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CBIZ Payroll
Employee Self Service
Client Manual
1
CBIZ Payroll
Employee Self Service
Client Manual
Table of Contents
TABLE OF CONTENTS .................................................................................................................................... 2
ESS COMPANY LEVEL ADMINISTRATION ..................................................................................................... 3
ESS EMPLOYEE AND PASSWORD POLICIES ................................................................................................ 3
SETUP SECTION .......................................................................................................................................... 4
Company Access ................................................................................................................................... 5
Sidebar Setup ........................................................................................................................................ 6
Parameter Setup.................................................................................................................................... 7
Generate Employee Usernames and Passwords ................................................................................... 8
Employee Setup ..................................................................................................................................... 9
TAX FORMS SECTION ................................................................................................................................10
Online Tax Form Setup ........................................................................................................................11
Online Tax Form Announcement .........................................................................................................13
Online Tax Form Review .....................................................................................................................15
EMPLOYEE SELF SERVICE CLIENT QUICK SHEET .......................................................................................16
2
ESS Company Level Administration
Company payroll administrators have access to Employer Self Service configuration
functionality via the Payentry.com main menu. Administrators can set employee and
password policies and set up company level sidebars.
From the Payentry.com Main Menu click Additional Options.
ESS Employee and Password Policies
Typically, Employee and Password Policies are set up during ESS implementation by
the CBIZ Service Bureau, however, client payroll administrators can also access and
make changes as needed.
NOTE: For PC Input clients using the installed version of the M3 payroll product,
before setting up new employees with ESS access, first add the new employee into
M3, then sync up to CBIZ. CBIZ syncs all ESS data to payentry.com at every half
hour. Therefore, wait at least 30 minutes after adding a new employee into M3 and
syncing before accessing payentry.com for ESS setup.
3
Setup Section
Use the Setup Section to configure employee accounts and access, set up sidebar
information, design authentication constraints and reset employee credentials.
From the Company Menu, select Setup Section.
4
Company Access – Select the employees that are allowed access to ESS.
Use the None option to configure ESS to allow no employees access.
Use the All Active Employees to allow access to all employees in ESS.
Use the Specific Employees Only option to choose which employees have
access to ESS.
5
Sidebar Setup
Use the Sidebar to display information or hyperlinks to all employees with ESS
access. The information can be entered as straight text or use HTML to insert
hyperlinks or images. Sidebars appear on the left side frame of the ESS window.
6
Parameter Setup
Use Parameter Setup to configure authentication constraints and info.
Days Before Password Expires: Employees must change their passwords every
90 days
Days Before Password Can Be Reused: The same password cannot be reused
within 1 year of using it.
Maximum Failed Login Tries: After 5 unsuccessful login attempts the user will
be locked out of ESS requiring an administrator to reset the password.
Support Phone Number: This is the phone number that will appear in the
password change and lockout message.
Support E-Mail: This is the email address that will appear in the password
change and lockout message.
7
Generate Employee Usernames and Passwords
At this point employee data should be entered into payroll setup. Once all employees
are entered, run the report called Employee Self Service Enrollment on payentry.com.
This report generates a letter to all employees listing the employee self service URL
and instructions for logging in, including the temporary password.
Once the letters are distributed to employees, they should log onto the ESS site.
They will be required to enter an email address. ESS will verify the email address by
sending a message to this address. Employees should close the ESS page and wait
for the verification email. The email message will contain a web link. The employee
then clicks the link that will open a payentry.com web page in which the employee is
then required to change the ESS password.
NOTE: Employees will initially log in with the SSN username as specified in the letter.
After the first log in when employees enter their email address, this same email
address is used thereafter as the username.
8
Employee Setup
Use Employee Setup to reset an employee’s ESS username, password or email
address.
Go to Additional Options/Company/Setup Section/Employee Setup. Click the link on
the employee’s name.
Click the appropriate button as needed. An email will be sent within 2 hours
confirming reset of logon credentials. Username and Password credentials will be
reset to original settings as printed earlier in the report Employee Self Service
Enrollment. User will be required to verify the email address before logging in.
Note: After changing a user’s email address, ESS will send an email for verification
purposes to that email address. If a password or username reset is completed at the
same time, the email must be verified first before that user can log in.
9
Tax Forms Section
Use the Tax Forms Section to set up company level information for tax forms (W2’s),
send announcements to employees about tax form availability, and view current and
historical online tax forms.
Go to Additional Options/Company. Click the Tax Forms Section link.
10
Online Tax Form Setup
Use the Online Tax Form Setup section to set up demographic information, enter
special instructions for employees, select the enroll date and release notification
method.
Choose W2 from the dropdown list.
11
Enter all appropriate information. Choose Jan 31 as the enroll date and choose
Email as the release notification method.
Click Save Changes when finished.
12
Online Tax Form Announcement
Choose Online Tax Form Announcement to configure broadcasts to employees
regarding online tax form availability.
Enter custom introduction and closing text if desired. Choose list of ESS participants
to whom to send notification message from Send To dropdown list.
13
The notification email contains instructions on how to enroll for Online W2 service.
Employees will follow these instructions to enroll, after which W2 forms will be
available for viewing and printing online.
14
Online Tax Form Review
After the enrollment deadline when all applicable employees should have enrolled in
W2 service, at year end, CBIZ will publish W2’s to the ESS website. Choose Online
Tax Form Review to view and release W2’s.
Release the tax forms (one by one or click Release All button to select all employees)
in order for employees to view and print W2 forms.
15
Employee Self Service Client Quick Sheet
Prior to Year End:
Set Employee and Password Policies
o Go to payentry.com/Additional Options/Setup Section
o Click Company Access to select which employees can access ESS
Generate Employee Usernames and Passwords
o Go to payentry.com/Reports
o Run Employee Self Service Enrollment report
o Distribute username and password letters to employees
To Reset Employee username, password or email address
o Go to payentry.com/Additional Options/Setup Section/Employee Setup
o Click on employee name
o Click button to reset password, username or change email address
o NOTE: After changing an email address, ESS will send an email to this
address for employee verification.
Online Tax Forms (W2’s)
o Go to payentry.com/Additional Options/Tax Forms Section
o Click Online Tax Form Setup. Choose W2 from the dropdown list.
Enter all appropriate information and click Save Changes.
o Click Online Tax Form Announcement
Enter all appropriate information for the W2 employee
announcement.
Choose list of recipients in Send To dropdown list.
Year End
Online Tax Form Review
o Go to payentry.com/Additional Options/Tax Forms Section
o Click Online Tax Form Review
o Select appropriate year from dropdown.
o Click employee View or Release buttons as needed
o Click Release All button to release all employee W2 forms to ESS
16
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