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Employee Portal Features

The employee portal provides self-service access for employees to view their payroll information online. This guide explains what employees can access and how to use the employee portal features.

What Is the Employee Portal?

The employee portal is a secure area of ProPay WEB where employees can:

  • View their paystub history
  • Check year-to-date earnings
  • Access W-2 forms
  • Review hours worked
  • Print their own reports

Employees cannot enter hours or change their own information. They have view-only access to their personal payroll data.

Employee Login Process

Access the Login Page

Employees go to your ProPay WEB URL, which displays the main login screen with two options:

  • Employer Login - For business owners and payroll entry users
  • Employee Login - For employees accessing their own information

Employee Login Credentials

Username Format The employee username is always the 3-character company ID plus the 4-digit employee number.

Example:

  • Company ID: A26
  • Employee Number: 0999
  • Username: A260999

Initial Password The initial default password is the employee number plus the last 4 digits of the employee's Social Security number.

Example:

  • Employee Number: 0999
  • Last 4 of SSN: 9876
  • Default Password: 09999876

First-Time Login

When an employee logs in for the first time using the default password:

  1. Employee enters username and default password
  2. System detects default password
  3. System forces password change
  4. Employee must create a new password
  5. Employee re-logs in with new password

> Important: Only the employee should know their password. The password should not be revealed to the employer or payroll processor.

Security and Privacy

Employee passwords are:

  • Encrypted in the database
  • Never displayed to administrators
  • Known only to the employee
  • Required to be changed from default on first login

Available Reports

Once logged in, employees see a menu with a single option: REPORTS

Reports Menu

After clicking REPORTS, employees can access:

Pay Stub

  • View detailed pay information for any check
  • Shows gross pay, deductions, net pay
  • Displays hours worked and rates
  • Includes year-to-date totals

Hours Worked Detail

  • Lists all hours worked within selected date range
  • Shows regular hours, overtime hours
  • Breaks down hours by pay type
  • Useful for tracking time and attendance

YTD Earnings Summary

  • Year-to-date gross earnings
  • Total deductions by type
  • Net pay totals
  • Quarter-by-quarter breakdown

W-2 Forms

  • Access current and prior year W-2 forms
  • View on screen
  • Print for tax filing
  • Available when tax forms are published

Deduction Detail

  • Lists all deductions taken
  • Shows deduction amounts by date
  • Displays year-to-date deduction totals
  • Helpful for tracking benefits and withholdings

Tax Withholding Detail

  • Federal income tax withheld
  • State income tax withheld
  • FICA taxes (Social Security and Medicare)
  • Other tax withholdings

Generating Reports

To generate a report:

  1. Click REPORTS from the main menu
  2. Select the desired report from the list
  3. Choose date range or pay period if prompted
  4. Click Generate or View Report
  5. Review report on screen
  6. Click Print to print the report
  7. Click Export to save as PDF (if available)

Employee Portal Interface

Navigation Elements

Welcome Message Displays the employee's name (e.g., "Johnson, Helen") confirming successful login.

Reports Menu The only menu option available to employees. All employee functions are accessed through this menu.

Logout Always log out when finished to protect privacy, especially on shared computers.

User-Friendly Design

The employee portal is designed to be simple:

  • Clean, uncluttered interface
  • Only relevant options displayed
  • Clear report names
  • Easy navigation
  • No technical knowledge required

Common Employee Tasks

View Most Recent Paystub

  1. Log into employee portal
  2. Click REPORTS
  3. Select Pay Stub
  4. Select most recent pay date
  5. Click View Report
  6. Review or print as needed

Access W-2 Forms

  1. Log into employee portal
  2. Click REPORTS
  3. Select W-2 Forms
  4. Select the tax year
  5. Click View Report
  6. Print for tax preparation

W-2 forms are typically available by January 31st of the following year.

Check Year-to-Date Totals

  1. Log into employee portal
  2. Click REPORTS
  3. Select YTD Earnings Summary
  4. Review current year totals
  5. Print if needed for loan applications or other purposes

Review Hours Worked

  1. Log into employee portal
  2. Click REPORTS
  3. Select Hours Worked Detail
  4. Choose date range (e.g., current pay period, last month, year-to-date)
  5. Click View Report
  6. Verify hours are correct

Password Management

Changing Password

Employees can change their password at any time:

  1. Log into employee portal
  2. Look for Change Password or My Account option
  3. Enter current password
  4. Enter new password
  5. Confirm new password
  6. Click Save or Update

Forgot Password

If an employee forgets their password, an administrator with access code 0 must reset it:

  1. Administrator logs in to ProPay WEB.
  2. Go to Employees > Add or Change and select the employee.
  3. Click Reset Web Password.
  4. Inform the employee that their password has been reset to the default.
  5. Employee logs in with the default password and is forced to create a new one.

