Q. How do I access my paystub and W-2 the first time?
Be sure your pop-up blocker is turned OFF, then go to www.flexchecks.com. Click on Login/Connect. Choose "My Paystub".
Have either a paystub or the following information ready:
o Your employer’s Flexchecks client code
o The date and net pay from a previous pay period.
NOTE: If you are a tipped employee, be sure to add the total tips to your net amount pay amount for the pay period you are choosing.
NOTE: If you received a non-taxcable reimbursement, subtract that amount from the net pay for the pay period you are choosing.
To create your log-in ID and password, click the red “create login” located under the login box. Click "continue". Follow the instructions inputting the requested information.
Q. What if I forgot my login name?
For security purposes, if you forgot your Login Name you must create a new login. Please see "How do I access my paystub and W-2 for the first time?"
Q. What if I forgot my password?
Simply click the "Forgot Password" on the login page. You will need to enter your Employer ID (this is the FlexChecks Client ID) and your Login Name.
If you have attempted to login three times and been unsuccessful, for security purposes you will need to create a new login. See FAQ #1.
I'm locked out. How can I get my Login Name and Password?
For security purposes, if you are locked out, you must create a new login. Please see "How do I access my paystub and W-2 for the first time?" under the Login section.
Adding a New Employee
Q. How Do I Calculate The Net Amount For An Employee's Check?
For Instructions Click here
Q. How do I add a new employee?
Employees must be added in the Payroll Entry screen. Click New Employees, Add Employee and complete the required fields, including Pay Group and click Save. Click the blue link for Pay Types and complete the Pay Type, units, hours and wage. This step must be completed to include the employee in the Payroll Entry screen.
Q. Why isn't my new employee displayed in the Payroll Entry Screen?
When entering a new employee, the Pay Type must be added to include the employee in the Payroll Entry screen.
Click New Employees in the Payroll Entry screen and click on the blue link of the employee name. Click the blue link for Pay Types and complete the Pay Type, units, hours and wage.
Q. How can I remove employees from the Employee Entry screen?
Employees must be “terminated” to be removed from the Payroll Entry screen. This information must be submitted to FlexChecks for completion. Please include a note in the Special Instructions box (located on the first screen of Payroll Entry) with your current payroll. The employee will not appear in the Payroll Entry screen when you start your next payroll.
Q. How do I change employee wages for the current payroll only?
While in the Payroll Entry screen, a wage for this payroll only may be entered in the Override Wage column. Be sure to check the “Total Pay” column for accuracy.
Q. How do I change employee wages permanently?
While in the Payroll Entry screen, click on the blue link for Pay Types under the employee name. Complete the Update Wage field for the appropriate Pay Type and click Save.
Q. Why can't I add or change employee information in Employee Review?
Employee Review is intended for “reviewing” information only. All employee information must be changed while entering a current payroll through Payroll Entry.
Q. How can I change employee tax exemptions?
Changing an employee’s tax exemption must be completed while in the Payroll Entry screen. Click on the blue link of the employee name while in Payroll Entry and the employee setup screen will open for editing.
Q. How can I change an employee's address?
Changing an employee’s address must be completed while in the Payroll Entry screen. Click on the blue link of the employee name while in Payroll Entry and the employee setup screen will open for editing.
Q. How can I add or change an employee's direct deposit information?
Adding or changing direct deposit information must be completed by FlexChecks. A Direct Deposit Authorization Form can be located on our website and should be submitted to FlexChecks with your payroll. A note can also be sent to FlexChecks during your payroll entry in the Special Instruction Note box.
NOTE: We are currently enhancing our online system to allow employers to add or change employee direct deposit. We expect this to be completed in the Fall, 2011.
Q. Why can't I see my reports online?
The first screen under Reports lists any special reports that have been set up with FlexChecks. If your payroll reports are not listed here, click on the blue link titled Legacy Reports (located on the upper right hand side) and select the Check Date of the reports you would like to view. If you current check date reports do not appear under Legacy Reports, please contact your Client Service Representative.
Q. I need a report that is not shown. How can I obtain it?
FlexChecks has the ability to upload many standard and custom reports to Online Payroll. Please contact your Client Service Representative to request any special report.
Q. Can I pay a bonus on a separate check?
Yes. On the enter pay data screen, choose the pay type for the bonus, enter a 1 in “Units”, the amount of the bonus in the “Override” column and an number other than 1 in the “Ck” column. Think of the “Ck” column as a check forms column. All line items with a 1 will be on the same check, line items with a 2 will be on their own check and so on. The multiple checks will all have the same check date. If you want the bonus checks to have a different check date, they will need to be processed in a separate pay run. Note: If you choose a check date that will be used for a future payroll, when the payroll is processed, the bonus checks will be included on the reports for that payroll.
