Setting the Payroll Preferences

Use the Payroll tab to define the parameters used to determine the payroll data that will display on the Payroll page. You can also select the primary job codes defined in LINQ ERP that employees can view in the LINQ Employee Portal. By default, no primary job codes are available to the employees.

Tip: Links to the other System Setting options display at the bottom of the page. Click here to display a table describing each link.

Follow these steps to access the Payroll Preferences page:

Click the Preferences linkClick a link to display the corresponding page. Links display with blue text. on the Admin Home page to display the System Settings page.
On the System Settings page, click the Payroll tab.
Define the payroll preferences based on your organization's business practices. Refer to the Payroll Preference Settings table for more information.
Click the button to save the general preference settings. The message "Payroll Preference Settings Updated" displays.
Click the button to close the dialog box.

Payroll Preference Settings

The following table defines the available payroll preference items.

System Default	Description	Default
W-2 Year Range	Click the first Drop-down List button to select the first year for which W-2 statements will display on the View W-2s page in the LINQ Employee Portal Employee Interface. Click the second Drop-down List button to select the last year for which W-2 statements will display on the View W-2s page in the LINQ Employee Portal Employee Interface. The W-2 record for a particular year is available to Employee Portal after the W-2 Print is run in LINQ ERP for that year. The W-2 is not visible to the employee until the W-2 Start Year field is equal to or less than that year. Important: if your organization uses LINQ Employee Portal, you must run a W-2 Print report (HEW2S10S or HEW2S90) to populate the Box 12 codes and amounts before making the W-2s available in LINQ Employee Portals.	2005 through 2015
1095-C Year Range	Click the first Drop-down List button to select the first year for which 1095-C Forms will display on the View 1095-C Forms page in the LINQ Employee Portal Employee Interface. Click the second Drop-down List button to select the last year for which 1095-C Forms will display on the View 1095-C Forms page in the LINQ Employee Portal Employee Interface. The 1095-C Form for a particular year is available to Employee Portal after the 1095-C Print is run in LINQ ERP for that year. The 1095-C Forms is not visible to the employee until the 1095-C Start Year field is equal to or less than that year. Important: if your organization uses LINQ Employee Portal, you must usethe 1094-C and 1095-C - Employee Provided Health Insurance Offer and Coverage page – EFDEPH01A to extract the 1095-C employee data and print the 1095-C Form.	2015 through 2015
Calendar Year Range	Click the first Drop-down List button to select the first year for which salary compensation information is available to the employee. Click the second Drop-down List button to select the last year for which salary compensation information is available to the employee.	2005 through 2015
Show Original W-2s	Click to select this check box to display the original W-2 forms from the same year as the year entered in the W-2 End Year field. Reissued W-2 forms will display for all prior years. Leave this check box clear to display reissued W-2 forms for all years.	This check box is not selected.
Show Original 1095-Cs	Click to select this check box to display the original 1095-C Forms from the same year as the year entered in the 1095-C End Year field. Reissued 1095-C Forms will display for all prior years. Leave this check box clear to display reissued 1095-C Forms for all years.	This check box is not selected.
Mask W-2 SSN	Click to select this check box to mask the first five digits of the employee's social security number on the W-2 Form, e.g., XXX-XX-1234. Leave this check box clear to display the employee's social security number on the W-2 Form.	This check box is not selected.
Mask 1095-C SSN	Click to select this check box to mask the first five digits of the employee's social security number on the 1095-C Form, e.g., XXX-XX-1234. Leave this check box clear to display the employee's social security number on the 1095-C Form.	This check box is not selected.
E-Consent W-2	Click to select this check box to allow the employee to request receipt of their W-2 Form electronically or manually. The "I agree to receive my W-2 form electronically each year in my employee portal" and "I would like to receive a paper W-2 form" check boxes display on the W-2 page. Leave this check box clear to not allow the employee to select the W-2 Form receipt method, e.g., all employees must receive their W-2 Form electronically in their employee portal. The "I agree to receive my W-2 form electronically each year in my employee portal" and "I would like to receive a paper W-2 form" check boxes do not display on the W-2 page.	This check box is not selected.
