New Employee Setup - Payroll

General information

To enter a new payroll employee on our web portal, open a web browser and log in to Linkpos.net  App Settings  People  Cashiers (this is also where employee information can be updated, including employee termination)
All fields marked with an asterisk must be completed before the record can be saved.
The entered employee name is what will be used for wage reporting at the state and federal government levels. Please make sure that the name entered matches the documentation to avoid potential penalties or submission errors.
Entering the employee payment and withholding information (Step 2) is not required, but can be done by the employer if desired. LinkPOS Payroll verifies all payment, withholding, and employee identification information entered against employee documentation for accuracy.
All employee documentation must be sent to LinkPOS Payroll (payroll@linkpos.com), or made available to LinkPOS Payroll (payroll@linkpos.com) through a shared Dropbox/Drive folder.
HR Compliance emails are sent each week automatically to remind employers of missing documentation/information for an employee. It is important to respond to those in a timely manner as they impact payroll tax reporting at state and federal levels for your company.

STEP 1: Employee Information Entry

A completed I-9 form (Employment Eligibility Verification) form is required with the following:
- 1. I-9 Page 1 – Employee Information
  - Section 1
    - Employee first and last name (box 1)
    - Employee Address
    - Employee Date of birth (MM/DD/YYYY)
    - Employee Social Security Number
    - Employee Email address (optional, but highly recommended for paystub notifications)
    - Employee Telephone Number (optional)
  - Citizenship type identification
  - Employee signature and date
- 2. I-9 Page 2 – Employer Review and Verification
  - Employee name
  - Documents completing requirements to establish identity and employment authorization (see page 3 of I-9 for list)
    - Document Titles, Issuing Authority, Document Number, and Expiration Date
    - Employer signature, date, and title
    - Employer business address
  - Employee’s first date of employment
- 3. Employee documents used for I-9 requirements (examples: Social Security card, Passport, Driver’s License, birth certificate, etc.)


