APS Payroll Overview

APS Payroll enables your Restaurant Organization to manage and create payroll directly through Restaurant365! The Labor data pulled in from your POS and used to create Payroll Batches in APS Payroll. These Payroll Batches can then be printed or sent electr...
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APS Payroll: Single Sign On

APS Payroll is a standalone feature, so when it is added to your current R365 plan, your Organization will receive an additional link specifically for APS Payroll. While having a separate link is advantageous to provide to your Human Resources team, it may...
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Updating a User Record and Password

A User record can be updated easily in APS Payroll by simply double-clicking the desired User record and editing the User's title, phone number, or permissions.  From this User record, the User can also have their password updated by clicking the &...
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User Setup for Payroll

User records must be created only for those who work in Human Resources or Payroll, as they have the responsibility to safely and securely enter and manage Employee information in APS Payroll. From the Admin Console, Employees can gain access to eSELFSERVE...
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Print and Void Prepay Checks

A Prepay Check can be both printed and voided through the unposted Items screen. This screen can be opened by clicking 'Unposted Items' in the 'Recent Payroll Activity' tile of the Payroll console. When the 'Unposted Items...
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Admin Console

The Admin Console is where system settings are stored and can be updated to reflect current management, benefits, and even Employee eSELFSERVE settings. A brief explanation of each setting is seen below along with the recommendation to view additional reso...
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Employee eSELFSERVE

Employees can be invited to eSELFSERVE through the 'Employee Self Service' window accessed from the Admin Console. Once invited, an email will be sent to the Employee's listed email address that includes a link to eSELFSERVE and his/her User in...
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Manager eSELFSERVE

After a Manager is set through the 'Manager Self Service' option under 'eSELFSERVE.com Settings' in the Admin Console, he/she will receive an email with a link to eSELFSERVE. This Manager can then log in using the listed link and their prev...
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APS Payroll: GL Account Mapping

The General Ledger in APS Payroll must match the General Ledger uploaded into your Restaurant365 instance. In doing so, it will include the correct account when importing Payroll Journal Entries into your Restaurant365 instance. Navigation To...
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APS Payroll: Departments and Department Groups

Departments are the Job Titles assigned to Employees, which can be structured into Department Groups if desired for Reporting purposes. Both Departments and Department Groups can be easily created and maintained to reflect the structure of Departments with...
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Employee Console

The Employee Console displays a quick view into Employee Statistics, including errors on payroll, number of active Employees, and any updated Employee information. Alerts for Manager Approval of new hires or Employee record updates will be listed in y...
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APS Payroll: Add Employee

Creating Employee records allow for confidential information to be filed individually. These records can be accessed through the Employee List as well as the listed navigation below. Learn more about the Employee Console here. Navigation Crea...
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Employee List

The Employee List displays all saved Employee records in the system. From this list, the desired Employee record can be opened so that necessary updates can be made. Learn more about the Employee Console here. Navigation To navigate to the Em...
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APS Payroll: Employee Records

Employee records live in the Employee List where they can be edited and updated after creation. Any update to an Employee's address, federal or state information, and even their employment status should be entered into that Employee's record in APS...
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APS Payroll: Notifications

Employees can have a notification sent to them from the Employee List, their Employee record, or the Notifications page through the Notify button. These messages can be sent via the Employee's listed email address or phone number. The Notifications pa...
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Payroll Console

The Payroll Console includes important payroll functions, such as the creation and approval of Payroll Batches and Prepay Checks and remotely print checks. All payroll navigation can occur from this screen. This screen lists two defaulted tiles: '...
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Create Payroll Batch

Payroll Batches can be created and saved before submission, allowing for a User to return and edit at a later time. Before a Payroll Batch can be submitted, missed time punches need to be corrected, time cards need to be approved, and all time off requests...
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Create Prepay Check

A Prepay Check allows Employees to be paid outside of a regular payroll run, which can occur due to an Employee's termination or receiving a bonus. Click here for more information about the Payroll Console. It is important to note that ACH payments...
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Remote Check Printing

Remote Check Printing enables Users to select the desired Payroll Batch and print individual checks. It is important to note that this option is only available for Users who have elected to print their checks remotely. View the "Remote Check Printing&...
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Human Resources Console

The Human Resources (HR) Console includes the management of Employee benefits, documents, compensation, performance, and more through easy navigation of the 'HR Options' tile, the 'HR' menu in the top ribbon, or through listed alerts. ...
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ACA Alerts

ACA Alerts is a part of the HR Console. Click here for more information on the HR Console. The ACA Alerts dashboard lists all topics related to the Affordable Care Act (ACA) and your company, if it is considered an Applicable Large Employer. This dashb...
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Asset Management

Asset Management is a part of the HR Console. Click here for more information on the HR Console. Asset Management provides the ability to document and track the Employees who have company property assigned to them, such as a cell phone or computer. ...
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Benefits Administration

Benefits Administration is a part of the HR Console. Click here for more information on the HR Console. The Benefits Administration provides all necessary benefits and coverage information in three distinct views. The Dashboard is the defaulted view, b...
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Manage Individual Enrollments

The Manage Individual Enrollment window is a part of the HR Console. Click here for more information on the HR Console. Employee benefits can be easily viewed and updated through the Manage Individual Enrollments window, where a listing of Employee rec...
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Document Management

Document Management is a part of the HR Console. Click here for more information on the HR Console. The Document Management window is where all company documents are managed and stored. While multiple file types can be uploaded, only PDF documents can ...
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Company Newsfeed

