Q: How can an employee update their direct deposit information or address?
A: Employees can update their direct deposit details and address through the Workstream US app. Alternatively, we can resend the payroll onboarding link, allowing them to make these changes.
Q: Can employees split direct deposits into multiple accounts?
A: Yes, employees can split their direct deposit across multiple bank accounts using either fixed amounts or percentage-based splits. This can be done through the Workstream US app.
Q: Can employees have multiple jobs or multiple earning rates?
A: Yes, employees can have multiple jobs or different earning rates. Workstream Payroll automatically applies the correct rates when processing payroll.
Q: How can an employee view their paystub?
A: Employees will receive their pay stub via email on payday. A password is required to open it, which is the last four digits of their SSN. Pay stubs are also available in the Workstream US app.
Q: How does Workstream Payroll distribute W-2s to employees?
A: Employees who opt for paperless W-2s will receive them via email and can access them in the Workstream US App. If they did not opt in, a paper W-2 will be sent to their primary work location, where their manager can distribute it.
For those who do not opt in, a physical W-2 will be mailed to their primary home address.
Q: Are there any fees for W-2 distribution?
A: No. If employees opt for paperless W-2s, there is no cost at all.
Q: What are the limitations when managing contractors in Workstream?
A: Currently, contractors can't be managed directly in Workstream Payroll. To add or update contractors, you must reach out to your Workstream POC or contact our support team. Below are some key limitations when managing contractors in Workstream:
Contractors don't appear on your worker list in the Teams tab.
Contractors can't be uploaded to your payroll drafts using the 'Upload your team's hours' feature. However, you can still add their pay information manually when running payroll.
Contractors don't have access to the Workstream US app, and won't be able to see their pay stubs in the Worker Hub.
Contractors can't use Workstream Time and Scheduling.
Contractors don't have earning rates set in the system.
If you're hiring contractors who are 100% commission-based, you can't post jobs to Indeed for free and must pay for job sponsorship.
Q: How do I offboard an employee and handle their final paycheck?
A: Offboarding an employee in Workstream immediately updates their status to Offboarded, even if you select a future termination date. Once Offboarded, the employee becomes inactive and can’t be included in payroll unless you manually reactivate them. To avoid payment issues, follow this flow:
Before offboarding the employee, make sure to pay them first.
Run their final payroll before marking them as Offboarded. This is the easiest way to avoid status issues or delays.If you already offboarded the employee, you can still process payment if it’s within 30 days of the termination date.
Change their status back to Active.
Add them to your next payroll run.
After payment, set their status back to Offboarded.
If your state requires immediate payment, follow these steps.
Note: To ensure compliance, check with your state's Department of Labor for the latest regulations.Issue a manual check.
Log the payment in Workstream Payroll to ensure accurate tax reporting.
Q: How do I move an employee to a new location so they're taxed and paid correctly?
A: If an employee changes work locations (for example, from one state to another), you need to update their job to ensure they’re paid and taxed correctly for the new location. This is especially important for:
Location-based tax reporting
End-of-year W-2 accuracy]
Here’s how to update the employee’s job:
Go to employee's profile
In Team View, go to Team.
Find and open the employee's profile in the Active tab.
Update the employee's job
Go to the Job and Pay tab.
Deactivate the existing job tied to their old location.
Add a new job tied to the new location.
Review the job details (especially earning rates and work location), then Save.