E-Consent 1095-C	Click to select this check box to allow the employee to request receipt of their 1095-C Form electronically or manually. The "I agree to receive my 1095-C form electronically each year in my employee portal" and "I would like to receive a paper 1095-C form" check boxes display on the 1095-C page. Leave this check box clear to not allow the employee to select the 1095-C Form receipt method, e.g., all employees must receive their 1095-C Form electronically in their employee portal. The "I agree to receive my 1095-C form electronically each year in my employee portal" and "I would like to receive a paper 1095-C form" check boxes do not display on the 1095-C page.	This check box is not selected.
E-Consent W-2 Disclosure	Optionally, type an E-Consent W-2 Disclosure message to the employees if applicable for your organization. This message displays on the W-2 page. The E-Consent W-2 statement must meet the requirements provided in Treasury Regulations Section 31.6051-1(j) and Publication 15-A (https://www.ecfr.gov/cgi-bin/text-idx?SID=f77511573efc68311dc88c62e64fe176&mc=true&node=se26.17.31_16051_61&rgn=div8).	Blank
E-Consent 1095-C Disclosure	Optionally, type an E-Consent 1095-C Disclosure message to the employees if applicable for your organization. This message displays on the 1095-C page. The E-Consent 1095-C statement must meet the requirements provided in Treasury Regulations Section 31.6051-1(j) and Publication 15-A (https://www.ecfr.gov/cgi-bin/retrieveECFR?gp=1&SID=cfb133a8f444f34a895db6936542cc78&ty=HTML&h=L&mc=true&n=pt26.20.301& r=PART#se26.20.301_16056_628).	Blank
Show Future Checks	Click to select this check box to display future dated pay checks on the Employee Pay Check Calendar page and the Pay Check/Advice Detail page of the LINQ Employee Portal Employee Interface. Leave this check box clear to not display future dated pay checks. Future dated checks are highlighted in yellow on the Payroll Calendar.	This check box is not selected.
Show Ded Ben Reference No on Checks	Click to select this check box to display an employee's deduction/benefit reference number (e.g., Pension ID on the Pay Check/Advice Detail if your district tracks this information in the employee's deduction/benefit record in LINQ ERP. When the Pay Check / Advice Detail is printed, a Reference No column displays the deduction/benefit reference number in the Deductions/Benefits section of the Earnings/Deductions/Benefits grid. Leave this check box clear to not display an employee's deduction/benefit reference number on the Pay Check / Advice Detail.	This check box is not selected.
Show Full Year Salary	Click to select this check box to display the full-year salary and days information to employees on the Salary Compensation page in the LINQ Employee Portal Employee Interface. Leave this check box clear to not display the full-year salary information.	This check box is selected.
Show Budgeted Information	Click to select this check box to display the budgeted FTE and budgeted hour information to employees on the Salary Compensation page in the LINQ Employee Portal Employee Interface. Leave this check box clear to not display the budget details.	This check box is selected.
Show Salary Schedules	Click to select this check box to display salary schedule details (i.e., Schedule, Schedule Level, and Schedule Step) for the employee on the Salary Compensation page in the LINQ Employee Portal Employee Interface. Leave this check box clear to not display the salary schedule details.	This check box is not selected.
Show Pay Dates	Click to select this check box to display the Pay Start and End Dates on the Salary Compensation page. Leave this check box clear to not display the Pay Start and End Dates.	This check box is not selected.
Hide Bank Account Numbers	Click to select this check box to mask the employee's bank number and bank account numbers with asterisks (*) in the Direct Deposit section of the Pay Check / Advice Detail. Leave this check box clear to display the employee's bank and bank account numbers in the Direct Deposit section of the Pay Check / Advice Detail.	This check box is selected.
FTE Display Format	Click the Drop-down List button to select the display format for FTE values in the Salary Compensation page. Your choices are Whole Number, Percentage, and Do Not Display FTE Values.	Whole Number
Primary Pay Flag	Click the Drop-down List button to select the primary pay flag assigned to primary pay records in LINQ ERP. The value entered in this field is used to determine the employee records that display in the Employee Business Card and Leave Request Calendar.	1

Primary Job Codes

By default, an employee has no access to the primary job codes defined in LINQ ERP in the LINQ Employee Portal. Optionally, you can select the primary job codes available to the employees by moving a primary job code from the Primary Job Codes Hidden list to the Primary Job Codes Available list.

