDING PAYMENT EIT currently does not offer on-line payment option through our web site. Sending Payment process has not been changed from our old system where you would still send in the check by mail or through ACH. Please don t forget to send us the copy of a Summary page. A Summary page can be viewed and printed in Edit Work Report screen. Please see Printing Reports section for printing instructions. The Payroll Report that you received in the mail does not have to be sent in except the last page with the barcode. Please send in the last page of the Payroll Report with the barcode with your payment. PRINTING REPORTS The new web site does not have Print button. However you can still print the screen if you would like to have hard copies for your records. Below is an example of going to Edit Work Report screen from Home page to print View Summary page. Click on Review Employer Reports, Billing History & payments > select desired report > click on Edit Work Report > click on View Summary > right click on anywhere > select Print. If Print option does not show up than hold down the CTL key and press P instead of right click. Import Files Import New System Data This option is used if you already have your Hours and Wages in an electronic format and wish to simply upload the file to us instead of keying them in on our web site. This is another way to improve the efficiency in your organization. The Import file must be in a specific format for uploading. Please contact us once the file is in the correct format for testing. Record Format: Fixed Block Record Length: 133 Data Formats Alpha fields left justified and padded with ending spaces Numeric fields right justified and padded with leading zeroes Date fields MMDDCCYY format Header Record Column Name Start Position End Position Length Data Type / Format Header ID Numeric / Contractor Code Numeric / Sample Comments Link between one header record and many detail records ID for client employer groups. 14

15 Billing Entity Code Record Count Adjustment Flag Billing Period Numeric / ID for groups within employer Numeric / Total number of detail records tied to this header Y/N N Determines whether this particular Work History file is an adjustment file or not Date / MMDDCCYY Represents the month these work history records are effective. Will always be the 1 st day of the month. Detail Record Column Name Start Position End Position Length Data Type / Format Header ID Numeric / Contractor Code Numeric / Billing Entity Numeric / Code Agreement Alphanumeric / Code XXXXXXXX00 Employee Alpha / Type AA SSN Numeric / Last Name Alpha / AAAAA First Name Alpha / AAAAA Middle Alpha / Name AAA Suffix Alpha / AAA Work Status Alpha / AAAA Hours Numeric / Sample Comments Link between one header record and many detail records ID for client employer groups ID for groups within employer. CONSTR01 ID for employer JM agreement. Code for Employee Type (Job Category See Job Category Maintenance) Member SSN HOWEL THURSTON J III Member Last Name Member First Name Member Middle Name Member Suffix TERM Member work status. ACT or TERM are the only valid values Total number of hours worked for period. No 15

16 Column Name Start Position End Position Length Data Type / Format Weeks Numeric / 0000 Monthly Numeric / 0000 Wages Numeric / Sample Comments decimal, implied. Zero padded, or zero filled if blank Total number of weeks worked for period. No decimal, implied. Zero padded, or zero filled if blank Total number of months worked for period. No decimal, implied. Zero padded, or zero filled if blank Total wages for period. No decimal, implied. Zero padded, or zero filled if blank. Administration Functions View/Update User Information TBA View/Update Your Password and Other Account Settings This is the page where you can change your password, Security Question, and address of the main account. Simply click to check the settings you want to change, enter the required information, and click on Save button. 16