Category: Product Release

iSolved’s June 14, 2019, product release included important changes to the Personal, General, EEO, Disability and Veterans screens to align with federal reporting guidelines.

Personal tab and General screen changes

• The phone and email information previously displayed on the Personal screen has been moved to the employee General
   
• Client administrators with access to the employee General screen can view the fields outlined in red below, which were previously located on the Employee Management > Employee Maintenance > Personal screen:
  
   
• The Tobacco Use field is now effective dated to support benefits with costs related to tobacco use. Employees can update the Tobacco Use field during benefit enrollment for benefits with costs based on tobacco use.
   
• The Height in Inches and Weight fields are no longer available.
   
• Employees who used Employee Self Service (ESS) to update their phone and personal email fields can continue to do so if the Name/Address or Address Only self-service roles and workflows are enabled. If the phone and personal email fields were enabled in Onboarding Templates, candidates will continue to update them through Onboarding. Those same details will be visible on the General screen once an employee is hired.
   

Personal EEO Tab Changes

• The new Federal Reporting Data screen has replaced the EEO tab of the Personal
  
  
  
• Client administrators with access to the Personal EEO tab under Employee Maintenance > Employee Management > Personal have been granted access to the new Federal Reporting Data The new screen follows federal reporting guidelines and includes changes to the following fields:
  
  
  • EEO-1 Voluntary Self-Identification Information
    The existing Ethnic Origin and Gender fields have not changed since they were already consistent with the information collected on EEO-1 Voluntary Self-Identification Forms that follow the Equal Employment Advisory Council standards.
    
    
  • Form CC-305 Voluntary Self-Identification of Disability Information
    Changes have been made to the Disability field so the choices reflect the options on the current Department of Labor Form CC-305 – Voluntary Self-Identification of Disability.  The current choices are:
    
    
    • Yes – This option mirrors the YES, I HAVE A DISABILITY (or previously had a disability) option on the Voluntary Self-Identification of Disability form. Any employee who previously had a specific disability selected has been updated to Yes.
      
      
    • No – This option mirrors the NO, I DON’T HAVE A DISABILITY option on the Voluntary Self-Identification of Disability form. Any employee who previously selected No Disability will continue to reflect that choice.
      
      
    • Chose not to answer – This option mirrors the I DON’T WISH TO ANSWER option on the Voluntary Self-Identification of Disability form. Any employee who previously selected Chose not to answer will continue to reflect that choice.
      
      
  • Voluntary Self-Identification of Veterans Information
    Changes have been made to the Veteran Information section to support the self-reporting guidelines for Government Contractors who follow affirmative action rules to employ veterans.
    
    
  • Military Status choices continue to reflect previous selections.
    
    
  • Recently Separated Veteran is no longer available to select as a checkbox. It is automatically enabled when the Active Duty Separation Date is entered.  Any employee who previously selected Recently Separated Veteran without specifying their Active Duty Separation Date will need to enter the Active Duty Separation Date in order to be classified as a recently separated veteran.  If the employee had previously selected Recently Selected Veteran and had a valid Active Duty Separation Date, the information will continue to be reflected.
    
    
  • Armed Forces Service Medal Veteran is no longer available. Any employee who previously selected Armed Forces Service Medal Veteran has been updated to Other Protected Veteran.
    
    
  • If an employee selected Other Protected Veteran previously, their choices continue to reflect their previous selection. If an employee previously selected Armed Forces Service Medal Veteran or Disabled Veteran, the Other Protected Veteran choice has been selected instead.
    
    
  • Disabled Veteran is no longer available. Any employee who previously selected Disabled Veteran has been updated to Other Protected Veteran.
    
    
  • Chose Not To Answer continues to reflect previous selections.

Client administrators with access to the Personal EEO tab under Employee Maintenance > Employee Management > Personal have been granted access to the new Federal Reporting Data screen.

Employees who previously had access to the Personal EEO Updates screen in Employee Self Service (ESS) can now update that information on the new ESS Federal Reporting Data screen.

Onboarding Changes

• Three new voluntary self-reporting screens are available to include in your onboarding templates.
  
  
  • EEO Self-Identification follows the Equal Employment Advisory Council standards for EEO-1 voluntary self-identification.
    
    
    
  • VETS Self-Identification follows the federal guidelines for government contractors who voluntarily collect veterans’ information for affirmative action compliance.
    
  • Disability Self-Identification mirrors the Department of Labor form CC-305 – Voluntary Self-Identification of Disability.
    

