W-2 statements can be accessed for up to four years. Check stubs are only available starting with the first check date after you are enrolled with the Employee Access Online service. Each check stub is available for two years.
Use this screen to control access to the functionality of the Employee Access Online for your employees. When you subscribe to one of the products, the default level of access for your employees is View only. You can modify the View only access to be blocked or editable (personal and payroll information only).
All employees display in the list whether they have registered for an online account or not. All active and inactive employees and employees who have been terminated within the last 30 days display in the list. Independent Contractors do not have access to Employee Access Online and do not display on the list. The Employee ID displayed on the list is their Paychex payroll ID.
Clicking Clear Changes will undo access modifications that were entered but not saved. Once Apply is clicked, changes are saved.
The Check Stub/W-2 screen has two functionalities:
Block Individual Employee Access: Block or grant access for employees to view their check stub or W-2 statement.
Block Individual Payroll’s Check Stubs: Block a specific payroll check date from being viewed by all employees or change the date a payroll will be released for employee view.
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W-2 statements can be accessed for up to four years. Check stubs are only available starting with the first check date after you are enrolled with the Employee Access Online service. Each check stub is available for two years. |
Block Individual Employee Access
You can control if an employee can view their check stubs or W-2 statements. To block an employee from accessing either his W-2 statement or check stub, select the appropriate checkbox (Block W-2 or Block Check Stub), then click Apply.
You can base your decision on each individual, or choose a blanket level of access from the drop-down menu (Block All/Unblock All).
Block Individual Payroll’s Check Stubs
This section allows you to:
Block a specific payroll check date from being viewed by all employees. For example, blocking all employees from viewing a special bonus payroll.
Control when employees can view their check stub. Check Stubs can be viewed by either check date or run date (the day the payroll will process). Use the drop-down menu under the under the ‘Release to employees on:’ column to select your option.
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You can only block a payroll or individual check stub from being viewed after the payroll processes. Processed payrolls continue to display in this section for 40 days from the run date. |
For each employee, you can determine what you want the employee to be able to see and do within the application. The default level of access for Personal and Payroll Information is View only. You can also block the employee's access completely or grant access to Edit his information. You can base your decision on each individual, or choose a blanket level of access from the Select All drop-down menu (Edit, View, or Block). If an employee's access is blocked, the employee cannot view or edit their Personal and Payroll Information. If an employee has Edit access, the employee can update the following information:
address (including city and zip code)
home and work e-mail
all phone information
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Employees are restricted from changing their state due to potential tax implications. Changes with state or local tax implications must be reported to Paychex through your payroll administrator. |
You can sort the list of employees alphabetically by Name or by Employee ID by clicking the appropriate column, or sort by access type by clicking the desired column.
If you are the payroll administrator for multiple companies, you can toggle between companies instead of logging out and back in for the different companies. Click the drop-down menu next to your name in the top left corner to select a different company.
If you subscribe to more than one online product, you can toggle between products. Click the drop-down menu in the top right corner to select a different online product.