Your payroll and taxes will be handled by Hourly; all we need is at least one verified bank account. To add bank account details to your account, click Settings along the left, open the Bank Accounts tab, and click Add. There are two verification options you can use. If you choose Instant Verification, you’ll be routed to Plaid, a third-party company that connects financial accounts. Simply choose your bank and follow the steps to enter your account credentials.

To add an employee, click Employees along the left, then click Add Employee. This opens the Invite Employee window. Enter the employee’s first and last name, and optional middle initial. A phone number is optional, but required if the employee will be using time tracking. An email address is also optional but if entered, we will email a copy of the employee’s paycheck after each pay period. Note that email addresses are required for Manager and Supervisor roles; roles are described a bit farther on.

To deactivate an employee who has left your company, click Employees on the left. Browse the employee list or use the search field to locate the employee. Click any employee field to edit employee details. The Active status is indicated at the top. On the Employee Information tab, at the bottom of the Personal Information section, click the Active slider to turn it off. This changes the employee status to Inactive.

To set up direct deposit for an employee, click Employees on the left. Browse the employee list to find the employee you want, or use the search field to find them. Click any employee field to edit employee details, and open the Direct Deposit tab. Click the Inactive slider to enable on direct deposit, which opens the New Account window. Enter the employee’s Routing Number, Account Number, and Account Type.

Note: Editing pay rates or salaries can be done only by a manager. Managers can also set or change custom rates for specific tasks.  To change the base hourly rate or salary for an employee, click Employees along the left. Browse the employee list to find the employee you want, or use the search field to find them. Click any employee field to edit employee details, and open the Tasks and Rates tab.

By default, employees receive a base hourly rate or a base salary But if your employees are to receive different pay rates for different tasks, you need to set up those tasks first.  Click Tasks along the left, and any existing tasks will be listed. To add a new task, click Add Task. Assign a task name, and an optional description, and click Save. The new task will be added to the Tasks list.

Note: Editing pay rates can be done only by a manager.  In addition to setting or changing an employee’s base rate or salary, you can also set custom rates for specific tasks. This is done on an employee basis, which means different employees can have different rates for the same task. Click Employees on the left. Browse the employee list to find the employee you want, or use the search field to find them.

If an employee forgets to clock in, or if you are not using time tracking, then shifts can be added to establish employee hours.  Note: Hours can also be added via manual timesheets. This can include regular hours, or overtime, time off, sick pay, etc. Manual timesheets are covered at the end of this article.   Click Shifts along the left, then click Add Shift / Add Shift. Choose or search for the employee for whom the shift will be added.

There are several ways to manually edit employee shifts.   Note: You can also manually create shifts.  To clock in an employee, start in Overview and click Employees off the clock.  Find or search for the employee, click their three-dot icon, and choose Clock In.   Choose the job location and task, and adjust the shift start time, if needed. Then click Clock In, and the employee will be included in the list of Employees on the clock.

This article describes how to submit and run payroll for all employees over a specific pay period. You can also run payroll for one or more specific employees. Hourly payroll includes all paychecks and tax payments, as well as any applicable workers compensation premiums. We also file federal and state payroll tax returns on a quarterly and annual basis.  Click Payroll along the left, and choose the pay period that is due.

This article describes how to submit and run payroll for one or more selected employees over a specific pay period. You can also run company-wide payroll. Click Payroll along the left, and choose the pay period that is due. All hourly employees who worked shifts during the pay period, or receive salaries, are listed. Browse the employee list to find the employee you want, or use the search field to locate the employee.

Payroll adjustments are additional types of taxable or non-taxable earnings, such as commisions or bonuses, phone allowance, gas stipends, paid sick leave, etc. Adjustments can be added for employees for specific pay periods.  There are standard adjustments provided by Hourly, and you can set up custom adjustments.  Click Settings along the left, then open Payroll Settings. The list of Hourly’s standard payroll adjustments appears at the top. You can turn any of these on or off.

Payroll adjustments are taxable or non-taxable additional wages or earnings, such as bonuses, gas stipends, cell phone allowance, etc.  There are standard adjustments provided by Hourly, and you can set up custom payroll adjustments. To add an adjustment for an employee, click Payroll along the left, then choose the pay period. Find or search for the employee you want. Click the employee’s three-dot icon and choose Payroll Adjustments.