Q. How do I upload my timekeeping file into CyberPay?
Go to Payroll Processing > Transfer Server Files. Click on “Transfer”. The system will download the file. Click OK to process your file.
Q. Can I process a bonus run outside of payroll?
Yes. We strongly recommend you date the checks outside of a normal pay date. This will keep the reports for a bonus run separate from a regular payroll. If you process the bonus checks and use a future payroll date, when the reports are printed for the regular payroll, it will include the bonus checks previously processed.
Q. Can I pay an employee with a live check this time instead of the usual direct deposit?
Yes. Once you have entered the employee’s pay on the “Enter Pay Data” screen, click the “Holds” button located at the bottom of the screen. First note in the upper right hand corner that the changes you make will only affect the Separate Check indicated in the box. The number you see is the number entered into the “Ck” column in the pay entry grid. CyberPay defaults to 1, but this may be changed when paying an employee with multiple check forms. Also see that radio buttons are clicked for “Affects This Pay Only” and for the name of the employee you are paying. Items that can be held are broken into categories. From left to right they are deductions, taxes, benefits, vacation and other. To hold an employee’s direct deposit for the current payroll, click the item in the “Other” column that says “All Direct Deposit”. A black bar appears around the item. Note: Nothing else in that column needs to be clicked, especially the “Use Flat Tax Rates”. Click “Save” and then “Close”.
Q. How can I skip deducting a particular deduction for this payroll only?
From the “Pay Data Entry” screen pay the employee who has the deduction you want held. Click the “Holds” button at the bottom of the screen. At the top of the box note that “Affects This Pay Only” is selected by default. Do not change this setting. To the right, the currently paid employee’s name is selected. If want to hold the deduction only for this employee do nothing. If you want to hold the deduction for all employees who have the deduction and are being paid, click the “All Employees” radio button. Next, in the “Deductions” column, click the name of the deduction you want held. A black bar appears around the item. Click “Save” and then “Close”.
Q. What if I forgot to pay someone?
You may create a manual pay item in CyberPay. To do this go to Payroll Processing -> Process Payroll. Set all of your pay groups to “No” except for the Manual pay group. Click “Enter Pay Data” button. Click the add button (last button in the row that starts with the magnifying glass) to add the employee you want to pay to the manual pay group. Select the employee from the drop down list and choose the pay type(s) to wish to use. Pay the employee as usual. In the “Manual Check” column type the number of the check you will be using to pay the employee. In the “Ck” column type in any number other than 1. If more lines of entry are required be sure to include the manual check number and ck and on each line. Close and calculate. The net amount of the check you will need to write to your employee appears on the register prior to processing. When processing payroll, turn your pay groups back on. The manual check will be included on your register prior to processing. When payroll is submitted and processed, the record for the manually paid employee will be updated.
Q. Why is my new or rehired employee not showing up when I enter pay data?
Go to the Pay tab of the employee set up screen. If recurring pay types are present, click the "Initialize" button which appears just above the recurring pay types grid. If recurring pay types have not been added, you will need to add them. To add recurring pay types, click the cell beneath the “Pay Group” heading of the grid. Select a pay group from the drop-down list. Next, click on the cell beneath the “Pay Type” heading. Select a pay type from the drop-down list. When you have finished adding recurring pay types, click the Initialize button.
Q. How do I change an employee’s social security number?
Social security numbers can only be changed by the payroll bureau. Please fax or email the request to FlexChecks and be sure to include the employee’s name, the incorrect number and the correct number.
Q. What if my bank’s routing number is not listed when I’m adding a direct deposit?
When the system is unable to locate the bank name you have entered, Cyber Pay will open a window and prompt you to add a routing number. Add the routing number, confirm it and set the prenote cycles to 1. Or if you realize you miskeyed the name, you may close this window by clicking the close button. A new bank can also be added by clicking the bank button and then clicking the new button. Type in the bank name (it may be an alpha name or the routing number for the bank), type in the routing number, confirm it, and set the prenote cycles to 1.
Q. How do I rehire an employee?
Go to the Employee Info tab of the employee set up screen. Check “Hide Inactive EE” at the bottom of the screen. All employees will now be visible in the selection list at the left. Locate the employee you wish to rehire. Check the Active box which appears above the employee’s social security number.
Q. How do I add extra withholding to an employee’s Federal, State or Local income tax?
From the “EE Taxes” tab of the employee set up screen, select the tax you wish to change from the drop-down box. In the “Extra Withholding” field, type in the extra dollar amount the employee wishes to have deducted.
