Managing Employee Benefits in the Admin Portal #

This article guides administrators through the process of adding and managing benefits for W2 employees within the admin portal.

Overview #

As an administrator, you can record employee benefits directly on their individual profiles. This ensures that benefit information is accurately reflected on employee paystubs and W-2 forms.

Note: This system does not handle actual money movement. Benefits recorded here are for reporting and documentation purposes only. Employers are responsible for managing funds and payments with their chosen insurance providers or plan administrators externally.

How to Add a New Benefit #

Access the Employee Profile {audience: admin} #

• Log in to the Admin Portal.
• Select Team from the left-hand navigation menu.
• Click on the Employee’s Name (Note: Benefits are only available for W2 employees).

Open the Benefit Editor {audience: admin} #

• Scroll down the profile page to the Benefits box.
• Click the Pencil Icon to open the editor.
• In the pop-up window, click + New Benefit.

Configure Benefit Details {audience: admin} #

Fill in the following fields to set up the benefit:

• Description: Enter a custom name (e.g., “Aetna Health,” “Delta Dental”).
• Type: Select the category from the dropdown (e.g., Health, 401k, Dental).
• Start Date: Choose the effective date (e.g., the first day of the current month).
• End Date: Choose a completion date (if applicable).

Understanding Pay Periods and Calculations #

Option A: Monthly (Recurring Total) {audience: admin} #

The system takes a total monthly amount and divides it by the number of pay cycles in that month.

• Example: If you set a $150 monthly benefit and there are 2 pay cycles that month, the system will deduct $75 per paycheck. It stops once the $150 total is reached for the month.

Option B: None (Fixed Amount per Paycheck) {audience: admin} #

The system applies a specific, fixed amount to every pay schedule.

• Example: If you set $50, the employee will see a $50 deduction on every single pay stub, regardless of how many pay periods are in the month.

Contributions {audience: admin} #

After setting the schedule, you can define the contribution amounts:

• Employee Contribution: The amount deducted from the employee’s gross pay.
• Company Contribution: The amount the employer pays toward the benefit (recorded for W-2 purposes).

Save your changes to ensure the benefit appears on the next scheduled payroll run.