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Frequently Asked Questions

How can I change our company contacts?

Select Company Setup from the Company Settings > Global Setup menu.  Select the appropriate contacts in the Company Contacts section, then click Save.

How can I reset an employee's password?

Select Reset Password from the My Employees > Employee Maintenance menu.  Select the employee, check the Unlock check box, then click the Reset Password button.  This will reset the employee's password to the company default (e.g.,  Social Security Number).  Yo8u may also use the Change Password menu option to set a specific password.  With this menu option, you also have the option to force the employee to reset their password after logging in the next time.  Finally, you can enter a new password directly on an employee's record using the Employee Information option on the My Employees menu.

Where can I find documentation for the application?

Guides and manuals can be accessed by selecting Service Provider Documents from the Our Company menu. Learning tools (documents and videos) can be accessed by selecting the various items on the My Account > My Learning menu.

How can I print a report?

Click the Export button in the bottom tool bar or click on the  button and select Export.  Click on the desired format then open and print the report.

How can I create multiple sorts in a report?

To sort a report, click on the up (ascending order) or down (descending order) arrow to the left of the heading of the column you wish to sort by. To sort by additional columns, hold down the Ctrl key, then click on the up or down arrow(s) for the additional column(s).

How do I initiate Performance Evaluations?

WebHR will auto-generate the review for you, if the profile is scheduled based. If not, contact IBS for assistance.

I use Benefit Open Enrollment and have a new hire during the Open Enrollment Period. Which plans should they enroll with?

Select a profile based on first payroll deduction.

Can I upload a Training attendees roster?

Yes, via the course itself. Select Courses from the Company Settings > HR Setup > Education menu. Open the course for edit and upload the document.

How do I record a Workers Claim incident?

Option 1: within the employee's record (HR > Workers Comp)

Option 2: on global level via My Employees > EE HR Maintenance > Workers Claims

How do I convert an Applicant to an Employee?

Within the Applicant record, click the "Hire This Applicant" icon. The New Hire Wizard will pop-up transferring the applicant information to the new employee. New Hire checklists and notifications (if configured) will automatically generate as applicable.

How can I view or print my pay statement?

Select My Pay Statements from the My Account menu. Click the (Preview Pay Statement) button to preview a pay statement. From the preview screen you can print the pay statement by downloading to a PDF using the Download PDF button.

How can I process handwritten checks in between pay periods?

Handwritten checks can be created and printed in the next scheduled payroll through the Manage Payroll > Manage Payrolls > View All payrolls menu.

Click the View/Edit Employee Statements button for the appropriate payroll, then click the   New Pay Statement and select Manual for Pay Statement Type. More detailed instructions can be found in the application by accessing user guides through the Our Company > Service Provider Documents menu.

How do I void a pay statement in the system?

Pay Statements can be voided in a supplemental payroll or the next scheduled payroll through the Manage Payroll > Manage Payrolls > View All Payrolls menu.

Click the View/Edit Employee Statements button for the appropriate payroll, then click the   New Pay Statement button.  Select the employee, select Void for Pay Statement Type, then click the “OK” button. Select the pay statement to void from the list using the button and enter your password to confirm.

Note: The procedure for voiding a pay statement may differ depending on whether the action requires an immediate reversal/payment of funds for payments made through direct deposit (requiring a supplemental payroll run) or if a the pay statement can be voided in the next scheduled payroll.

How can I gross up a pay statement?

To create a gross up pay statement, add a New Pay Statement to the appropriate payroll with pay statement type “Gross Up”. When adding the earning, enter the net pay amount (i.e. $100.00) in the amount field and save the pay statement. Upon saving, the system will add an additional line for the earning with the amount required for the gross up resulting in the desired net pay amount.

How can I define labor distributions by percentage for those employees who wages are distributed across a number of cost centers (i.e. Departments)?

Default percentage labor distributions are defined using the Labor Distribution Profiles located in the Company Settings > Profiles/Policies >Labor Distribution menu or by clicking the Labor Distribution hyperlink in the profiles section of the employee record. Once a labor distribution profile is defined, assign it to the employee in the profiles section on the employee’s record.

How can I define multiple pay rates for an employee based on their job function/cost center?

In addition to an employee’s default base compensation, additional rates can be defined through their personal rate table located below the Base Compensation section on the employee’s record. Edit the Personal Rate Table and insert a record for each rate based on job function or other cost center. These additional rates must be inserted ABOVE the base compensation record located in the table. Please refer to the documentation located in the application under Our Company > Service Provider Documents for more detailed information.

How do I set up a salaried employee for auto payment?

In an employee’s current base compensation record, select the appropriate “AutoPay Amount Earning” (i.e. Regular, Salary) and “AutoPay Type” ( Amount, Hours, Both) for the system to create an auto payment for the employee with every regularly scheduled payroll when the payroll is initialized.