After you submit payroll for the entire company or for selected employees, there is a period of time before the payroll is completed and marked as Paid.  During this time, you can revert payroll status and make changes.   Click Payroll along the left, and choose the pay period, which must have Submitted status.   Click Undo Payment and confirm. The pay period status reverts to Due. Now you can make any necessary changes, and submit and run the payroll again.

Off-cycle payroll is typically used to add wages to a pay period that has already been closed, but not yet paid. For example, an employer can add shift hours that were left out in the original payroll run, pay a retroactive bonus, or add overtime or holiday pay.   You can also use off-cycle payrolls to make payroll adjustments.  Click Payroll along the left, and choose a pay period that was submitted but not yet paid.

To generate a payroll or pay stub report for a specific pay period, click Payroll along the left, and choose the pay period for which you want to generate reports. Below the payroll summary is an Export button, which has two drop-down options. Choosing Export Payroll Summary generates and downloads a PDF containing the final numbers for the pay period. Choosing Export All Pay Stubs generates a PDF containing copies of each pay stub from that period.

To generate employee W-2 forms, as well as other return forms, click Taxes along the left and choose the year.   To generate forms, such as W-2s, hover over the form you want, then click the Eye icon. This opens a new browser tab that displays the PDF containing the forms, which you can download or print.   The same method can be applied to forms for all annual and quarterly returns.

To set up one or more PTO policies, click Time Off along the left, then click Add New at the top right, and choose New Paid Time Off. Assign a policy name, and for Type, choose either PTO or Vacation. There are several PTO accrual methods. If you choose Per Hours Worked, set the number of PTO hours accrued for a set number of work hours. For the other three methods - Each Pay Period, On Beginning of Year, or On Anniversary, set the total numbers of PTO hours accrued for the selected length of time.

To set up one or more sick pay policies, click Time Off along the left, then click Add New at the top right, and choose New Sick Pay Policy. Assign a policy name, and choose from several leave accrual methods. If you choose Per Hours Worked, set the number of hours accrued for a set number of work hours. For the other three methods - Each Pay Period, On Beginning of Year, or On Anniversary, set the total numbers of hours accrued for the selected length of time.

Wages for sick leave, such as supplemental paid sick leave or COVID-19 leave, can be set up in Hourly as payroll adjustments. This enables you to track sick hours and wages in payroll reports. Click Settings along the left, then open Payroll Settings. Standard adjustments are listed at the top, and custom adjustments are listed just below.       To add a sick leave adjustment, click Add at the top. In the New Adjustment window, name the sick leave payroll item, specify whether it is taxable, and include a description.

If an employee is out sick or is taking PTO, you can record their missed work hours in a manual timesheet.  Click Shifts along the left, then open Manual Timesheet. Find or search for the employee for whom the hours will be added. Click in the Time Off and/or Sick Pay fields, record the number of missed work hours, and save. Once payroll is processed, those hours will be deducted from the employee’s accrued hours.

There are options in each W-2 employee’s profile to add health and retirement and benefits. Click Employees along the left, and find or search for the employee you want. Click the employee to open their profile, and scroll to the bottom of the Employee Information tab, to the Benefits section.  To add a health benefit, click Add for that section, and choose Health Plan.  In the New Health Plan window, choose the type of plan, enter the employee contribution per pay period, and the effective period.

There are options in each W-2 employee’s profile to add garnishments. These funds will automatically be pulled from the employee's wages, and remitted to the correct agency.  Click Employees along the left, and find or search for the employee you want. Click the employee to open their profile, and scroll to the bottom of the Employee Information tab, to the Garnishments section.  To add a legal garnishment, click Add for that section, and choose Add New Legal Garnishment.

Managers and supervisors can create HR documents for employees, like an Employee Handbook, Safety Manual, Policies and Procedures, etc.  Managers and supervisors can also request employee signatures on these documents, via DocuSign. The original document must be in PDF format. To add the document to your account, click Documents along the left. Click New Document, choose the PDF, and click Open. If you want to include auto-filled fields, drag them from the list along the left directly into the document.

To link your Hourly payroll with QuickBooks, click Settings on the left. Open Integrations and click the Connect link for QuickBooks. You’ll have to sign into your Intuit account from here. Enter your company name into the field and click Create, then click Connect.  Returning to the Integrations / QuickBooks page on the Hourly platform, the Connected status verifies the two accounts are linked. On the Mapping tab, each payment category on the left must be mapped to a QuickBooks account.