LinkPOS.net field	Required	Instructions
Name	Y	First and Last Name of Employee Must match name on Social Security card, W4, and/or I9 Will show in timeclock and reporting for employee name
Cashier Number	Y	Unique four digit number; system will auto populate each item a new employee is entered Four digit numbers cannot be reused, even if prior employee has been terminated Pay Period Summary report will show current cashier numbers in use
PIN	Y	Same as cashier number (if not using “employee id as password” option; if this option is enabled for the store the PIN field will not show on new cashier web page)
Verify PIN	Y	Same as cashier number (if not using “employee id as password” option; if this option is enabled for the store the PIN field will not show on new cashier web page)
CardSwipe	Optional	Employee uses card swipes for manager overrides Contact LinkPOS Support Team (855-472-3767 option 2) for setup information
Employee Setup Options (checkboxes)	Y	Check boxes for: Use Cash Drawer, Active All other options should be reviewed with LinkPOS Support Team (855-472-3767 option 2) Note for companies with more than one location: see below for instructions on how to access employee record on multiple locations’ timeclocks
Roles	Y	Closer – allows employee to approve time records for employees that worked that day Employee – current, active employee Terminated Employee – employee who is no longer actively employed with company
OutPar Password	Y	Capitalized first letter of first name followed by last name, all lower case followed by last four digits of Social Security number
Verify Password	Y	Capitalized first letter of first name followed by last name, all lower case followed by last four digits of Social Security number; must be identical to above field
Email Address	Optional	Used for paystub and W2 notifications; we highly recommend that each employee has an email address entered for paystub notifications since printed copies are not mailed
SMS Address	Optional	Can be used for paystub and W2 notifications; contact LinkPOS Payroll Team for setup
Preferred Name	Optional	Nickname or shortened name; for employer reference
Address 1	For paystub & W2s	Street address of employee
Address 2	For paystub & W2s	Additional line for street address if needed
City	For paystub & W2s	City of employee address
State	For paystub & W2s	Select state for employee address
Zip Code	For paystub & W2s	Zip code for employee address
Phone	Optional	Employee phone number Format with or without dashes: xxxxxxxxxx OR xxx-xxx-xxxx
Alternate Phone	Optional	Alternate employee phone number Format with or without dashes: xxxxxxxxxx OR xxx-xxx-xxxx
Cell Phone	Optional	Employee cell phone number Format with or without dashes: xxxxxxxxxx OR xxx-xxx-xxxx
Title	Optional	If appropriate or needed: Mr., Dr., Ms., etc.
County	Optional	County of employee address
Time Zone Difference	n/a	Should automatically generate from company settings; do not change Difference in time from Mountain Standard Time (0): Pacific Time Zone: 1 Central Time Zone: -1 Eastern Time Zone: -2 Contact the Payroll Team if this field does not appear correct
Employment Start	Y	Date the employee was hired
PTO Start	Y	Date the employee was hired If your company offers Paid Time Off leave, enter the date that PTO started accruing
Termination Date	Y (if terminated)	Enter date of employee’s termination with your company
Termination Code	Y (if terminated)	Resigned – employee quit Termination – employee was let go or fired
Termination Note	Optional	Reason why employee was terminated, for employer reference
Process Termination	n/a	Inactivates employee, assigns Terminated Employee role DO NOT terminate an employee during a pay period where they have hours. WAIT until the week following their last pay day to terminate an employee. If you have terminated an employee and state/local laws require the employee’s final paycheck to be sent within a specific amount of time, please contact the LinkPOS Payroll Team for assistance
Rehire Employee	n/a	Reactivates terminated employee Update payment information (direct deposit or employer check) Update W4 information Send updated employee documents to payroll@linkpos.com
Gender	Optional	Select male or female
SSN	Y	Social Security Number for employee Format: xxx-xx-xxxx
Date of Birth	Y	Enter full date of birth for employee Format: MM/DD/YYYY Can also select birthdate through calendar pop-up to right of field; be sure to select the CORRECT year
Pay Type	Y	Select one of the following from the drop-down box: Full Time Hourly Full Time Salary Part Time Hourly Part Time Salary Amount of hours required for full-time status may vary by state and individual company
Pay Rate	Y	Enter hourly pay rate -OR- yearly salary total (our payroll system will calculate the correct total due each pay period for salaried employees based off the total)
Billing Rate	n/a	Not applicable to LinkPOS Payroll Clients
Supervisor	Y	Select employee supervisor from drop-down box Contact payroll@linkpos.com to change/update/add supervisors
Work State	Y	Select state in which business is located from drop-down box
Work Location	Y	Select work address from drop-down box Contact payroll@linkpos.com to change/update/add addresses
Department	n/a	Not applicable to LinkPOS Payroll Clients
Locality	Y (if applicable)	Used for city/municipal taxes, where applicable Contact payroll@linkpos.com for questions/applicability
School District	Y (if applicable)	Used for school district taxes, where applicable Contact payroll@linkpos.com for questions/applicability
District Code	Y (if applicable)	Code for school district taxes, where applicable Contact payroll@linkpos.com for questions/applicability
Ethnicity	Optional	If tracking employee ethnicity for human resources reporting, select the appropriate ethnicity for the employee from the drop-down box
Special Status	Y	Select N/A from drop-down box; Not applicable to LinkPOS Payroll Clients
Wkrs Comp Code	Y	Input capitalized two letter abbreviation for the state in which the company/business is located Example: UT
SUTA Code	Y	Input capitalized two letter abbreviation for the state in which the company/business is located Example: UT
Default Email Format	n/a	Not applicable to LinkPOS Payroll Clients; leave default ‘Text’ as shown

Save: Will save new/updated information for employee; payment, deduction, and withholding tables will appear at the bottom of the employee record after a successful save

Reset: Will reload the web page, no information inputted prior to this is saved

New: New employee entry

Employees at Multiple Stores: When employee records are created, they will show under the original store they were created in. If a company has multiple stores that they wish an employee to be able use the timeclock at, these additional steps will be required.

For example: ABC Company has two stores – Store A and Store B. Jane Doe’s employee record was created/setup under Store A. In order for Jane Doe to be able to use the timeclock at Store B, her record has to be made “active” under that store.

Select the store where the employee needs to be active.
Select the employee’s name from the drop-down Cashier box.
Scroll down to the bottom of the option check boxes to the ‘Active’ check box and place a checkmark in the ‘Active’ check box.
Scroll down and ‘Save’.
Remember to refresh the LinkPOS application on the IPad at the appropriate store to see the changes.

STEP 2: Deductions, Payment & Withholding

Entering the employee payment and withholding information (Step 2) is not required, but can be done by the employer if desired. LinkPOS Payroll verifies all payment, withholding, and employee identification information entered against employee documentation for accuracy.

Deductions

All deductions should be communicated to the LinkPOS Payroll Team (payroll@linkpos.com) for setup on the employee profile, or for any changes or additions to an existing deduction.

