What's New - Powerpay 6.13

Welcome to the 6.13 release notes. Review the information for details relating to the 6.13 release. If you prefer, you can view a PDF version of the release notes.

New Functionality

Time Off Requests by Manager or Payroll Administrator

In some instances, an employee may be unable to log into Powerpay Self Service to request time off. For example, an employee is on vacation and their return flights are delayed. To accommodate such situations, Powerpay now includes the ability for an employee’s manager or the payroll administrator to enter a time off request on behalf of an employee. This helps ensure that the time off requests are kept up-to-date.

Note: Time Off Requests can be entered for up to two pay periods in the past.

Prerequisites

To submit a time off request for an employee, the employee must:

be Active
have a Self Service account,
have at least one Standard or Custom entitlement assigned to them.

Request Time Off for an Employee as the Payroll Administrator in Powerpay

Go to the Time-Off tab. From the People menu, select People List > Time-Off.
Select the employee for which to request time off from the People list.
Click Request Time Off for Employee.

The New Time Off Request form opens.
Select a Reason for the request.

The current entitlement balances are available on the right side of the page based on units of Hours or Days.
Enter the Start Date and End Date for the request.

Requests can span multiple dates.
Select Type of Request. If Partial Day is selected, enter the Start Time and End Time.

The balance is reduced by the duration of the request.
Enter any Comments.
Select how the request should be submitted, as Approved or as a Pending Time Off Request.

Note: If you select Approved, the comments display as Approver’s Comments. If you select Pending Time Off Request, the comments display as Employee Comments.
Click Save.

The request displays in the company calendar. If the request was submitted as pending, it displays as pending request until you review and approve or deny the request. It also displays on the My Requests tab, the manager’s To-Do list, the manager’s My Team Requests tab and your payroll administrators Pending Request tab.

Note: If the employee does not meet these prerequisites, the user is not able to submit a time off request for the employee. An Information message is displayed and the Request Time Off for Employee button is disabled.

Request Time Off for an Employee as a Manager in Powerpay Self Service

Go to the Time Off Requests page (Time > Time Off Requests) .
Select the My Team’s Requests tab.
Click Request Time Off for Employee.
From the Employee field, select the employee for which to request time off. The Employee field includes all employees that meet the prerequisites defined above (reports to the manager, are Active, have a Self Service account and have at least one Standard or Custom Entitlement assigned to them).
Select a Reason for the request.

The current entitlement balances are available on the right side of the page based on units of Hours or Days.
Enter the Start Date and End Date for the request.

Requests can span multiple dates.
Select Type of Request. If Partial Day is selected, enter the Start Time and End Time.

The balance is reduced by the duration of the request.
Enter any Comments.
Select how the request should be submitted, as Approved or as a Pending Time Off Request.

Note: If you select Approved, the comments display as Approver’s Comments. If you select Pending Time Off Request, the comments display as Employee Comments.
Click Save.

Temporary Password Link in Welcome and Reset Password Emails

For improved security and ease of use, Powerpay now includes a temporary password link in Welcome and Reset password emails. The temporary link replaces the password text that was previously included in the emails.

Reset Password – Forgot Your Password: Powerpay User

The process for resetting your password by clicking the “Forgot your password?” link on the Powerpay logon page has been updated as follows.

Go to the Powerpay Logon page.
Enter your Company Number and User ID.
Click Continue.
Click the “Forgot your password?” link.
Enter your email address associated with your Powerpay account.
Click Submit.

Powerpay validates your email. After validation, you will receive an email with a link to complete the password reset process. If you do not receive this email, check your junk mail folder.
Open your email from [email protected] and click your one-time password reset link.

Important: The password reset link expires after 15 minutes. Be sure to click the password reset link right away when you receive your email. If the link expires before you reset your password, you will need to request your password again by clicking the “Forgot your password?” link on the second Powerpay Logon page.
A Powerpay login page opens. Enter the answer to your Personal Verification Question.
Click Submit.

