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Setting up iwork to handle your payroll

Last Updated: Jan 01, 2012 09:47AM EST

Would you like iwork to be able to calculate your payroll for you? Well you are in luck! With a couple simple steps, iwork can start calculating your payroll on a daily, weekly, bi-weekly, monthly or even longer term basis for you.

Follow these simple steps to get things setup:
1. Setup your payrates
2. Associate a default payrate with each of your positions
3. Customize your payrates for each individual employee (optional)
4. Printing or saving your payroll report

Setup your payrates

Payrates represent all the possible rates at which you pay your employees. They are then tied to either positions or individual employees, but don't worry about that at this step - when you are setting up your payrates, we just want to ensure we have a list of all the possible payrates so we can use them later on.

Step 1 Take a moment to consider how you want to setup your payrates. Here are some common examples:

For an aquatics team

Lifeguard - $11.00 per hour
Head Lifeguard - $12.00 per hour
Instructor - $13.00 per hour
Staff Meeting - $10.00 per hour

For a restaurant:

Dishwasher - $10.00 per hour
Waiter / Waitress - $11.00 per hour
Host / Hostess - $12.00 per hour
Bartender - $15.00 per hour

Step 2 Go to the Employers -> Setup -> Payrates page.

You will see an add payrate box, and all your current payrates listed (if you've previously setup any).

Step 3 Enter the name of your first payrate, and select the appropriate hourly wage.

Note: Names cannot be blank or be the same as any other payrate

Step 4 Click the Save New Payrate button.

You will see your payrate appear below in the current payrates table.

Repeat Steps 3 & 4 for all your payrates.

Note: If you make a mistake - you can always click the edit link beside the payrate in the Current payrates table and modify either the name or the hourly rate.

Note: You can't currently delete a payrate, but if you no longer need a specific payrate - you can click the disable link. In the future, if you need that particular payrate back, you can always re-enable it. A disabled payrate will not be available on any other page throughout iwork.

Be careful! When you disable a payrate - any positions or employees that have been set to use that payrate will be reset to having no payrate set.

Associate a default payrate with each of your positions

Now that you've created all your payrates, you need to associate them with your positions (which you've previously created when you setup your staff team). Follow these steps:

Step 1 Go to the Employers -> Setup -> Positions page

Step 2 Scroll down to your current positions list - and click the edit link beside the Position you'd like to set the default payrate on.

Step 3 Select the default payrate from the list (you'll notice this contains all the payrates you previously created).

Step 4 Click Save Changes


Now you can continue onto pulling your payroll reports - and whenever an employee is working one of these positions, this default payrate will be applied.

Customize your payrates for individual employees (optional)

For many staff teams this step may be unnecessary. For example, if all your employees working as a Waiter get paid the same payrate, then you don't need to customize this for each employee. You've already setup the Waiter payrate above, and then associated that payrate with the Waiter position. If however, each of your employees get paid a different rate while working in the Waiter position - then you'll want to take this additional step to customize their payrate. For example this may happen if you give each Waiter a $0.50 raise for each year of employment - so your position is "Waiter", and your payrates may be defined as "Waiter - year 1", "Waiter - year 2", "Waiter - year 3". In this case, you'll want to setup all 3 payrates, associate Waiter - year 1 as the default payrate, and then follow these steps to customize the payrate for the specific employees who may need the year 2 or year 3 rate:

Step 1 Go to the Employers -> Setup -> Eligibility page.

Step 2 Beside each employee, and the position they are eligible for - you will see a payrate.

Note: This will always be set to the default payrate to start with, unless you have previously changed it.

Note: The default payrate for a position is indicated with an asterisk "*".

Step 3 Select the payrate you'd like for the individual employee and position, and click the Save Eligibility button.


Now whenever you pull your payroll reports, this specific payrate will be used for that specific employee.

Note: If you change the default payrate associated with a position - it will change the default for all employees currently set to the default - but not for the ones that have had a custom payrate set.

Note: If you want to switch an employee back to the default - either select the default rate (the one with an asterisk) or select "No payrate set" - both will have the same effect of resetting the employee to the default payrate.

Printing or saving your payroll report

Now that you've got all your payrate information setup, printing or saving your payroll report is the easiest part.

Step 1. Go to the Employers -> Reports -> Payroll report

Step 2 Select the staff members you'd like to use in your payroll report (most often we would expect you to pull the report for all staff)

Step 3 Select the start and end date for your payroll report (this is the period for which you want to submit payroll).

Step 4 Click the display button.

You will see a summary table of each employee, by position with their total hours worked in that position, the payrate (either their custom payrate or the default payrate for that position) and their total pay

To export this payroll report into Excel, simply click the "Export CSV" button and you'll be able to download a CSV file of the exact same information.

Note: If you would prefer the payroll report in a different format - send us your sample format, and we can most likely make a report to match your report.

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