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Employer Portal Features

The employer portal provides business owners and authorized users with access to enter payroll, manage employees, and view reports through ProPay WEB. This guide explains the features available to employers and how to use the employer portal effectively.

What Is the Employer Portal?

The employer portal is the full-featured area of ProPay WEB where authorized users can:

  • Enter and submit payroll hours
  • Add new employees
  • Update employee information
  • View and print payroll reports
  • Access tax forms and compliance documents
  • Manage company settings (if authorized)

Unlike the employee portal, which is view-only, the employer portal allows data entry and modification.

Employer Login Process

Access the Login Page

Users go to your ProPay WEB URL and select the Employer Login option from the main login screen.

Login Credentials

Username Employer usernames are assigned by the payroll processor when setting up ProPay WEB access. Username format and requirements vary based on processor preferences.

Password The payroll processor provides a temporary password when first setting up an employer account. Users must change this password upon first login for security.

First-Time Login

When logging in for the first time:

  1. Enter temporary username and password provided by payroll processor
  2. System prompts for password change
  3. Create a strong new password
  4. Confirm the new password
  5. System logs you in with new credentials
  6. Future logins use the new password

Access Rights and Permissions

Different employer users can have different levels of access based on their role.

Access Levels

The payroll processor assigns one of these access rights when creating the user:

Level 1: Reports Only

  • View all reports
  • Cannot enter hours
  • Cannot modify employee data
  • Cannot submit payroll

Level 2: Reports and Change Employee Data

  • View all reports
  • Modify existing employee information
  • Cannot add new employees
  • Cannot enter payroll hours
  • Cannot submit payroll

Level 3: Reports, Change, and Add Employees

  • View all reports
  • Modify existing employee information
  • Add new employees
  • Cannot enter payroll hours
  • Cannot submit payroll

Level 4: Enter Payroll Hours Only

  • Enter payroll hours
  • Can submit payroll if has access to all departments
  • Limited or no report access
  • Cannot modify employee data

Level 5: Enter Hours and Access Reports

  • Enter payroll hours
  • Submit payroll if has access to all departments
  • View all reports
  • Cannot modify employee data

Level 6: Change and Add Employees

  • Modify existing employees
  • Add new employees
  • Cannot enter payroll hours
  • Cannot submit payroll

Level 9: Unrestricted Access

  • All employer functions available
  • Enter payroll hours
  • Submit payroll if has access to all departments
  • Add and modify employees
  • View all reports
  • Full access to all features

Level 0: Administrator

  • All Level 9 functions
  • Plus ability to manage other web users
  • Add, modify, or delete employer users
  • Reset passwords
  • Assign access rights

> Important: Only users with access to ALL departments can submit payroll to the payroll processor. Users restricted to specific departments can enter data but cannot submit.

Main Menu Options

After logging in, employers see menu options based on their access rights:

Payroll Entry

Enter Hours

  • Enter regular hours, overtime, and other pay types
  • Record hours for hourly employees
  • Enter salary amounts for salaried employees
  • Specify dates and pay periods
  • Add memo notes if needed

Review Payroll

  • View entered hours before submission
  • Verify calculations
  • Check for errors or omissions
  • Make corrections as needed

Submit Payroll

  • Submit completed payroll to processor
  • Confirm submission
  • Receive confirmation message
  • Note submission time and date

Employee Management

Add New Employee

  • Enter employee personal information
  • Set up pay rate and frequency
  • Configure deductions and withholdings
  • Assign department (if applicable)
  • Save employee record

Change Employee

  • Update employee address or contact information
  • Modify pay rate
  • Change withholding elections
  • Update deductions
  • Activate or inactivate employees

View Employee List

  • See all active employees
  • Filter by department
  • Sort by name or number
  • Quick access to employee details

Reports

Payroll Reports

  • Gross to net summaries
  • Payroll registers
  • Department reports
  • Cost center analysis

Employee Reports

  • Individual employee earnings
  • Pay history by employee
  • Hours worked detail
  • Deduction summaries

