Admin/Manage Company Information

 

The first step in the payroll processing functionality is to create the agency’s Payroll Policy.

 

Enter the electronic signature and select “Proceed”:

 

Select the tab on the left-hand side, labeled Payroll Policy. Included in this tab will be several features that will need to be filled in, in order to apply the functionality to the agency’s visits.

 

Mileage Reimbursement Rate – This amount will be the default mileage rate, if a rate is not entered in a specific task.

 

Travel Time Reimbursement Rate – This amount will be the default travel time reimbursement rate, if a rate is not entered in a specific task.

 

First Day of Payroll – Select the calendar and select the first day of the payroll.

 

How Often Are Employees Paid – Select one of the four options to determine how the software will create payroll.

 

Three Base Shifts – Select the white box, or select the clock, to display the time ranges for three shifts in the agency.

 

Rounding Policies – Select the drop-down arrow to determine how the time (visit time and travel time) is rounded.

 

Maximum Time/Overtime Defaults – These options will determine if users are allowed to complete tasks over their limit, and if so, how many hours they are allowed to be paid.

 

Manage Municipalities – If the agency pays a specific amount for select regions, a unique municipality can be created. The municipality will later be applied to a specific client in this area.

 

To create a municipality, select the blue button labeled, “Add Municipality”.

 

Once a municipality is added, make updates if needed. The list of municipalities will be displayed at the bottom of the screen. Select the “Edit” or “Delete” hyperlink to make these changes.

 

 

Add New Pay Rates

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Admin/Manage Company Information/Pay Rates

 

Select “New” and the window below will open, allowing users to create a New Pay Rate.

 

Select the required criteria to apply to the New Pay Rate:

• Task – Select the drop-down, and choose the task assigned to this rate.
• Rate – Type in the rate that will apply to this task and select the unit from the drop-down.
• Effective Date – Select the calendar or type in the date this rate will begin to take effect.
• Choose Employee – Select the employee/employees this rate will apply to, by putting a checkmark on the left-hand side.
• Choose Payment Source – Select the payer this rate will apply to by putting a checkmark on the left-hand side.
• Choose Client – Select the client/clients this rate will apply to by putting a checkmark on the left-hand side.
• Choose Shifts – Select the shift/shifts this rate will apply to by putting a checkmark on the left-hand side.
• Choose Days of the Week – Select the day/days this rate will apply to by putting a checkmark on the left-hand side.
• Mileage Rate – If a specific mileage rate applies to this task, select the box on the left-hand side. A box will appear, allowing a specific rate to be entered. If a rate is not entered, the default rate from the Payroll Policy will be applied.
• Travel Time – If a specific travel time rate applies to this task, select the box on the left-hand side. A box will appear, allowing a specific rate to be entered. If a rate is not entered, the default rate from the Payroll Policy will be applied.

 

 

Create Payroll Holidays

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Admin/Manage Company Information/Payroll Holidays

 

To set up a Payroll Holiday, select the blue buttons, in the upper, right-hand corner, labeled “New” or “Add Default Holidays.”

 

Add Default Holidays – Axxess will provide a list of holidays commonly used.  Select one of these holidays and a window will open, allowing the user to select the criteria wanted to apply to this Payroll Holiday. Once the criteria are chosen, select “Add Holidays.”

 

Time – Depending on if “Use Shifts” or “Use Custom Time” is selected, Axxess will require further time descriptions to be entered.

 

Rules – If specific rules apply to this holiday, select the box on the left-hand side and a checkmark will appear.

 

NOTE: If not sure what each rule means, hover over the info  icon next to the rule and a short description will appear.

New – This will allow agencies to create a customized Payroll Holiday that is not currently listed in Axxess. Once “New” is selected, the same functionality will apply to creating a unique Payroll Holiday.

 

 

Processing Payroll

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Employees/Payroll

 

 

The box below will appear, allowing a search to be completed from specific criteria.

 

• Branch – Select specific branch from the drop-down list.
• Late Tasks – Select if late tasks will be included in this search from the drop-down list.
• Task Status – Select one or multiple status from the drop-down list.
• Employee Type – Select one or multiple employee types from the drop-down list.
• Payroll Status – Select one or multiple Payroll Status from the drop-down list.
• Columns to display – Select one or multiple Columns to display from the drop-down list.
• Search Employee – Type in the name of the employee this Payroll Report is being created for.
• Pay Period – Select the Pay Period from the drop-down list that payroll is being created for. If the Pay Period is not listed, select Add New and fill in the criteria for a new Pay Period.

 

Enter in a Start Date and End Date, that the Pay Period will include, then select “Create”.

 

NOTE: Axxess will not allow Pay Periods to overlap, so if this date range is already covered in another Pay Period, an error message will appear.

 

Once all the filters in the Payroll Report are displaying the correct search criteria, select “Refresh” to generate the Payroll.

 

To mark the task as Paid, it must first be Finalized. Follow the steps below:

 

1. Edit Payroll – Before Finalizing Payroll, users can Edit the details. Put a checkmark in the box, on the left-hand side of the Client/Employee task to be edited. Select the “Edit Payroll” button at the bottom of the screen.

 

When “Edit Payroll” is selected users will be able to make changes to the Actual Date/Time of the task.

 

2. Finalize Payroll – After edits have been made, put a checkmark in the box, to the left-side of the client/employee name and select the “Finalize Payroll” button.

 

A green F will appear next to the client’s name. Then choose to “Un-Finalize Payroll” or “Mark as Paid.”  Users cannot Edit Payroll for tasks that have already been Finalized, they would need to be Un-Finalized and then edited.

 

3. Mark as Paid – Once a task has been Finalized, select “Mark as Paid”. A green P will appear next to the client’s name. Once the task is marked as paid, select the “Send Paystub” button.

Select “Send Paystubs”, a green box will appear in the upper, right-hand corner of the screen displaying the following message:

 

 

Report Center

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Reports/Report Center  

 

Select the Report Center.  The Report Center lists multiple reports that can pull up agency data.  The reports are grouped into sections based on the type of information they display.

 

NOTE: Viewable reports are based on the user roles (User Setup is covered in Admin Overview).

 

For more information about what data the report is displaying, simply hover over the report name. A blue box will appear giving more details.

 

The Client Roster Report is selected, and the blue box appears. Select the name of the report, and a new box will open, allowing users to generate the report.

 

Once the desired criteria have been chosen, select “Generate Report.” The report will display on the bottom of the screen.

 

 

Completed Reports

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Reports/Completed Reports

 

Some reports in the Report Center will need to be requested, rather than generated. Once a report is requested, the data will begin pulling, and once it is finished the report will be in the Completed Reports section.

 

For a report to appear in the Completed Reports section, they will need to follow the following workflow:

• Go into the Report Center (Reports/Report Center) and select the report to create.
• Fill in the search criteria, then select “Generate Report.”

 

• Now that the report has been requested, it will be in the Completed Reports list. Select the “Refresh” button in the top right or icon in the bottom left to update the window.

 

The status column will show when a report is finished pulling in all the data. The following status descriptions will appear:

• Running – The report has been requested and is still pulling the data to the report.
• Completed – The report has finished pulling all the data, and users can view the Final report. Once the report is “Completed” select the report name, and the report will open.

 

 

Help Center

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Our Help Center is a great resource that is available 24/7. Here you can get answers to frequently asked questions or watch videos of all of Axxess products. You can access it by going to Help/Support & Training/Help Center.

 

Or, it is also available at https://www.axxess.com/help/