Why don't the total hours on my timesheet match the total hours on my pay stub?

It is very likely that your company has chosen to round your time in and/or your time out. For example, it is common for companies to round time entries to the nearest 15 minutes, rounding up after 7 minutes. If this is the case, then an entry of 8:10 a.m. would be rounded up to 8:15 and an entry of 8:04 would be rounded down to 8:00.

When I use the drop-down lists on my timesheet, why are some of the choices missing?

The drop-down lists on your timesheet only include choices that you have previously selected (e.g., like a Favorites list). In order to see all of the choices, use the  (Lookup) button to the right of the drop down lists.

I requested time off, but now I do not want to take the time off. How can I get rid of my time off request?

If the time off request has not been approved yet, you can cancel it from the Recent Requests list at the bottom of the Request Time Off Request screen.  If the request has been approved, you can submit a Cancel Time Off Timesheet Change Request using the Change Requests button at the bottom of the timesheet with the approved time off hours.

How can I view my taken, scheduled and available time off hours?

Select Request from the My Account > My Time Off menu. The hours will be listed under Balances. The hours listed are accrued through the date listed under Accrued To. Taken and Scheduled hours values are hyperlinks and can be clicked on to view a list of dates taken/scheduled. This information can also be viewed from your timesheet by clicking on the  (Utilities) button and selecting Time Off Counts.

There are two entry lines for each day on my timesheet. If I need to add more lines to a day, how do I do this?

Click on the  (Add Row) button below the last line for that day.

How do I request a full day of time off?

Select Request from the My Account > My Time Off menu. Click the  (List Time Offs) button and select a time off category. Select the date you would like to take off and enter a comment in the Comments box. Click on the  (Submit Request) button.

How can I add notes on my timesheet (for example, to explain that I took time off for a doctor’s appointment) for a specific day?

Click on the  (Notes) button below the last line for that day. Type in the note, then click the  (Save) button.

How do I request a partial day of time off?

Select Request from the My Account > My Time Off menu. Click the  (List Time Offs) button and select a time off category. Under Partial Day (Start/Stop), select the date and from and to times you would like to take off. Alternatively, under Partial Day (Bulk), you may select a date and enter a bulk number of hours to take off. Enter a comment in the Comments box. Click on the  (Submit Request) button.

What is the Summary By Day tab on my timesheet used for?

On this tab you can view a summary by day of your hours for each day in the pay period. The hours are broken down by type: Regular, Overtime, time off, etc.

What is the Calc. Detailed tab on my timesheet used for?

On this tab you can view a detailed breakdown of your hours for each day in the pay period. Overtime, time off hours, unpaid lunch breaks, etc. are identified.

How do I fix a missing punch?

The easiest way is to use the Time Summary by Week report.  A missing punch is identified with a red “M”.  Click directly on the entry on the report to access the timesheet.  Enter the punch and click Save, then click Previous Screen to return to the report to find any additional missing punches.  You can download the "Reviewing Timesheets (Manager)" video from the My Account > My Learning > WebHCM Training menu for a demonstration of this process.

A manager approved a timesheet and now they need to make more changes to it. When they open the timesheet, the entries are all grayed out. How can they edit the timesheet?

Once a manager approves a timesheet, they can no longer make changes to it.  An administrator will need to reject the timesheet to open it back up to the manager.

Why can’t a manager see one of their employee’s timesheets on the Timesheets Awaiting Approval screen?

Only timesheets with a submitted status will appear here.  Either the timesheet has not been submitted yet or it has already been approved.  You can use the Timesheets Approval History Report from the Manage Time > Manage Timesheets menu to check the status. Once you have located the timesheet, click on the  (Timesheet Approval) button to view a full audit trail..

Why aren’t Holiday hours appearing on an employee’s timesheet?

If the hours are not appearing on the Timesheet tab, then the employee likely does not have a Timesheet Auto Population profile assigned.   You will need to manually add the hours for this holiday, then assign a population profile to them for future holidays. If the hours do appear on the Timesheet tab, but not on the Summary by Day tab, then there is likely an eligibility rule in the Pay Calculations Profile that is preventing the hours from showing. The rule may have a waiting period for eligibility or a rule that requires that the employee work the day before and/or after the holiday.

I added a new employee, but their timesheet looks different than it should. How do I change this?

You will need to assign a different Timesheet Profile to this employee.  There may be other profiles that also need to be changed for this employee.  The easiest way to ensure an employee has all of the correct profiles is to use the Default Employee Profile Settings selection.  You can download the Updating Employee Profile Settings quick guide from Service Provider Documents on the Our Company menu for more information.

I added a new manager, but they do not see the menu options for managing timesheets, reports, etc. How do I give them access to the correct menus?

