Employee Self Service - W4 & Direct Deposit

We are a new client and we are trying to get a handle on how to "audit" or "review" changes made on Employee Self Service in regards to W4 and Direct Deposit changes.

We are concerned there is no "easy" way to pend or lock out these changes (other than using the lock out feature in S3) and concerned there is no report or audit to see the changes and when the changes occurred.

Curious to see how other users are handling these. Any info would be extremely helpful!

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Comments

moellerg

On Unix, I've been using a config file, and a shell script run every other week to move "Sorry, this functionality is blocked while our system processes payroll.." type message web pages into place.
Then when payroll is done, I move the backed up copies of the pages back into place to "unlock" it again.

We've had to do it this way because we aren't using Lawson as our Time and Attendance system... so the built in lock-out feature doesn't work.

We typically block pages from 6:00 AM Monday thru noon on Wed every other week as we process payroll.

moellerg

I'll see if I can't upload these scripts here... maybe the Windows environment people could adapt it for me.

unknown

If you go to the HS06.1 screen, you can set up the rules whether payroll and/or the employee get an email if there is a direct deposit change...

plancor

If you are a v10 customer, HS18.1 allows you to lock down W4, Direct Deposit, and/or Address changes for a given date and time range.

connie-heitman

We are currently in the 9.0.1 version and working on upgrading to v10. With our current version of S3 we do not lock out employees from making changes in ESS while payroll runs and this has worked well for the past two years. For Direct Deposit and W4 changes an email goes to the employee and one to a Payroll email box. On HS06 (Direct Deposit Rules) screen one can elect to send an email to the employee and also one email address that Payroll uses to audit. The system does not have the same option for W4 changes and we have created a Process Flow to capture those changes and send an email to the employee and also one to Payroll to audit. We also created a Process Flow to email Payroll when employees who are not allowed to make changes to their W4 elections due to a ruling and do so.

juergen-erbe

Greg,

You might be interested in revisiting that topic. We don't use Lawson for timekeeping either but the lockout via HS18 works regardless.

You don't even need to be v10. It'll work as long as you've patched up your 9.0.1 to the point where the forms have been added.

The key is being on a sufficiently up to date version of ESS and that the ESS role have sufficient security access to run HS18.2 and get the response. We just implemented the latest version of ESS a couple of months back specifically so we could get the lockout working.

NShepard,

Outside of the ESS lockout feature that allows you to prevent address/tax/direct deposit changes by pay plan on a schedule.

There is also the payroll W4 lockout that prevents any W4 changes whatsoever PR14.2.

There is also an option in the ESS config that prevents employees adding new banks directly, meaning they have to pick from a list that someone on your side has populated.

Gary has pointed out that HS06 also lets you set up an email address that would be pinged on direct deposit changes.

Other than that, I'm not sure what else you'd need to track/lock down.

hrepxg

We are looking into implementing this, any suggestion would help

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