Manage Employees

This page is used to add and verify all types of employees in InsurePay. You can also manage changes to the employees’ information on this page. Employees can be uploaded using the provided template or can be added individually through the site. To use the upload feature click the Upload Employee Here button and follow the steps provided.

The following definitions can be used as a guide for InsurePay Pay-As-You-Go

1099 – A 1099 employee is an individual who offers their services to companies and organizations as a freelancer.  The term “1099” refers to certain forms that an individual must complete to classify their work and current standing with the company as an independent contractor.  The terms 1099 and subcontractor for the purposes of Pay-As-You-Go are used interchangeably.

Owner – the person(s) who is in control of the operational and monetary aspects of a business; this definition is typically used with an LLC

Officer – the person(s) responsible for the management and day-to-day operations of the company; this definition is typically used with a corporation

Part Time – individuals who work less than 40 hours a week and are typically paid by the hour rather than salaried

Regular – full time employees work an average of 40 hours a week and are eligible for benefits

Seasonal – those employees who are hired based on the seasonal needs of a company; they cover the increase in business during peak seasons such as the summer months and holidays

Subcontractor – A person who works for a contractor on a contract basis and is paid for completing projects.  They are self-employed and can help if you require additional skills or resources to complete a project.  These skills often include construction, technology, retail, and creative fields.  The terms 1099 and subcontractor for the purposes of Pay-As-You-Go are used interchangeably.

4.1 Verify Employee

The title of the section is followed by the number of employees located in this section. This section is used to verify new employees to be sure that all the information for each employee located on this tab has been entered correctly into InsurePay. Once you have verified the information, click the check box to the left of the employee and click the Verify button. A pop up box will open and ask you if you are sure you want to verify the selected employee(s).  If you are sure, click OK.  Then the selected employee(s) will be moved from the “Verify Employee” tab to the tab corresponding to their employee type.

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If you find that the employee’s Employee Type is incorrect, for example they are classified as a regular employee but they should be a subcontractor, or if their class code is incorrect, then you will need to click on the row for that Employee and the Edit Employee pop up box will open.  You will be able to update all of that employee’s information.  When you are satisfied with your changes, click Verify and that employee will be removed from the Verify Employee tab and will only appear on the tab under the type of employee which they are categorized as such as Subcontractor or Employee.

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4.2 Owner/Officer

The title of the section is followed by the number of owners/officers located in this section. This section lists the owners and/or officers associated with your company.

You have the ability to edit the information of the employees in this section by clicking on the owner/officer.

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You can add a new owner/officer by clicking the New button.

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Click Save.

A pop up box will open to add the class codes for the Owner/Officers as follows.  You click on the drop down to select the appropriate class code.  Click Add and then click Close when you are done.

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4.3 Employees

The title of the section is followed by the number of employees located in this section. This section lists the regular employees associated with your company. This section is also a holding area where all uploaded employees are placed as “Regular” employees until they are verified.

You have the ability to edit the information of the employees in this section. Click on the employee that you want to edit and then click Edit Employee.

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You can add a new employee by clicking the New button.

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Click Save.

A pop up box will open to add the class codes for Employee reporting as follows.  You click on the drop down to select the appropriate class code.  Click Add and then click Close when you are done.

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If you opt to use Class Code reporting as opposed to Employee reporting, you will not need to enter your employees individually. The system will add Class Code employees automatically so that you need only enter Payroll by class code. The entrees will look similar to the following screen print:

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You can see that the Employee# is a Class Code followed by the State abbreviation. The First Name of the employee is also the Class Code and the Last Name of the Employee is the State abbreviation. These characteristics identify that this company has chosen to report by Class Code.

Please keep in mind that even if you choose to report by Class Code, you will need to enter the owner/officers individually. Owners and officers must be reported individually no matter which reporting method is chosen and payroll for owners/officers must be reported by individual.

4.4 Subcontractors

The title of the section is followed by the number of subcontractors located in this section. This section lists the subcontractors associated with your company. You have the ability to edit the information of the employees shown in this section.

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You can add a new subcontractor by clicking the New button.

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Click Save.

A pop up box will open to add the class codes for the Subcontractors as follows.  You click on the drop down to select the appropriate class code.  Click Add and then click Close when you are done.

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4.5 Adding New Employees

There are two ways to add employees – via an upload file or manually one by one on the UI.
To load all the employees all at once, you can use an upload file. Click Upload Employee Here

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You can obtain a template to use to set up a file to upload your employees to InsurePay.

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You can download the Excel file template and build your file to upload into InsurePay.

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When your file is ready, click Choose File, select the file from your directory on your computer and then click Upload.

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If anything goes wrong when the file attempts to upload, you will receive an error message telling you that your file did not load.

Once the file has been uploaded, you will receive a pop up window to allow you to classify the employees as follows:

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Once you have finished with the classifications for the employees, click Submit and you will receive a message that your record was uploaded successfully.

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Or you can enter the employees individually as follows.

Within each section, you can do several functions manually as follows:

Click New and you can enter new employees individually:

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Fields with an asterick (*) after them are required. Click Save.

Then you will need to enter the Class Code information for that employee: .

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You can click the drop down for Add Class Code and a list of available Class Codes for your business will be available to choose form:

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For example:

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Click Add. The system tells you the Class Code has been successfully added.
Then click Close. And Save.

You can also Delete one or several employees….you check the box(es) of the employee(s) that you want to delete and click Delete.

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The system will ask you to verify that you want to delete the selected employee(s)?

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Click Yes or No to proceed.
Similarly, you can Hide one or several employees. To do this, you check the box(es) of the employee(s) that you want to hide and click Hide.

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The system will ask you to verify that you want to hide the selected employee(s)?

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Click Yes or No to proceed.

To Unhide the employee(s), you click the box for Show All Employees and then select the boxes for the hidden employees and click Unhide.

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The system will verify that you want to unhide the selected employee(s)?

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Click Yes or No to proceed.