Can you help with worker’s comp audits? Keystone Payroll does not complete any audit forms for our clients. However, we can help compile necessary payroll reports for your workers comp audit for you or your auditor. If you want your auditor to come directly to us, we will need your permission to release any payroll information. There is a fee to compile the reports for your workers comp audit that will be billed with your next payroll.
How do I add a new administrator to my account? To add an administrator to your account please email payroll@keystonepayroll.com with the administrator’s name, email address, title, and what you would like them to have access to.
If you have questions please contact a Customer Service Representative at 814-234-2272.
How do I sign up for electronic w-2s? If you would like your employees to have the option to choose an electronic W-2, please contact the office at 814-234-2272 or email your processing team at payroll@keystonepayroll.com.
After a customer service representative activates this option for you, the employee will see a pop up screen when they login to their account to accept or decline an electronic W2.
Per IRS laws, you cannot force your employees to receive an electronic W-2.
How do I remove access to electronic w-2s? Navigate to Employee Management > Employee Management . General.
Select the employee who would like to withdraw the consent.
In the right hand corner you will see Electronic Consent.
Put in the date the employee has asked for it to be removed in YE Consent withdrawn and select Save.
What is the deadline for processing payroll? The deadline for processing payroll is 2:00pm EST, two business banking days before your check date.
How do you reset an employee? If you are an Employee having trouble logging into your Self Service Account you will need to contact your company’s payroll administrator for assistance with logging in.
Payroll Administrators, you will navigate in iSolved to Employee Management > Employee Maintenance > General.
In the lower right hand corner you will see Self Service Information with a place for the employee’s email address.
If the employee is locked out, you will uncheck the “Self Service Account Locked” and select Save in the dark blue box in the top left hand corner.
If the employee needs completely reset, you would uncheck the “Enable Self Service Access” and select Save. Once you have saved, you will need to recheck the “Enable Self Service Access” and select Save again. This will generate a new email for that employee to set up their employee self-service account
How do I terminate an employee? To terminate an employee, you will navigate to Employee Management > Employee Maintenance > General.
Choose the employee you would like to terminate. In the dark blue box in the top left hand corner, select Terminate. Once you select Terminate, you will be directed to another screen where you will select the date and reason for termination.
You will be able to run a Termination Report that displays all earnings, deductions, and any leave accrual balance.
In the bottom left hand corner, you also have the option to Inactivate All Direct Deposit Accounts.
If your company has benefits, it will also allow you to choose Stop Dates for each benefit plan.
Once you have filled out all necessary information, select Save in the left hand corner.
How do I change an employee’s email address? Navigate to Employee Management > Employee Maintenance > General.
In the lower right hand corner you will see Self Service Information with a place for the employees email address.
You will have to uncheck the Enable Self Service Access and select Save, add the new email address and select Save again.
The employee will then receive a link to set up their self-service account using the new email address.
How do I set up a garnishment? Please contact a Customer Service Representative to set up an initial garnishment at payroll@keystonepayroll.com or 814-234-2272.
How do I access my reports? Once you are logged in to your account, navigate to Reporting from the side bar menu.
You will have several options to choose from.
• If you are looking for payroll reports from recently generated payroll, you will navigate to Report Archive
• If you would like to print copies of your payroll reports, it would be easiest to select Continuous Report Archive. You will be able to select the particular reports you want printed and create a file that will allow you to print these reports all at one time.
• If you are looking for Quarterly Reports (such as your 940, 941s or unemployment filings), you will select Quarterly Reports on Demand.
• Client Reports, Date Range Reports, and Reports On-Demand give you over 300 standard reports that can be run in PDF or Excel.
• Use Report Writer to make your own custom report.
How do I add or change a deduction amount? Employee deductions can be updated under Employee Management Employee Pay Deductions
Once you make sure you have chosen the correct employee, you will see a list of deductions on the left.
Choose the particular deduction you would like to add. Add the amount that you would like to be taken on the right hand side.
If you would like the deduction to take immediately a start date does not need to be added. If you would like it to start in the future, make sure the date you put in falls in the pay period in which you want it to be effective.