Note: After three incorrect attempts your account will be disabled. If your account becomes disabled, follow the process here to re-enable your user account.
Enter and confirm your new user password.
Click Continue.

Your password reset is complete. You will receive a confirmation email that the password was successfully changed.
Click Continue and login with your new password.

New Powerpay User Welcome

When a new user is added to your Powerpay account on the User & Contact Mgmt page in Powerpay, a welcome email is sent to the user with their User ID and a link (valid for 24 hours) to access Powerpay.

Note: If the link expires before the user has set up their password you must resend the welcome email to the user to generate a new link. For instructions, click here.

To finish the new user setup, the new user must complete the process of creating a password.

Important: The 7-character Company Number for your payroll is required to complete the process. You must provide this number to your contact for them to successfully complete the process.

Click the link in step 1 in the Access to Powerpay section of the welcome email.

A Powerpay logon page opens.
Enter the Company Number associated with your User ID.
Click Submit.

The Password Restrictions page opens.
Enter a new password. The password must be at least 8 characters in length.
Confirm the new password.
Click Continue.

The Password set up process is complete. You will receive a confirmation email that the password was successfully changed.
Click Continue to login with the new password.

The Powerpay Login page opens. Follow the prompts to complete the Powerpay login process with your new password. For instructions on logging in, click here.

Reset Password – Forgot Your Password: Employee Self Service User

The process for resetting your password by clicking the “Forgot your password?” link on the Self Service logon page has been updated as follows.

Go to the Self Service Logon page.
Click the “Forgot your password?” link.

A Request Password Reset page opens.
Enter your Self Service Username.
Click Submit.

Powerpay validates your username. After validation, you will receive an email with a link to complete the password reset process. If you do not receive this email, check your junk mail folder.
Open your email from [email protected] and click your one-time password reset link.

After clicking the link, you will be prompted to answer one of your Personal Verification Questions as part of the password reset process.

Important: The password reset link expires after 15 minutes. Be sure to click the password reset link right away when you receive your email. If the link expires before you reset your password, you will need to request your password again by clicking the “Forgot your password?” link on the Self Service Logon page.
A Self Service Security Questions page opens. Enter the answer to your Personal Verification Question.
Click Submit.

Note: After three incorrect attempts your account will be disabled. If your account becomes disabled, contact your payroll administrator to reset your account.
Enter and confirm your new user password.
Click Continue.

Your password reset is complete. You will receive a confirmation email that the password was successfully changed.
Click Continue and login with your new password.

New Employee Self Service Welcome

When a new employee is added to your Powerpay Self Service account, a welcome email is sent to the employee with a link (valid for 10 days) to access Powerpay Self Service.

Note: If the link expires before the employee has set up their Self Service account you must resend the welcome email to the employee to generate a new link. For instructions, see “Re-welcome an employee”.

To finish the new employee setup, the employee must complete the process of creating a password.

Important: The Employee Number is required to complete the initial logon process. You must provide this number to your new employee for them to successfully complete the process. For a list of your employees set up with Self Service accounts, their usernames, and their employee numbers, go to the Self Service User Accounts Report page (Reports > Self Service Reports > User Accounts) in Powerpay.

Click the link in step 1 in the welcome email.

A Powerpay Self Service employee Number page opens.
Enter your Employee Number.
Click Submit.

The Password Restrictions page opens.
Enter a new password. The password must be at least 8 characters in length.
Confirm the new password.
Click Continue.

The Password set up process is complete.
Click Continue to login into Self Service with your new password.

Your username will be delivered in a separate email. Passwords and Usernames are case sensitive.
Enter your Username and password.
Click Login.
Select and answer your Personal Verification Questions and agree to the Terms of User and Privacy Policy. These are required to complete your initial log in as additional security measures to assist in ensuring your data is secure and your privacy is protected.

You’re done! It’s that easy!