E-Stubs 2015
Contents 3 Overview 3 Minimum Requirements for E-Stubs 4 E-Stub Setup 5 Troubleshooting 5 Scenario 1 5 Scenario 2 5 epost Setup - employee receives E-Stub by epost 6 How employees register for epost Employee information for set up... Error! Bookmark not defined. 8 FAQ 8 The benefits of having E-Stubs delivered to epost 8 How do you identify if an employee has registered PAYweb as a Mailer? 9 What can you do with the SENDEPOST record? 9 Can you stop delivery of their E-Stub? 9 To stop all employees from receiving an E-stub for a pay period 10 To stop a single employee from receiving an E-stub for a pay period 10 Employee can t find their E-Stub in epost 11 Contact Us
Overview You have three options for delivering paystubs to your employees. You may provide printed pay stubs, to be handed to your employees or sent via paper mail. Employees may elect to receive pay stubs via email (E-Stubs) which are sent directly to your employees personal email address. Employees may elect to receive their E-Stubs in their personal epost account (there is a per employee fee for this option). You can specify some employees get their pay stubs sent electronically to them while others do not. Minimum Requirements for Electronic Paystubs (E-Stubs): Each employee, for whom you email paystubs, must provide to you a valid email address. The PC from which each employee is opening his or her paystub e-mail attachment must have Adobe Acrobat Reader (version 9.0 or greater) installed. This is a free downloadable viewer found at http://www.adobe.com. To receive their E-Stub in their epost mailbox, an employee must set up PAYweb.ca as a mailer in their epost setup. Note: The e-mail pay stub attachments that are sent via the Internet or your existing internal LAN are highly encrypted. This is to ensure that no one other than the intended employee can view or intercept the employee s personal pay stub. Additionally, the employee will be prompted to enter a password to open his or her pay stub. Please ask your Onboarding specialist to review with you the formula used by PAYweb to create employees E-Stub passwords. 3
E-Stub Setup For each employee who wants to receive E-Stubs via email, select Email as the Pay Stub Delivery setting and input their email address in the bottom of the Direct Deposit tab of their employee profile. In the Pay Stub Delivery field choose the option to Email. If you omit this step, the default is Print and you will need to print and distribute paper pay stubs to your employees. Click Enter to save your changes. Once set up, the E-Stubs will be sent out when you close the payroll. 4
Troubleshooting E-stubs If your employees experience any difficulty receiving their E-Stubs by email, please consult the appropriate section below: Scenario 1 None of your employees are receiving E-Stubs. The problem may lie with the level of security your company has set up. The E-Stub attachment is encrypted at 128 bits. Because the file is highly encrypted, it may be identified by your server as junk mail or a virus, and not allowed through. Your technical group may have to change some settings to allow this type of e-mail through your server. Scenario 2 Some of your employees are receiving E-Stubs, but others are not. The problem may lie with the employees personal mail settings or perhaps their ISP (Internet Service Provider), especially for employees using Hotmail. They should contact their ISP and explain that they are supposed to be receiving electronic pay statements encrypted at 128 bits. Their ISP should be able to walk them through changing settings to allow this type of highly encrypted mail to pass through. It is also possible that the ISP is checking for SPAM mail and recognizing the E-Stubs as such. If so, the employee should request that the ISP allow e-mail from our E-Stub send address. PAYweb.ca E-Stubs come from an address like this (modified to your company s particular user ID): HPW00100@payweb.ca (instead of PW00100, substitute your own NEBS PAYweb.ca user ID). If you have any questions or need assistance, please contact support@payweb.ca. epost Setup (employee receives E-Stub by epost) 1. E-mail support@payweb.ca requesting to be set up for epost. You will be notified once the administrative setup has been completed. 2. Let your employees know that each employee who wants to receive E-Stubs via epost, must be registered on the epost website (https://www.epost.ca). 3. Once we have set you up to allow your employees to receive their E-Stub at epost, you do not have to do anything to set up an employee for epost. It is the employee s responsibility to register PAYweb.ca as a mailer on epost. 4. Once the Employee is registered at epost they will receive their E-Stub the day following the funds transfer for your payroll. If an employee is NOT registered at epost, the Pay Stub delivery defaults to what you have allocated at the bottom of the Direct Deposit tab. 5