Q. How do I deduct just a flat amount of income tax?
From the “EE Taxes” tab of the employee set up screen, select the tax you wish to change from the drop-down box. In the “Extra Withholding” field, enter the flat amount of tax to be deducted. Check the “Do Not Apply Table” box. You will be prompted to “set the Begin Applying Table Date.” The system automatically defaults to 2/15 of next year. This is the annual date the IRS requires employees claiming “exempt” to complete and submit a new W-4. If this date is changed to a date several years into the future the flat tax will continue to be deducted without tax table application. CyberPay will warn when an employee’s federal tax exemption has expired based on that date. Therefore, changing this date is not recommended.
Q. What if a deduction I want to add is not in my list?
Use one of the “Unnamed” deductions and send information to Flexchecks with the desired name of the deduction, the type (fixed amount or percentage?), and the frequency (permanent or one-time?). If an “unnamed” deduction is not available in your list, email your request to Flexchecks and the deduction will be set up for you.
Q. Can I view an employee’s paycheck?
Yes. Select the “Pay Item History” tab of the employee setup screen. Select the check you want to view by clicking on it. Click the “View Check” button.
Q. Can I save my files and reports to my computer while using Terminal Server?
You can export files and reports while logged in to Terminal Server to your own computer with a simple setup change. Complete instructions can be found here.
Q. How do I print to my printer while logged in to Terminal Server?
If you printer is not available when trying to print, you will need to install Thin Print on your computer. For complete instructions on how to install Thin Print, click here.
Q. I have a new computer that I need to access CyberPay Remote. What do I need to do?
You will need to install or have access to two applications:
For complete instructions on how to install both, click here.
If you would like FlexChecks to install these applications, complete the form found here and fax to our office.
Q. How can I access Online Flex as the administrator?
1. Go to www.flexchecks.com
2. Under Login/Connect, select Online Flex
3. Click on Employer Login
4. Login to your Online Flex account
a. User ID: CCCCadmin (CCCC=Client Code)
b. Password: email us if you no longer remember your password at firstname.lastname@example.org
Q. Can I ask an employee to pay us back if they spent more than they contributed upon separation?
No. Under no circumstances is it legal to withhold or request an employee pay the employer for the difference between the amount spent from and contributed to their Flexible Spending Account upon separation. This is a risk the employer takes when offering this benefit.
Q. What is the last day our employees have to submit reimbursement requests?
All requests for reimbursement must have services incurred by the last date of your plan year. Generally a 60 day forfeiture period is allowed from the end of your plan year to submit all requests.
For example, if your plan year is 1/1 through 12/31, all dates of service must be incurred within the date range of 1/1 through 12/31 and submitted for processing by 3/1 of the following year.
Your Plan Specifications may have amendments that extend these dates. For more information, please feel free to email us at email@example.com.
Q. What reports are available to me as the administrator?
Your access to Online Flex has a Reports tab, with a number of reports listed for your review. This includes the report Name as well as a Description of the report.
To run a report, click on the report Name listed in blue text. Then click the View link under the Results section. You may have to hit the Refresh button until the report has been generated. Click on the Report Name to open the report you generated.
The number one report we find helpful to employer groups is the Enrollee Account Balance report. This report can be found by clicking on the Enrollees link under the Request section.
Please feel free to contact us at any time if we can run and provide a report for you, we are more than happy to do so.
Q. How do I notify FlexChecks of a separation?
Complete the Employee Termination form found on our website at:
Or choose select the form below:
Click on the Administrator Forms tab, then choose Employee Termination.
Submit this form to us as soon as you are aware of a separation. It is important that FlexChecks is made aware of all separations immediately to prevent the employee from having access to their flex funds after separation.
Q. My employee cannot login to Online Flex, what can I do?
You have two options:
1. Send us an email to firstname.lastname@example.org notifying us which employee needs their Online Flex access reset. We will take care of it from there. Please be sure to include contact information for the employee (Full Name, Email and/or Phone Number).
2. Provide your employee our contact information and have them send us a request to have their Online Flex access reset:
a. Email: email@example.com
b. Phone: (616) 791-7900
We will take care of it from there.
Q. How can I review an employee’s available balance?
Login to Online Flex as the administrator. Click on the Employee tab. Enter the employee’s social security number in the Employee ID field, or click Advanced Search to find the employee. Confirm you are viewing the correct employee. Click on the Benefit Account link under the Accounts section on the left hand side of the screen. You can view the employees “Available Balance” in the Disb. Bal column.
For complete instructions on how to install both, click here.
If you would like FlexChecks to install these applications, complete the form found here (options) and fax to our office.
How do I install ThinPrint Utility?
Q. How can I view and access my computer when using Terminal Server?
Download "Setting up Remote Desktop, ThinPrint and Accessing Host Computer Drives on the Client's Computer" for complete instructions. >>Read More.
Q. How do I setup a Remote Desktop connection to access CyberPay?
FlexChecks, Inc. | 2930 Three Mile Rd NW | Grand Rapids, MI 49534 | (616) 791-7900