Set company wide preferences for how OnPay handles certain aspects of your payroll, including tax exemptions, pay run reminders and calculations, warnings and pay type mapping to your general ledger.
What we’ll cover
- Getting started
- Reporting
- Company-wide exemptions
- Reminders
- Payroll calculations
- Default check memo
- Zero hours after each pay run
- Handle negative checks
- Warnings
- Do not use tip makeup
- Use pay types on GL (General Ledger)
- Hide employee directory
Getting started
Go to Company. This will take you to “My Company”.
Scroll down to “Company Preferences”, and click to open.
Reporting
Your retirement reports will include Roths as part of your reported 401(k) deferral amount. You can change this here. You can also hide gross wages in reports.
Company-wide exemptions
If you are exempt from paying federal unemployment tax (FUTA), or state unemployment tax (SUTA), you can indicate this here, and OnPay will calculate, report, and file accordingly.
Reminders
OnPay will email Owners and Approvers when it’s time to run payroll so you never miss a beat. You can even choose how early you want us to remind everyone, up to ten days before the check date, or select “None” to disable these emails. Accountants and bookkeepers who run payroll for their clients can also manage email notifications in the organization dashboard.
Pay stub
Choose whether you want to see two pay stubs or just one when viewing and printing paychecks.
2 Stubs is the default selection, as it is the most common. Checks will appear as below.
But choosing "1 Stub" will allow more room for deductions, as shown here.
Payroll calculations
This section applies to default settings while you run payroll. To make running payroll even easier, make sure you have everything the way you like it.
Default check memo
Give your employees a personalized thank you in their pay stubs and paychecks.
Zero hours after each pay run
Unless you have time tracking software integrated with your OnPay account, entering employee hours can be time consuming. If the majority of your hourly workers work the same hours each week, it will save you time to not zero those hours after running payroll. If you want OnPay to automatically zero hours after your pay runs, you can choose whether this applies only to hourly workers, or if you want to also zero hours for salary workers.
Handle negative checks
When deductions exceed the amount that the employee is being paid, the employee’s check can go into the negative. In the event of a negative paycheck, we will use either the tipped employee rule, do nothing, or reduce federal (FIT) and even state (SIT) taxes, based on this selection.
Warnings
If OnPay sees something irregular in your payroll, such as unusually high or low paycheck (+/-15%), you’ll see a warning. You can hide unusual compensation and SUI warnings.
Do not use tip makeup
In many districts, tipped employees do not have to be paid minimum wage as long as their tips make up the difference. If their tips fall below what is needed to reach minimum hourly wage, tip makeup will add the remainder to their pay.
Use pay types on GL
When synching payroll data to your accounting software integration, OnPay segments wage expenses by the employee's department. Some employers and accountants prefer to organize the wages in their General Ledger by pay type.
Note: By default the software allows you to map departments in OnPay to your expense accounts within your connected accounting software. Selecting this option will remove the department's expense mapping and provide you with the ability to map each pay item in OnPay to an expense account.
Hide employee directory
The employee directory helps your organization connect by giving employees access to the names, bios, and work phone numbers of their coworkers. If you need to restrict the directory for managers and approvers only, you can hide it from employees.
Note: When using the employee directory, visibility to employee information is always based on user permissions. Employees can never see any information about their coworkers other than:
- Names
- Work phone numbers
- Bios
- Fun facts
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