To move a hidden primary job code to the Primary Job Codes Available list:

In the Primary Job Codes Hidden list, hold down the Ctrl key on your keyboard, and click each primary job code to be visible to the employees.
Click the Left Arrow button to move the selected primary job codes to the Primary Job Codes Available list.
Click the button. The message "Payroll Preference Settings Updated" displays.
Click the button to close the dialog box.

To move a leave type to the Primary Job Codes Hidden list:

In the Primary Job Codes Available list, hold down the Ctrl key on your keyboard, and click each primary job code to be hidden from view.
Click the Right Arrow button to move the selected primary job codes to the Primary Job Codes Hidden list.
Click the button. The message "Payroll Preference Settings Updated" displays.
Click the button to close the dialog box.

Sequencing the Primary Job Codes Lists

Follow these steps to sequence the primary job codes that display in the Primary Job Codes Available and Primary Job Codes Hidden lists. Use this option to control the sequence in which the primary job codes display to the employee.

This procedure explains how to sequence the Primary Job Codes Available list. You can use the same functionality to sequence the Primary Job Codes Hidden list.

To sequence the primary job codes:

In the Primary Job Codes Available list, click and drag the blue handle that corresponds to the primary job code to be moved. You can drag the primary job handle up or down in the list.
Repeat step 1 until the primary job codes are sequenced to your satisfaction.
Click the button. The message "Payroll Preference Settings Updated" displays.
Click the button to close the dialog box.

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Granting Permission for Employees with an Inactive Employment Status in LINQ ERP to Submit Requests

By default, an employee with an inactive employment status in LINQ ERP does not have permission to use the LINQ Employee Portal to submit requests (for example, a retired employee). If allowed by your organization, you can grant employees assigned a specific inactive employment status in LINQ ERP permission to submit Demographic, Dependent, Emergency Contact, Deduction, Benefit, Direct Deposit, and Tax Requests.

An employee assigned an inactive employment status in LINQ ERP that does not have permission to submit requests will receive the following message: “Employee is not currently an active LINQ ERP employee (999999).”

To grant an employee with an inactive status in LINQ ERP permission to submit requests:

In the Inactive Employment Statuses Hidden for Requests list, hold down the Ctrl key on your keyboard, and click the inactive employment statuses that may be assigned to inactive employees in LINQ ERP that have permission to use LINQ EP to submit requests.
Click the Left Arrow button to move the selected employment status codes to the Inactive Employment Statuses Allowed for Requests list.
Click the button. The message "Payroll Preference Settings Updated" displays.
Click the button to close the dialog box.

To revoke permission for employees with an inactive status in LINQ ERP to submit requests:

In the Inactive Employment Statuses Allowed for Requests list, hold down the Ctrl key on your keyboard, and click the inactive employment statuses that may be assigned to inactive employees in LINQ ERP that do not have permission to use LINQ EP to submit requests.
Click the Right Arrow button to move the selected inactive employment status codes to the Inactive Employment Statuses Hidden for Requests list.
Click the button. The message "Payroll Preference Settings Updated" displays.
Click the button to close the dialog box.

Identifying the Years of Experience Amounts to Display in the Years of Experience Page

Follow these steps to populate the Available Years of Experience list. The Available Years of Experience list shows the Years of Experience amounts that will display in the Years of Experience page.

To populate the Available Years of Experience List:

In the Hidden Years of Experience list, hold down the Ctrl key on your keyboard, and click the Years of Experience codes that will be visible to the user in the Years of Experience page.
Click the Left Arrow button to move the selected Years of Experience codes to the Available Years of Experience list.
Click the button. The message "Payroll Preference Settings Updated" displays.
Click the button to close the dialog box.

To remove Years of Experience codes from the Available Years Experience list:

In the Available Years of Experience list, hold down the Ctrl key on your keyboard, and click the Years of Experience codes that will not display on the Years of Experience page.
Click the Right Arrow button to move the selected Years of Experience codes to the Hidden Years of Experience list.
Click the button. The message "Payroll Preference Settings Updated" displays.
Click the button to close the dialog box.