Current Employee Payment Options

LinkPOS offers two types of payment for employees:
- 1. Direct Deposit – LinkPOS offers the service of ACH direct deposit for employees directly into the employee’s bank account on the pay date.
  - A direct deposit form (LinkPOS direct deposit form or from the employee’s financial institution) is required with the following:
    - Employee name
    - Employee signature
    - Employee account type (checking or savings)
    - Employee account routing number
    - Employee account number
    - Employee address
    - Financial institution name (address optional)
  - To enter an employee’s direct deposit information, follow the steps below then ‘Save’ at the bottom of the web page:


LinkPOS.net field	Required	Instructions
Select	n/a	Use to select a payment option to be deleted
Payment Method	Y	Select payment option: Direct Deposit (ACH deposit into employee account on pay date) Check (employer cuts check for employee). NO other information needs to be entered in this table.
Allocation Type	Y	Default is ‘All’; employees can choose to have check deposited into multiple accounts each pay check by amounts or percentages Contact payroll@linkpos.com for assistance in setting up a multiple account direct deposit
Amount	n/a	Contact payroll@linkpos.com for assistance in setting up a multiple account
Percent	n/a	Contact payroll@linkpos.com for assistance in setting up a multiple account
Account Number	Y	Employee account number on direct deposit form
Routing Number	Y	Employee routing number on direct deposit form
Account Type	Y	Select checking or savings, as directed by information on employee direct deposit form An incorrect choice can lead to delays in the employee funds reaching their account
Start Date	Y	Will automatically fill according to setup date and current pay period for company, please do not correct/change
End Date	Y	Will automatically fill, please do not correct/change

- 2. Check – LinkPOS will provide the employee check amount to the employer prior to the pay date. It is the employer’s responsibility to cut and provide the employee with a check.
  - If an employee desires to use the direct deposit option but has not provided the necessary documentation, this payment option will be selected.
  - To select this option, select ‘Check’ from the Payment Method, then ‘Save’ employee record at bottom of page.

Current Employee Tax Withholding Options

The employee’s completed W-4 (Employee’s Withholding Allowance Certificate) form is used for this section. It should have the following completed:
- Step 1:
  - Employee name
  - Employee Social Security Number
  - Employee address
  - Employee marital status
- Steps 2-4 if necessary
- Step 5:
  - Employee signature and date
- Employers Only:
  - Employer name and address
  - Employee’s first date of employment
  - Employer Identification Number
LinkPOS Payroll will enter and complete the W4 processing for employee setup; send/share the completed W4 with LinkPOS Payroll along with other employee documentation.
It is not necessary to send the W4 worksheet pages to LinkPOS Payroll, they are for employee records only.
LinkPOS Payroll cannot give advice or information on completing an employee’s W4. Please refer them to the instructions included in the W4 document.
Any employees requesting additional amounts to be withheld from each paycheck should be sent to LinkPOS Payroll for setup. (Steps 2-4)

Employee Termination

DO NOT terminate an employee until the following week after their last payroll.
For seasonal employers, we recommend terminating employees in the system after the end of each season.
Terminated employees will continue to appear for 45 days after last pay date on linkpos.net reporting.

Terminated

Open Linkpos.net -> App Settings -> People -> Cashiers and select employee name from drop-down box. Scroll down webpage to termination fields:

Enter Termination Date.
Select Termination Code from drop down box
1. Resigned = employee left employment as their choice
2. Terminated = employee left employment at employer’s choice
Enter a Termination Note as to why employee is being terminated
1. Resigned note examples: left for college, found another job, not enough hours
2. Terminated note examples: no-show, no longer needed, fired
Process Termination by clicking on gray ‘Process Termination’ box
Once termination is processed, the ‘Active’ checkbox should automatically be blank and the ‘Terminated Employee’ role checkbox will show a checkmark.
Scroll down and ‘Save’.

Employee Rehire

Terminated employees can be reactivated in the system and rehired.

Open Linkpos.net -> App Settings -> People -> Cashiers and select employee name from drop-down box.

Process Rehire by clicking on gray ‘Process Rehire’ box
Once rehire is processed, the ‘Active’ checkbox and ‘Employee’ roles should automatically show a checkmark and the ‘Terminated Employee’ role checkbox should be blank.
A payment type is required before the employee profile changes can be saved on linkpos.net. (Check or direct deposit)
1. If updated direct deposit information is not available, enter a check payment type for the employee.
Rehired employees are still required to have the required documentation on file for employment eligibility, withholding and direct deposit.
1. If it has been less than one year since termination date: Employers should ask rehired employees to provide updated information on withholding (W-4) and direct deposit by completing new forms. Please send updated documents to LinkPOS Payroll.
2. If it has been more than one year since termination date: Employers should have rehired employees complete new I-9, W-4, and direct deposit forms. Please send updated documents to LinkPOS Payroll.
Scroll down and ‘Save’.