If you are using the Benefit Module, these directions do not apply. Please contact benefits@keystonepayroll.com with questions on how to add your benefits.
How do I change an employee’s pay rate? Employee pay rate can be updated under Employee Management > Employee Pay > Salary.
As a rule of thumb, click "Add New" when making changes - this will allow you to keep track of all past salary changes.
If you are making a pay rate change that should be effective immediately, choose Record Type: "Current Change." Once you have entered the new rate information, click Save. Keep in mind if you change the rate during a pay period, it will reflect that rate for the entire pay period.
If you wish to schedule an update for future raises, choose Record Type: "Future Change.” Please keep in mind when making a future change, that the increase will happen on the next pay and will reflect the entire pay period.
How do I view a single check? To preview a check, navigate to Employee Self Service > Pay History. Select the particular check you would like to print. In the left hand corner in the dark blue bar you will see View/Print Pay Stub.
To access previous years’ checks, you can toggle between years in the left hand corner right below Pay History.
How do I preview a check after making a change to an employee? Navigate to Payroll Processing > Payroll Entry > Individual Time Entry Grid.
Select the employee’s name and check you would like to Preview.
In the dark blue box in the left hand corner select Preview Check.
How do I print prior paystubs? To print prior paystubs, navigate to Employee Self Service > Pay History.
Select the correct employee.
There will be a running list of employee checks. If you would like to preview previous years check, you will toggle in the left hand corner to the specific year.
How do I void a check? To void a check you will navigate to Payroll Processing > Payroll Entry > Individual Time Entry Grid.
Select the employee you would like to void the check for.
Select Add New in the dark blue box in the left hand corner.
In Check Type, toggle to Void Check.
Select the check you would like to void from the Original Check drop-down menu.
Check/Uncheck “include Direct Deposit Reveral” (If you “include Direct Deposit Reversal, iSolved will pull the funds from the employees bank account for the net amount being voided when the next payroll is processed)
Please contact payroll@keystonepayroll.com if you are trying to void a check in a previous quarter. DO NOT void it until you have spoken to a Keystone Payroll Customer Service Representative!!
How do I add a line to time entry grid? Please make sure you are on the correct pay item you would like to add an additional item to.
On your keyboard, you would then select and hold down the Ctrl Button while pushing Insert at the same time.
How do I override an employee’s rate in the time entry grid? To override an employee’s rate, navigate to Payroll Processing > Payroll Entry > Individual Time entry Grid.
Select the earning that you would like to override the rate. Once you enter the hours, move your cursor over to the Override Rate column. (You will find this by looking at the dark gray box in the time entry grid).
Once you are in this box, enter the Override Rate you would like.
To make sure the rate has been changed, preview this change by selecting Preview Check in the dark blue box in the left hand corner.
How do I change what I see on the time entry grid? If you would like to add or remove a particular earning or deduction from your time entry grid please contact payroll@keystonepayroll.com
If you would like to see all earnings and deductions in Time Entry Grid, you would go to Template in the light grey box and toggle to ALL.
In the Individual Time Entry Grid, the toggle will be in the right hand corner right below the dark blue box.
How do I stop a recurring earnings for someone who is not getting paid? There are two ways you can stop a recurring earnings for someone who is not getting paid.
To permanently delete the earnings navigate to Employee Management > Employee Pay > Earnings. Choose the Earning from the list on the left. You then can either delete the earnings listed or put in an effective stop date.
If you would temporarily like to stop it for a particular payroll, In Individual Time Entry Grid choose ALL from the drop down box labeled Template in the right hand corner (in the light gray box).
Choose the recurring earning and put the negative amount that is typically earned in that box.
Select Preview Check in the dark blue box to make sure you have stopped the deduction.
How do I calculate a manual check? Navigate to Payroll Processing > Payroll Entry > Individual Time Entry. Select the employee that you wish to calculate a manual check.
Select Add New in the dark blue box.
You would want to select one of the following checks:
1. Additional Check
2. Additional Check-No Deduction
3. Additional Check-Gross Up
Do NOT select Manual Check. This will not calculate taxes.
Once you have chosen the check you would like, select Save. It will take you back to the individual time entry grid. Put in the hours and/or dollars you would like for that particular check. In the dark blue box in the left hand corner you will select preview check.