Company Newsfeed is a part of the HR Console. Click here for more information on the HR Console. The Company Newsfeed Dashboard displays a record of all announcements, reminders, and postings made to Employees. Posts can be created from this screen as ...
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eSignatures

eSignatures is a part of the HR Console. Click here for more information on the HR Console. The eSignatures screen lists all documents that require a signature by the Employee. The listing displays the Employee name, Department, Hire Date, the Docume...
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Event Tracking

Event Tracking is a part of the HR Console. Click here for more information on the HR Console. Event Tracking allows events during an Employee's career, such as a promotion, disciplinary action, and paid leave, to be added and managed in APS Payrol...
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OSHA Tracking

OSHA Tracking is a part of the HR Console. Click here for more information on the HR Console. OSHA Tracking allows incidents to be recorded and tracked in compliance with OSHA. When the OSHA Tracking window is opened, a listing of all incidents wi...
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Reporting Console

The Reporting console includes necessary data exports and reports that can help a restaurant analyze Employee information and payroll data. Users can even create their own reports through the Report Builder if additional reports are desired. Addi...
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Report Manager

The Report Manager is a part of the Reporting Console. Click here for more information on the Reporting Console. The Report Manager houses all preconfigured reports, which are grouped by Console. Once a report is selected, the Report Parameters can be ...
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Report Builder

The Report Builder is a part of the Reporting Console. Click here for more information on the Reporting Console. The Report Builder uses Report Templates based on Employee information to create the foundation of a customized report in APS Payroll. Once...
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Analytics Dashboard

The Analytics Dashboard is a part of the Reporting Console. Click here for more information on the Reporting Console. The Analytics Dashboard can be custom-designed by each User and include an unlimited amount of Analytics Tiles, or data sources, ...
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DocVault

DocVault is a part of the Reporting Console. Click here for more information on the Reporting Console. The DocVault lists all copies of generated payroll reports in the 'Payroll Documents' section and quarterly and annual filings in the '...
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Data Exports

Data Exports is a part of the Reporting console. Click here for more information on the Reporting console. The Data Exports set up in APS Payroll include Fidelity 401k and R365 GL. The Fidelity 401k export downloads a CSV file of all 401K contributions...
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W-2 / 1099 / 1095 Forms

W-2 / 1099 / 1095 Forms are a part of the Reporting console. Click here for more information on the Reporting console. W-2 / 1099 / 1095 Forms can be easily created, viewed, and downloaded as a PDF for one or all Employees through this page. Only Pay...
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APS Payroll: Custom Fields

Custom Fields can be created in APS Payroll to house additional Employee information beyond the current standard fields. When a Custom Field is created by an Admin User, that field will be housed on the Employee record and can be included on any User-built...
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APS Payroll: Report Subscriptions

Set up Report Subscriptions for Payroll Reports to ensure that the right reports are being sent automatically to certain Users. This cuts out the manual process of running a report alongside Payroll Batches or other key busy times each month. Set Repo...
09:54

APS Payroll: Year-End Procedures

In order to help with a smooth Year End, APS Payroll has you covered! The following documents provide valuable information to ensure final Payroll Batches are completed and submitted on time and all Tax Forms are reviewed, edited, and approved before their...
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APS Payroll: Final Payroll Submission Dates 2022

The following are Holiday Processing and Final Payroll Submission dates for 2022 to ensure that your Employees are paid on time. Click here for a printable pdf of R365 Key Dates for 2022 Year-End Processing. Christmas Processing Schedule Pay...
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APS Payroll: Tax Form Deadlines

W2 and 1099 Tax Forms will be available to review beginning Saturday, January 1, 2022. W2s must be approved by 12 pm CST on Tuesday, January 11, 2022. If your W2s or 1099s are not available for review by January 5, then they are still in Internal Revie...
09:56

APS Payroll: Year-End Dashboard

The Year-End Dashboard is where all Tax Forms can be accessed, reviewed, edited, and approved before the Key 2021 Deadlines. Status updates will display when forms are ready to be reviewed, printed, and more to ensure your Organization is on track for the ...
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APS Payroll Year-End Frequently Asked Questions

We know you have questions, and we're here to help. This page contains many of the commonly asked questions regarding year-end procedures, deadlines, and W-2s. What are final payroll submission dates for 2022? Payroll Type Submission Date(s...
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APS Payroll: Tax Form Edits and Distribution

All Tax Forms can be accessed, reviewed, edited, and approved before the Key 2021 Deadlines from the Year-End Dashboard. If an issue is found while reviewing Tax Forms, they should be rejected and the issue should be documented.  Note: Rejecting forms ...
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APS Payroll: Import Box 12 Health Amounts

If your Organization is not withholding Employee amounts and tracking the Employer amount on the applicable deduction, then the information for Box 12 should be manually uploaded. This information is required for ACA reporting. Ensure to review all Emp...
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APS Payroll: Paperless W2s

When W2s are approved, they are automatically made available to Employees via eSELFSERVE as long as an Admin User has not prohibited Employee access to receiving their W2s electronically. Employees can opt into only receiving Paperless W2s through thei...
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APS Payroll: Print & Ship W2s

When W2s are approved, R365 can either print and send them to your Organization or your Organization can skip this step and save money by directly printing W2s and then shipping them to your Employees. If your Organization decides to remotely print, W2...
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APS Payroll: Year-End ACA Reporting

Insurers, small Employers with self-insured health plans, and all Applicable Large Employers (50+ full-time or full-time equivalent Employees) are required to report health insurance information as a part of the Affordable Care Act. ACA Reporting is a ...
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