This article is an overview of payroll-related documents that have been uploaded to Workforce. 


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About Payroll Documents


Documents that are specific to Workforce are stored on the 'Documents' page and the 'Documents' tab of Employee Records. 


Users can manually create folders and upload documents associated with a single payroll company


In addition to manually-created folders, the following system-required folders are created:

  • Documents Page
    • Signed Documents
    • Tax Documents
    • Garnishment Orders
  • Employee Record Documents Tab
    • Signed Documents
    • Tax Forms


Signed Documents


Employees can be required to view and electronically sign uploaded documents via the 'My Pay' section of the R365 Mobile App. The 'Signed Documents' folder on the 'Documents' page allows users to request electronic signatures from employees for any documents uploaded to the folder. 


Once a signature has been requested, the employee's signature status will be viewable in the 'Signed Documents' folder on the 'Documents' tab of their Employee Record. 


Learn more about the managing signed documents here.


Payroll Company Tax Filing Receipts


When tax filings are submitted to the associated jurisdiction by R365, any tax filing receipts provided by that jurisdiction are uploaded to the 'Tax Documents' folder on the 'Documents' page


The 'Tax Documents' folder has two sub-folders:

  • Federal Taxes - Contains federal tax receipts.
  • State Taxes - Contains state and local tax receipts.


Note: Tax filing receipts are not provided by all jurisdictions. 


Employee Tax Forms


When an employee completes or updates their tax forms in the 'My Pay' section of the R365 Mobile App, a printable version with the employee's electronic signature is uploaded to the 'Tax Forms' folder on the 'Documents' tab of their Employee Record. 



Garnishment Remittance Documents


When a garnishment is added to an Employee Record, a copy of the garnishment order is required. Uploaded garnishment orders for all employees are found in the 'Garnishment Orders' folder on the 'Documents' page


W2s


After W2s have been filed, two zipped folders of W2 PDFs will be provided on the 'Documents' page


File NameDescription
Year_W2s - Payroll Company NameAll W2s for all employees, regardless of paperless tax statements selection.
Year_W2s_NonPaperless - Payroll Company NameW2s for employees who did not elect for paperless tax statements and therefore require a paper W2. 


Learn more about W2s here


Where Payroll Documents Are Stored


Payroll documents that have been uploaded to Workforce can be found on both the 'Documents' page and the 'Documents' tab of Employee Records. 


Documents Page

The 'Documents' page contains all documents that are applicable to an entire payroll company. Here, users can upload documents, view tax filing receipts, and manage signed documents. 


Employee Record Documents Tab



The 'Documents' tab of Employee Records contains all documents that are employee-specific. Here, users can upload documents, download printable electronically signed tax forms, and view the employee's signed document statuses. 


Note: The 'Documents' tab is only displayed for employees who have been onboarded to payroll