Once you are sure this is correct, in the right hand corner below the dark blue box, you will select Post as Manual. If you do not post this as a manual, they will be paid again on the next check date.
This will flow through to your next payroll.
How do I add an additional check? Navigate to Payroll Processing > Payroll Entry > Individual Time Entry. Select the employee that you wish to calculate a manual check.
Select Add New in the dark blue box.
You would want to select one of the following checks:
1. Additional Check
2. Additional Check-No Deduction
3. Additional Check-Gross Up
Do NOT select Manual Check. This will not calculate taxes.
There are options to block bank accounts at the bottom. It will use the Default Direct Deposits Accounts. You can toggle to block certain accounts or all accounts if you would like a live check.
Select Save. You will add the hours/dollars to the additional check.
Additional check will be processed with the next payroll.
What do I do when I get a tax notice? If you receive a tax notice from the IRS or a state agency related to payroll taxes, please send a copy to taxes@keystonepayroll.com or fax it to 814-234-2272. Our tax professionals will research and work on a resolution for you and will keep you updated on the status of your notice.
How do I set up a new work location? When you add an employee in a state, you will need to have a new work location added within iSolved. Please email Keystone Payroll processing team at payroll@keystonepayroll.com to include the zip code and/or full address of the new office. If this is a work from home scenario, this would include the employee’s residence.
In order to file the appropriate withholding and SUI taxes, you may have to set up a new corporate tax account in the employee’s state unless reciprocity rules are in play. If you have any questions about setting up accounts with the new state, please contact our Tax Department at taxes@keystonepayroll.com or 814-234-2272.
How do I block LST? To block LST you will navigate to Employee Management > Employee Pay > Tax Information.
Once you choose the correct employee, you will select Other Taxes in the light grey bar in the left hand corner.
Select +Add New in the dark blue box. Select the state which you are blocking the LST tax. Select from the drop down menu Occupational Tax. Put a check mark in the Block Tax and select save.
Please note – LST does NOT automatically restart at the beginning of the next calendar year.
How do I turn LST back on? Navigate to Employee Management > Employee Pay > Tax Information.
Select Other Taxes in the grey box in the top left hand corner.
Select Occupational Tax. Select edit in the dark blue box on the left and uncheck Block Tax. Once you have unchecked it, make sure you select save.
Does LST reset every year if blocked? No LST does not reset every year. It will remain blocked unless you log in and change it within iSolved.
In order to reset LST (Occupational Service Tax) you will navigate to Employee Management > Employee Pay > Tax Information.
Once you select the correct employee, you will select Other Taxes in the light grey bar in the left hand corner. Make sure you select Occupational Tax. You will either check or uncheck Block Tax and select save.
Select edit to check or uncheck the Block Tax box and select save.
How do I add extra dollars to Fed Withholding? Navigate to Employee Management > Employee Pay > Tax Information.
Federal Income Tax is in the left hand corner. Add the dollar or percentage amount where it says Additional $.
If you need to change it to percentage you will use the toggle button beside Additional dollar to do so.
Where do I find a copy of my quarterly returns? Navigate to Reporting > Quarterly Reports On-Demand.
You will be able to download all quarter reports from this particular screen.
How can I get an employee a copy of their W-2? You can obtain a copy of an employee’s W-2 in iSolved.
Navigate to Employee Self ServiceW2/ACA/1099 Forms.
Select the correct employee. You will see a running list of all their year-end documents.
On the far right, select view document. You will be able to print that W-2 from this screen.
How do I sign up for electronic w-2s? If you would like your employees to have the option to choose an electronic W-2, please contact the office at 814-234-2272 or email your processing team at payroll@keystonepayroll.com.
After a customer service representative activates this option for you, the employee will see a pop up screen when they login to their account to accept or decline an electronic W2.
Per IRS laws, you have to allow your employees to choose what they would prefer.
How do I remove access to electronic w-2s? Navigate to Employee Manangement > Employee Management > General. Select the employee who would like to withdrawal the consent. In the right hand corner you will see Electronic Consent. You will put a date in YE Consent withdrawn and select Save.