These changes support compliance with voluntary reporting standards for gender, ethnicity, disability, and veteran status.  When employees complete these screens during onboarding, an electronically signed version is automatically saved in their Employee Documents.  The information is also available on the Federal Reporting Data screen once you hire the employee.

If you would like to update your ESS Roles, workflows or Onboarding Templates based on these changes, please contact your dedicated payroll specialist for assistance.

New and exciting features have been released in iSolved^®. We’ll walk you through a few of them below.

Feature #1: Employee preferred name

iSolved has added the ability to store an employee’s nickname in their record using the new Employee Preferred Name field. As a reminder, you should always enter the employee’s first and last name exactly as it appears on their Social Security Card or similar documentation, so no error occurs when filing W-2s at the end of the year. This new feature allows you to store an employee’s preferred name if it’s different than the name they are legally registered with in the IRS and SSA databases.

Feature #2: Reminders to acknowledge documents

Employers now can send automated reminder emails to employees who have not acknowledged flagged documents. Employees must have valid, registered self-service email addresses to receive the notifications.

Feature #3: Controlling document access for employees, managers and supervisors

You now have more control over employee document access. Any documents that are created during onboarding or uploaded to the Employee Documents screen in ESS can now be set to read only or full access for employees, managers or supervisors. This will allow you to control who can modify or delete existing documents and help eliminate issues with employees deleting historical documents that should remain on file.

Feature #4: Report improvements

The Pay Transactions Labor Audit Export now exports to Excel in a more usable format with the information in separate columns instead of in header rows. This is a great report for reviewing exactly what was entered in the timesheet for a specific payroll. It’s useful for troubleshooting labor, percent distribution and GL assignments.

iSolved also has added a new Paystub Report that can be scheduled each payroll. This report shows paystub information but does not include MICR line details for checks, so it cannot be used to print duplicate checks.

New and exciting features have been released in iSolved. We highlight each of these new features and how to use them below.

Feature #1: Reboarding
Rehired employees can use the reboarding feature to go through the self-onboarding process. This is an exciting feature because the tedious administrative processes involved in hiring will be expedited for previous employees of your company.

Here are a few things to know before using the reboarding feature:

• Employees must be terminated in iSolved and eligible for rehire to be offered the reboarding option.
• You will continue using the New Hire/Quick Hire Wizards to bring new employees into the system once they’ve completed onboarding, and the Rehire Wizard to bring rehired employees into the system once they’ve completed reboarding.
• Changes have been made to the Pending New Hires Dashboard to accommodate this feature. The dashboard has a new column titled ESS Account. It includes a link to quickly resend the account registration link to employees who didn’t register in time so they can log in and complete the onboarding/reboarding process.
• New employees who are in the onboarding process will appear on a separate tab from those rehires who are in the reboarding process.

You can access the reboarding option by clicking on Employee Maintenance in the left-hand navigation and then selecting General, as seen below.

Please make note that the iSolved Pending Employee Dashboard displayed below is where you will manage onboarding processes for both new hires and rehires.

Feature #2: Override address
You can now specify international addresses or military APO boxes as the employee override address. This feature is useful for clients whose employees are temporarily 1) deployed overseas in the military or 2) working in the U.S. but need their W-2s or check stubs mailed to an international address.

Here are a few things to know before using the override address feature:

• Each employee will still need a primary address in the U.S. since all payroll tax calculations require a residential geocode within the U.S.
• On the Employee General screen, the override address now will appear below the employee’s regular address if it is being used for paychecks or W-2s. This will make it much easier to identify when an employee has an override address in use.
• Employee profile reports also have been updated to include the override address.
• The Override Address, as shown below, has also been added to the Copy Employee Wizard, so it will be copied if you’re moving an employee from one legal company to another.

Feature #3: Frequency option for direct deposit accounts
Employees and administrative users can now specify a frequency when entering direct deposit account information. This allows an employee to deposit into a specific account for a specific payroll date. For example, an employee can choose to deposit in one account for their first payroll of the month and another account for their last payroll of the month.

As displayed in the screenshot below, Direct Deposit frequency will also be available in Report Writer, so it can be included on any custom reports that contain employee direct deposit information.

Feature #4: Automatically post gross up checks as manual checks

If you are an employer who pays cash or gives gift cards to employees, you now can create an additional check type that will gross up the net pay amount and automatically post that check as a manual check.

If you select the “Process as Gross Up” check option when adding the additional check type, you will see a new “Automatically post as manual” option. If the user selects that additional check type in time entry, the check will automatically be created as a manual check during payroll preview and process payroll.

This will calculate the taxes, the grossed up original pay amount that will result in the specified net pay, and reflect the checks as manual checks on the Payroll Register and Payroll Summary Reports.