You will need to assign a different Security Profile to this employee.  There may be other profiles that also need to be changed for this employee.  The easiest way to ensure an employee has all of the correct profiles is to use the Default Employee Profile Settings selection.  You can download the Updating Employee Profile Settings quick guide from Service Provider Documents on the Our Company menu for more information.

I am getting ready to process payroll, but I don’t know if the managers have approved all of the timesheets yet. How can I check the status of the timesheet approvals?

You can use one or more of the following methods:

1. On the Time Prep screen, a summary of the timesheet statuses is listed under Review Timesheet Status.  You can click on the words Review Timesheet Status to access a list of the unapproved timesheets

2. On the Timesheets Approval History screen (Manage Time > Manage Timesheets menu), you can view the status of each timesheet.  You can also see when and who submitted or approved a timesheet.  You can click the  button for any timesheet to see an audit trail of any submissions, approvals or rejections

3. On the Pending Approval screen (Manage Time > Manage Timesheets menu), you can see a list of all submitted timesheets that have not yet been approved.  If a timesheet has not been submitted, it will not appear on this screen

You can download the Time Prep quick guide from Service Provider Documents on the Our Company menu for more information.  You can download the "Time & Labor Management Approvals" video from the My Account > My Learning > WebHCM Training menu for a demonstration of this process.

How can I tell who approved a timesheet?

You can use the Timesheets Approval History Report from the Manage Time > Manage Timesheets menu. Once you have located the timesheet, click on the  (Timesheet Approval) button.

An employee has left the company and has already been paid for their time worked in the current pay period. How do I make sure these hours are not transferred to payroll and processed?

First, the termination process should be completed to update the employee’s status. The employee should then be removed from Time Prep via the Employees button on the Time Prep Process screen. You can download the Time Prep quick guide from Service Provider Documents on the Our Company menu for more information.

I added time off hours directly in payroll. Why aren’t these hours showing up in the employee’s “Taken” hours?

The system sums up all time off hours from the timesheets in the current year to calculate “Taken” hours.  You will need to unlock the pay period that the time off was taken in and add the hours to the timesheet.  When unlocking the pay period, be sure to check the “Include Unlocking of All Accounts Within Pay Period” check box.  You can download the Prior Period Adjustments quick guide from Service Provider Documents on the Our Company menu for tmore information.

I need to update a past timesheet, but the entries are all grayed out and I can’t make any changes. How can I do this?

Unlock the pay period, update the timesheet, then re-lock the pay period.  When unlocking the pay period, be sure to check the “Include Unlocking of All Accounts Within Pay Period” check box.  We recommend that you add a note to the timesheet to explain the reason for the change.  Keep in mind that changing a past timesheet that has already been processed will have no impact on payroll.  You can use a Prior Period Adjustment if you need to adjust an employee’s pay.  You can download the Prior Period Adjustments quick guide from Service Provider Documents on the Our Company menu for tmore information.

An employee was not paid correctly on their last pay check. How can I enter an adjustment on their current timesheet?

Enter the adjustment(s) on the Prior Period Adjustments tab on the employee’s current timesheet.  You can download the Prior Period Adjustments quick guide from Service Provider Documents on the Our Company menu for tmore information.

A manager approved a timesheet then realized that the employee did not enter all of their time in. Why won't the system let them enter in this time now?

Once the timesheet is approved, it is locked for the manager. The administrator can reject the timesheet to change the status of the timesheet back to Open. The manager can then make the necessary changes and approve the timesheet again.

How do I add a new pay category or time off type?

We can add that for you, as we will need to make sure the new category/time off is mapped to the correct earning code. If a new earning code is needed, we can create that for you too.

How do I terminate an employee?

Use the following steps:
1. Select the employee
2. Select Terminate Employee from the Actions menu
3. Enter the termination date, then click the Terminate this employee button

What’s the fastest way to enter hours in the Timesheet Earnings screen?

Using the quick keys on your keyboard you can often speed up the data entry of hours. Use the F4 key to move forward in the list of employees. Use the letter “I” to insert a new timesheet record. Use the Page Down key to save as soon as you’ve entered the hours and all of the appropriate information for the timesheet entry.

Why don't the timesheet entries show the overtime rate properly?

The timesheet entries show the base rate used to calculate overtime. The overtime code is setup to multiply the rate by one and a half. The Earnings Calculation report will show the calculated rate for overtime.

How do I add a new deduction or earning code?

Clients are not able to create deduction and earning codes. Contact IBS for assistance.

The employee list contains terminated employees. How can I change the list to display active employees only?

To display active employees only, use the following steps:

1. Select Change Sort Order from the Actions menu
2. Select Active Employees (no termination date) for the Employee Filter
3. Click the close (door exit) button

Are there shortcuts for the buttons at the bottom of the screen?

F3 - Previous Employee
F4 - Next Employee
F2 - Find Employee
Alt-F4 - Exit\