Tax Reports

  • Quarterly tax summaries
  • Annual tax reports
  • W-2 forms (when available)
  • 941 worksheets

Management Reports

  • Labor cost analysis
  • Department cost summaries
  • Budget comparisons
  • Year-over-year analysis

Account Management (if authorized)

User Management

  • Add employer users
  • Modify user access rights
  • Reset user passwords
  • Deactivate users

Company Settings

  • Update company information
  • Configure pay frequencies
  • Set up departments
  • Manage company logo

Common Employer Tasks

Enter and Submit Payroll

  1. Log into employer portal
  2. Click Payroll Entry or Enter Hours
  3. Select pay period or pay date
  4. For each employee:
    • Enter regular hours
    • Enter overtime hours if applicable
    • Add any bonus or commission amounts
    • Enter memo notes if needed
    1. Review all entries for accuracy
    2. Click Save or Calculate Payroll
    3. Review payroll summary
    4. Click Submit Payroll
    5. Confirm submission
    6. Note confirmation number for your records

    Add a New Employee

    1. Log into employer portal
    2. Click Employee Management or Add New Employee
    3. Enter required information:
      • First name, middle initial, last name
      • Social Security number
      • Address and contact information
      • Birth date (if required)
      • Hire date
      1. Set up pay information:
        • Pay rate
        • Pay frequency
        • Pay type (hourly/salary)
        • Department (if applicable)
        1. Configure withholdings:
          • Federal withholding elections
          • State withholding elections
          • Other tax information
          1. Set up deductions if applicable:
            • Health insurance
            • Retirement contributions
            • Other voluntary deductions
            1. Click Save or Add Employee
            2. Verify employee appears in employee list

            Update Employee Information

            1. Log into employer portal
            2. Click Employee Management or Change Employee
            3. Search for or select the employee
            4. Employee record displays
            5. Modify needed information:
              • Address changes
              • Pay rate changes
              • Withholding updates
              • Deduction changes
              1. Click Save or Update
              2. Confirm changes saved successfully

              View Payroll Reports

              1. Log into employer portal
              2. Click Reports
              3. Select report category
              4. Choose specific report
              5. Select date range or pay period
              6. Add any filters (department, employee, etc.)
              7. Click Generate Report or View
              8. Review report on screen
              9. Print or export if needed

              Departmental Access

              For companies using departments, users can be restricted to specific departments.

              How Departmental Access Works

              All Departments Access

              • User can view and enter data for all departments
              • Can submit payroll
              • Full visibility across the company

              Specific Department Access

              • User only sees employees in assigned department(s)
              • Can enter data only for assigned department
              • Cannot submit payroll (only view/enter for their department)
              • Maintains departmental privacy

              Use Cases for Departmental Access

              Department Managers

              • Each manager enters hours for their department only
              • Cannot access other departments
              • Cannot submit final payroll

              Separate Ownership

              • Owners of different departments as separate entities
              • Each owner has access only to their department
              • Maintains confidentiality between departments

              Privacy Requirements

              • Executive compensation separate from regular staff
              • Sensitive positions isolated from general access

              > Note: At least one user with unrestricted access (all departments) must exist to submit payroll to the processor.

              Tips for Effective Portal Use

              Accuracy Tips

              Double-Check Hours

              • Review all hours before submitting
              • Verify overtime calculations
              • Check for decimal entry errors (7.5 not 75)
              • Confirm pay period dates are correct

              Employee Information

              • Keep addresses current for tax reporting
              • Update withholding when employees notify changes
              • Review Social Security numbers for accuracy
              • Maintain correct hire and termination dates

              Regular Review

              • Review reports monthly for accuracy
              • Check year-to-date totals quarterly
              • Verify tax withholding amounts
              • Compare to budget projections

              Efficiency Tips

              Establish a Routine

              • Enter payroll on the same day each pay period
              • Submit by your processor's deadline
              • Review reports at consistent intervals
              • Keep a payroll calendar