How do my employees register on epost? If they already have an epost account: 1. Login to the epost site using the box Already a User? 2. Set up PAYweb.ca as a Mailer (sometimes referred to as bill or statement). If they are NEW to epost: 1. On the epost website, select CREATE ACCOUNT and follow the epost tutorials on how to set up a Mailer. 2. Set up PAYweb.ca as a Mailer. At some point in the Mailer set up process the employee will see a message similar to the one below. This message indicates that you will be transferred to PAYweb.ca s site and asked to enter information that is specific to the employee. 6
How do my employees register on epost? The screens below show the information an employee is required to fill in to add PAYweb. ca as a Mailer. They can find this information on their paystub: 7
FAQ What are the benefits of the epost portal? PAYweb sends the Estubs to a Secure Web Portal, once delivered the employee then signs onto the Secure Web Portal to leverage the following functionality of epost: the epost user has the ability to view, manage and store digital mail in one place for up to 7 years. the epost user has anywhere, anytime access, including mobile devices with automatic email alerts when mail arrives. How do you identify if an employee has registered PAYweb as an epost Mailer? Go to the Employee s Profile, if you see the Code SENDEPOST on the Employee Code Maintenance screen, that employee receives E-Stubs via epost. When the SENDEPOST record is visible, any payroll run that has the Cheque Date within the Effective Dates of the SENDEPOST record will send an E-Stub to the employee s epost mailbox. The PAYREG report also indicates how the pay stub has been delivered to your employees: + sign indicates epost sign indicates E-Stub to employee s email 8
BLANK indicates paper hand-out Totals are displayed at the end of the PAYREG report to let you know how many employees pay statements have been sent by epost, email or printed. What can you do with the SENDEPOST record? Users cannot add or delete a SENDEPOST record. It is added or deleted only by the system when an employee subscribes or deletes PAYweb.ca as a Mailer in epost. Users can modify the effective date range of a SENDEPOST record. If the Cheque Date of a payroll run is between the effective dates of the SENDEPOST record, the employee will receive an epost E-stub. If the Cheque Date is outside the effective date range, the employee will not receive an epost E-Stub. Clients can use this to temporarily suspend the sending of an E-Stub to the employee s epost Mailbox. (see next question for more information) Can you stop delivery of an employee s E-Stub? To stop ALL employees from receiving an electronic paystub for a specific pay period: 1. Select button Calculate Pay on the main menu screen. 2. When you get to the first Payroll Run Options screen, click on Change Options and change E-Stub/epost from Yes to No and press Enter. NOTE: when you run your NEXT payroll, this setting will have reset to yes unless you 9
request otherwise from PAYweb Support. To stop an employee from receiving an E-stub for a specific pay period: Email On the Direct Deposit screen, change the employee s Pay Stub Delivery method code from Email to Print. epost Go to the Employee s Profile. If you see the Code SENDEPOST on the Employee Code Maintenance screen, review the Effective From and To dates. If the Cheque Date for the pay period is between those dates, that employee will receive their E-Stubs via epost. To stop the delivery via epost, change the Effective dates so that the Cheque Date is not between them. On the Direct Deposit screen, make sure that the Pay Stub Delivery is Print. An employee tells you they can t find their E-Stub in epost. Verify that there is a PLUS (+) sign next to the employee entry in the No of Chq column on the Payroll Register (PAYREG) report. Verify that there is a SENDEPOST record in the Code Maintenance tab of their Employee Profile. Verify that the Cheque Date of the Payroll run is within the range of the Effective dates for the SENDEPOST record in the Code Maintenance tab of their Employee Profile. Contact PAYweb Support for additional assistance. 10
Contact Us Customer Support 7:00am 8:00pm Eastern Time (519) 621-3570 1-866-7PAYweb (1-866-772-9932) support@payweb.ca www.payweb.ca Signon Log In https://login.payweb.ca or https://logint.payweb.ca 11