> Note: Administrators cannot retrieve the old password. They can only reset it to the default, forcing the employee to create a new one.

Disable Employee Access

If you need to prevent an employee from accessing ProPay WEB (for example, after termination):

  1. Administrator logs in to ProPay WEB.
  2. Go to Employees > Add or Change and select the employee.
  3. Click Disable next to the employee's web access.

The employee will no longer be able to log in until access is re-enabled through the same screen.

Privacy and Security

What Employees Can See

Employees can only access their own payroll information. They cannot:

  • View other employees' information
  • See company-wide payroll data
  • Access employer functions
  • Enter or modify hours
  • Change their personal information
  • Add or delete employees

What Employees Cannot Do

The employee portal is view-only. Employees cannot:

  • Enter payroll hours
  • Change their rate of pay
  • Modify deductions
  • Update their address or contact information
  • Access administrative functions

These actions must be performed by the employer or payroll processor.

Data Security

Employee data is protected by:

  • Secure HTTPS connections (if SSL is configured)
  • Individual password protection
  • Encrypted password storage
  • Session timeout after inactivity
  • No sharing of data between employees

Troubleshooting Employee Access

Cannot Log In

Problem: Employee cannot log in with username and password.

Possible Causes:

  • Incorrect username format
  • Wrong employee number
  • Incorrect company ID
  • Password typed incorrectly
  • Caps Lock is on

Solutions:

  • Verify username is Company ID + Employee Number (e.g., A260999)
  • Confirm employee number is 4 digits with leading zeros
  • Check company ID is exactly 3 characters
  • Try typing password carefully
  • Turn off Caps Lock
  • Contact administrator to reset password

Forgot Username

Problem: Employee doesn't know username.

Solution:

  • Username is always Company ID + Employee Number
  • Employer can provide this information
  • Format: 3-letter company code + 4-digit employee number
  • Example: ABC0123

Forgot Password

Problem: Employee cannot remember password.

Solution:

  • Contact employer or payroll processor
  • Administrator will reset password to default
  • Employee logs in with default password
  • Employee is forced to choose new password

No Reports Display

Problem: Reports menu is empty or reports don't load.

Possible Causes:

  • Employee has no payroll history yet
  • Network connectivity issue
  • Browser compatibility problem
  • Session timeout

Solutions:

  • Verify employee has been paid at least once
  • Refresh the page
  • Try a different browser
  • Log out and log back in
  • Contact technical support

W-2 Forms Not Available

Problem: Cannot find W-2 forms.

Possible Causes:

  • Tax year not yet processed
  • Forms not yet published by payroll processor
  • Employee started after tax year

Solutions:

  • W-2s available after January 31st
  • Contact payroll processor to verify forms are published
  • New employees won't have W-2 for years before employment

Best Practices for Employees

Security Tips

Use Strong Passwords

  • Choose passwords with 8+ characters
  • Mix uppercase, lowercase, numbers, and symbols
  • Avoid obvious passwords like birthdate or name
  • Don't use the same password for multiple sites

Protect Your Password

  • Never share password with anyone
  • Don't write password where others can see it
  • Change password if you suspect it's compromised
  • Don't use public computers for payroll access if possible

Safe Browsing

  • Always log out when finished
  • Close browser after logging out on shared computers
  • Don't save password in browser on shared computers
  • Verify the URL is correct before logging in

Getting Help

If employees need assistance:

First Contact - Employer

  • Basic login issues
  • Username or employee number questions
  • Password reset requests
  • General questions about reports

Second Contact - Payroll Processor

  • Technical access issues
  • Website not loading
  • Report data questions
  • Browser compatibility problems

Third Contact - Paysoft Support

  • ProPay WEB software issues
  • System errors or bugs
  • Feature questions

Benefits of Employee Self-Service

For Employees

Convenience

  • Access paystubs 24/7 from home
  • No waiting for printed checks to arrive
  • Immediate access to W-2 forms
  • No need to contact employer for routine information

Privacy

  • Review pay information privately
  • No need to ask employer for sensitive data
  • Secure access to personal information

Efficiency

  • Print only what you need
  • Access historical data anytime
  • Get W-2s immediately when available

For Employers

Reduced Workload

  • Fewer employee inquiries about pay
  • No printing and distributing paystubs
  • No mailing W-2 forms
  • Less time answering routine questions

Cost Savings

  • Reduced paper and printing costs
  • Lower postage expenses
  • Less administrative time

Employee Satisfaction

  • Modern, convenient service
  • Employee empowerment
  • Professional image

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