              Use Templates

              • For salaried employees, previous pay copies forward
              • Use memo fields for recurring notes
              • Set up standard deduction amounts
              • Create employee groups by department

              Save Frequently

              • Save work periodically while entering hours
              • Don't lose data due to timeouts
              • Take breaks during long payroll entry sessions

              Security Tips

              Protect Login Credentials

              • Never share your password
              • Use strong, unique passwords
              • Change password regularly
              • Don't write password where others can see

              Log Out

              • Always log out when finished
              • Especially important on shared computers
              • Close browser after logging out
              • Lock computer when stepping away

              Limit Access

              • Only give web access to users who need it
              • Assign appropriate permission levels
              • Review user access quarterly
              • Remove access for terminated employees immediately

              Troubleshooting Common Issues

              Cannot Submit Payroll

              Problem: Submit button is grayed out or not available.

              Possible Causes:

              • User doesn't have access to all departments
              • Access rights don't include payroll submission
              • Payroll not fully calculated
              • Missing required information

              Solutions:

              • Verify user has access to all departments
              • Contact administrator to adjust access rights
              • Click Calculate or Review Payroll first
              • Fill in all required fields

              Changes Don't Save

              Problem: Employee updates or payroll entries don't save.

              Possible Causes:

              • Session timeout due to inactivity
              • Network connectivity issue
              • Browser compatibility problem
              • Validation errors in data

              Solutions:

              • Log out and log back in
              • Check internet connection
              • Try a different browser
              • Review error messages for required fields
              • Save more frequently

              Cannot See All Employees

              Problem: Employee list is incomplete.

              Possible Causes:

              • User has departmental restrictions
              • Viewing only active employees
              • Filter is applied
              • Employees in different company ID

              Solutions:

              • Check department access with administrator
              • Select "All Employees" instead of "Active Only"
              • Clear any filters
              • Verify correct company is selected

              Reports Show Wrong Information

              Problem: Reports display incorrect or unexpected data.

              Possible Causes:

              • Wrong date range selected
              • Viewing different company
              • Data not yet processed
              • Filter applied incorrectly

              Solutions:

              • Verify date range matches intended period
              • Check company ID is correct
              • Allow time for processor to finalize data
              • Clear filters and try again
              • Contact payroll processor if data is truly incorrect

              Getting Help

              First Contact: Payroll Processor

              Contact your payroll processor for:

              • Login credentials or password resets
              • Access rights questions or changes
              • User management assistance
              • Questions about data or reports
              • Submission deadlines
              • Payroll processing questions

              Second Contact: Paysoft Support

              Contact Paysoft for:

              • Technical issues with ProPay WEB software
              • Browser compatibility problems
              • System errors or bugs
              • Feature questions

              Benefits of the Employer Portal

              Time Savings

              Convenient Entry

              • Enter payroll 24/7 from anywhere
              • No need to call or fax hours
              • No scheduling conflicts with processor hours
              • Immediate access to reports

              Reduced Phone Time

              • Fewer calls to processor
              • No playing phone tag
              • No waiting on hold
              • Email or online submission instead of calls

              Cost Savings

              Lower Processing Costs

              • Potential discounts for online submission
              • Reduced processor data entry time
              • Fewer errors from miscommunication

              Reduced Administrative Time

              • Less time gathering and transmitting data
              • Immediate access eliminates wait time
              • Streamlined process

              Improved Accuracy

              Real-Time Validation

              • System checks for errors immediately
              • Prompts for missing information
              • Calculates totals automatically
              • Reduces math errors

              Better Data Quality

              • You enter your own data accurately
              • No transcription errors
              • Immediate error detection
              • Review before submission

              Better Control

              Flexibility

              • Make changes until submission deadline
              • Review and revise as needed
              • Access historical data anytime
              • Run reports on demand

              Visibility

              • See all payroll data in real-time
              • Track labor costs immediately
              • Compare to budgets instantly
              • Make informed decisions quickly

              Related Topics

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