RDS Regional Data Services, Inc.

products > employee access

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Employee Access General Information

Regional Data Services Employee Access Software provides employees access to their payroll information online. View pay stub information, W-4 information, benefits, leave, track license and contracts. Create PDF documents for a single pay stub or by a selected date range. Employers can have messages displayed for all employees or by class, job or location. Save money by eliminating printing and delivering Direct Deposit Advices.

features:

- Reduces phone calls to the payroll department

	• Centralized database
	• Exception-based processing
	• Interfaces directly into financial system
	• Define up to 14 user-defined leave categories
	• System-defined tax tables for federal, state, county, EIC, FICA and Medicare
	• Define up to 14 user-defined pension categories
	• System-defined ACH file specifications
	• Define over 200 employee deductions
	• Deduction adjustment maintenance allows for identifying one-time deduction adjustments
	• Control start and end dates as well as individual employee deduction limits
	• User-defined tables for pay classes, job codes, absence reasons, direct deposit bank codes, ethnicity, pay/work locations, leave reasons, etc.
	• Set up multiple pay schedules
	• Paychecks/direct deposits can be created on pre-printed forms as well as laser-generated forms
	• Employer matching shares of 403B, 401A, VEBA,etc. can be generated during check production
	• Automated processing of savings bonds to the Federal Reserve
	• Option to generate leave accruals based on hire date
	• Pay an employee out of up to ten different budget accounts using a single employee number
	• An employee can have multiple pay classifications, job codes and/or work locations using a single employee number
	• Automatic pay docking based upon salary, hourly and/or daily docking factors
	• Employee lookup can have multiple pay classifications, job codes and/or work locations using a single employee number
	• Generate net pay and/or partial direct deposits
	• Garnishments including bankruptcy, child support, tax levy and regular garnishments can be easily setup and tracked
	• Print messages on checks and direct deposits for all employees or specialized messages by group or individual employee(s)
	• Pending payroll changes such as pay classes, work locations, budget account numbers, deductions, etc. can be entered in advance and triggered by a future payroll date
	• Provides for either remote or central input or daily attendance and/or hours worked
	• Automatic payment of substitutes
	• Calculate an individual employee's pay with the option to print a manual check/direct deposit
	• A historical snapshot of each paycheck/direct deposit is created
	• Record third party sick pay, uncollected FICA/Medicare, or other types of history adjustments
	• Electronic or manual check reconciliation
	• Full management of early retirement pay
	• Produces all pension-related reports and magnetic media
	• Federal and state reports including magnetic media (i.e., W2's, 1099-R's, WH-3, 941 and Schedule B, 945, P-31, DOE-CP)
	• Extensive employee reports, letters and labels
	• Quickly enter various fields of information through the powerful database management module
	• Enter field trips and automatically assign to drivers
	• Audit trail of critical payroll data modifications

- If an employee forgets their password, a temporary password is emailed after they correctly answer the security question they initially created

- Specify cutoff dates for displaying payroll information

- Administrators can specify a custom logo, which is printed on pay stubs

- Administrators can choose to show or not show leave, benefits, licenses and contracts to employees

- View usage by unique users by date

- User logins are created from a randomly generated activation code that is passed to the employee then the employee creates their own login

- Employees have the ability to change their own password, security question and email address

- Customized messages can be defined by date range to send to employees

- The Useful Links Page provides administrators with the ability to specify links to external documents or web sites

- Email notifications can be generated and tracked for new pay stub information

employer advantages:

- Reduces or eliminates the costs of printing and postage for direct deposit advices

- Eliminates the need to look up and print previous pay stubs

- Reads data directly from existing iSeries payroll system eliminating any data exporting

- All data is stored securely on the customer's existing iSeries

- A simple method is provided creating login access to employees

- Employees create and maintain their own login account

- No changes to the current payroll process are needed

- Includes many customization options

- Includes a messaging feature, which displays messages to: all employees, employees by location, employees by job, by custom group, or to one employee

- Employees can view vital payroll information such as W-4, benefits, leave balances, teacher licenses and contracts

- Display an alert message for licenses that are going to expire

- Employees can review and approve contracts, also a report listing the employes who have or have not approved their contracts

- Intuitive interface requires little or no training for employees

employee advantages:

- 24-hour access to payroll information

- Access payroll information for multiple jobs or pay classifications with one login

- View historical payroll information, for one pay stub or totals for a date range

- Employees can automatically receive email notification of new pay stubs sent to the email address of their choice

- PDF versions of all reports which can be printed, saved or emailed

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Frequently Asked Questions

Q. Do I have to download any data or spool files for updating my pay stub information?

A. No, the employee information is directly accessed from your current database.

Q. Would employees need any special training to access their pay information?

A. No, this intuitive module comes with help screens to help answer any questions.

Q. I like everything I see about the software but would it be possible to try it out on selected employees?

A. Yes, RDS is so confident in the software that we would be willing to install and train you on the software for a free thirty day trial

Q. Since budgeting is a big issue how can I show the finance department that the employee access software can save us money?

A. We developed a ROI Spread Sheet that will help calculate your potential savings.

Q. How long does it take to set up and train administrators to use the software?

A. Usually it takes around an hour for set up and training.