Viewing and Editing Employee Information

To enter or change the dependent information:

1. To add a new dependent, click the + Add Dependent button at the bottom of the Dependents section.

   • Enter the first name of the dependent in the First Name field.

   • If desired, enter the middle name of the dependent in the Middle Name field.

   • Enter the last name of the dependent in the Last Name field.

   • If applicable, enter the suffix (such as Jr. or Sr.) for the dependent in the Suffix field.

   • If desired, enter the relationship with the dependent (such as Child, Daughter, Husband, Son, or Wife) in the Relationship field.

   • If desired, enter the sex (Female or Male) of the dependent in the Gender field.

   • If desired, enter the dependent’s social security number in the Social Security Number field.

     Tip: The system will automatically add the dashes.

   • If desired, enter the dependent’s date of birth in the Birth Date field.

   • Click the Save button.

2. To change the information for an existing dependent, click the More (…) button located to the right of the dependent and select Edit. Make the desired changes, and then click the Save button.

3. To remove an existing dependent, click the More (…) button located to the right of the dependent and select Delete; when prompted, click the Delete button.

4. Depending on the settings defined in the Web Link Setup Options, the dependent changes will either be updated automatically in the Employee File or else will show as pending while waiting for the change to be processed by the Business Office.

To enter or change the direct deposit information:

1. To add a new direct deposit split, click the + Add Direct Deposit button at the bottom of the Direct Deposit section.

   • Enter the appropriate type for the direct deposit item in the Direct Deposit Type field:

     • Balance - to deposit the remaining balance of the paycheck.

     • Fixed - to deposit a designated dollar amount.

     • Percent - to deposit a percent of net wages.

     Note:  If there is a portion of a paycheck that is remaining (not designated) after all the other direct deposit splits are processed, a check will automatically be issued to the employee for that amount. For example, if there is not a direct deposit item with a type of Balance defined for the employee, the remainder of the paycheck will automatically be issued as a check to the employee.

   • Enter the unique routing number (without dashes) for the bank where the account is held in the ABA Routing Number field. The routing number is nine digits and is assigned to a bank by the American Bankers Association.

   • Enter the account number for the checking or savings account in the Account Number field.

   • Enter the applicable type of the account (Checking or Savings) in the Account Type field.

   • If Fixed or Percent is specified in the Direct Deposit Type field, the Amount or Percentage section is enabled and displays one or more of the following fields:  Every Pay Period and Week 1-5 (as designated in the Web Link Setup Options). If applicable, enter the fixed dollar amount or percentage to deposit in the appropriate pay period field in the Amount or Percentage section. If the direct deposit item should be processed each pay period, enter the amount in the Every Pay Period field. If there are multiple payrolls in one month and the direct deposit item should only be processed on a specific week, enter the amount in the appropriate Week 1-5 field. For example, if the direct deposit item should only be processed the second week of the month, enter the amount in the Week 2 field.  

     Tip:  If Balance is specified in the Direct Deposit Type field, the Amount or Percentage section is disabled as the remainder of the check (or entire check, if there is only direct deposit item) will be deposited.

   • If Fixed or Percent is specified in the Direct Deposit Type field, the Sequence field is enabled. If applicable, enter the sequence number (from 1 to 998) for the order the direct deposit split should be processed in the Sequence field.

     Tip:  If Balance is specified in the Direct Deposit Type field, the Sequence field is disabled with 999 displayed for the sequence number as it will be the last direct deposit split processed.

   • If desired, enter any additional information for the direct deposit item (such as any additional notes to communicate to the Business Office for the direct deposit) in the Comments field.

   • Click the Save button.

2. To change the information for an existing direct deposit split, click the More (…) button located to the right of the direct deposit and select Edit. Make the desired changes, and then click the Save button.

3. To remove an existing direct deposit split, click the More (…) button located to the right of the direct deposit and select Delete; when prompted, click the Delete button.

4. The direct deposit changes will show as pending while waiting for the change to be processed by the Business Office.

To enter or change the emergency contacts:

1. To add a new contact, click the + Add Emergency Contact button at the bottom of the Emergency Contacts section.

   • Enter the number (from 1 to 10) for the order in which to contact the person in the Contact Order field.

   • Enter the name of the emergency contact in the Name field.

   • Enter the relationship with the emergency contact (such as Father, Husband, Mother, or Wife) in the Relationship field.

   • Enter up to two phone numbers for the emergency contact in the Primary Phone Number and Secondary Phone Number fields.

     Tip: The system will automatically add the dashes (and X for an extension) if applicable.

   • Click the Save button.

2. To change the information for an emergency contact, click the More (…) button located to the right of the contact and select Edit. Make the desired changes, and then click the Save button.

3. To remove an existing emergency contact, click the More (…) button located to the right of the contact and select Delete; when prompted, click the Delete button.

4. Depending on the settings defined in the Web Link Setup Options, the emergency contact changes will either be updated automatically in the Employee File or else will show as pending while waiting for the change to be processed by the Business Office.

To complete and submit a new W4:

1. Click the + Add Federal W4 button at the bottom of the Submitted Federal W4s section.

2. On the Federal W4 screen, select the calendar year for the federal W4 form to complete in the Year field.

   Note: Only the current year (and future year if the W4 has already been released) can be utilized.

3. The federal W4 form for the designated year appears on the screen.

4. Complete the federal W4 form following the instructions provided by the Internal Revenue Service.

   Tip: To view the Internal Revenue Service instructions for the W4 form, click the View button at the top of the screen.

   • In the section for Step 1, the name, address, and social security number will automatically populate in the appropriate boxes and cannot be changed; complete the remaining fields/boxes in the section.

   • Complete the fields/boxes in the sections for Step 2, Step 3, and Step 4.

5. If applicable, select the Nonresident Alien field located towards the bottom of the screen (under the form).

6. Enter any additional information to provide to the Business Office regarding the W4 submission in the Comments field if needed.

7. Select the I Agree field in the Step 5. Agreement section.

8. Click the Save button.

9. The federal W4 changes will show as pending while waiting for the change to be processed by the Business Office.

To enter or change the medical information and medical contacts:

1. To enter or change the allergies, blood type, or medical conditions, click the More (…) button in the upper right corner of the Medical Information section and select Edit.

   • If applicable, enter a description for any allergies in the Allergies field.

   • If known, enter the blood type in the Blood Type field.

   • If applicable, enter a description for any medical conditions in the Medical Conditions field.

   • Click the Save button.

2. To add a new medical contact, click the + Add Medical Contact button at the bottom of the Medical Contacts section.

   • Enter the name of a preferred doctor in the Doctor field.

   • Enter the phone number for the doctor in the Phone Number field.

     Tip: The system will automatically add the dashes (and X for an extension) if applicable.

   • If needed, enter any additional information to track for the medical contact in the Comments field.

   • Click the Save button.

3. To change the information for a medical contact, click the More (…) button located to the right of the contact and select Edit. Make the desired changes, and then click the Save button.

4. To remove an existing medical contact, click the More (…) button located to the right of the contact and select Delete; when prompted, click the Delete button.

5. Depending on the settings defined in the Web Link Setup Options, the medical information and medical contact changes will either be updated automatically in the Employee File or else will show as pending while waiting for the change to be processed by the Business Office.