Paycom 101
Paycom Updates
11/7 -New Employee Orientation Enrollment
When a new, non-seasonal Team Member joins the LA Y, Paycom will automatically require them to enroll in the first available NEO class. If this date doesn’t work with their schedule, the Team Member will have the opportunity to switch to another class. Once completed, supervisors will receive a notification that their new Team Member has enrolled in NEO. Please use this notification as a reminder to add the NEO shift for your employee! Please note that the process is a bit different for newly hired Team Members who are under 18. In that scenario, it’s important to provide options so that the class adheres to work permit restrictions. That said, minors will be given instructions to enroll rather than enrolled automatically.
10/24 – A note about tax withholding
As you review your first paycheck, you may notice some differences in your federal and/or state tax withholding compared to previous paychecks. This is due to Paycom’s use of the most current federal and state tax tables, used across all Paycom clients and align with the latest tax forms (Federal W-4 / California DE 4). If you’d like to review or adjust your tax withholding, there are tools available via Paycom Employe Self-Service (desktop or mobile): Test Sample Paycheck Tool – Preview how W-4 changes could affect your net pay before you finalize them and 2025 W-4 Form and California DE 4 Form – Available under the Tax Setup section for quick and easy tax withholding updates
Thank you for your patience!
Meal Penalties
Q: One of my employees is scheduled for 6 hours or less every day. She’s opting out of the meal but is still incurring meal premiums even though she has signed the meal waiver. What’s going on?
A: A system update caused “MLP / Meal Premium” to be displayed in certain scenarios even when there is no pay associated with the premium. Please check the dollar amount listed in the columns to the right of the hours. As long as the amount says “0.00”, there is no pay associated and nothing to worry about!
Terminations
Q: My employee resigned. Where do I send the resignation?
A: As a supervisor, please submit a Personnel Action Form, uploading and attaching the resignation notice with the form.
Q: I have not been able to submit a resignation through Paycom because the employee has never punched in or accessed Paycom. Is there a way for me to manually fix the timesheet without the request being submitted by the employee? Her last day is Thursday.
A: Please process a PAF for Termination and include the in/out punches and dates that the employee worked so that Payroll can add them to the timesheet.
New Hire / Onboarding
Q:I’m trying to request a requisition for a job but I don’t see the position listed under my position family. What should I do?
A: We can help you to either locate the position or if it doesn’t exist yet, we can assist with creating it! Please contact your Regional HR Generalist for support.
Q: I tried to find the New Hire Packet Request form on Okta to hire an employee who applied through Workbright but the tile is missing. How do I do this?
A: Not a problem! Please follow these instructions to learn how to onboard new employees who applied through Workbright.
Q: A candidate applied in Workbright and I want to hire them. Do I need to have them reapply in Paycom?
A: No, you do not need them to reapply in Paycom. You will add them to the New Employee Queue once they’ve cleared live scan and references in WorkBright. Please review this SOP for more information.
Q: I don’t see the Training Hub tile in Okta. How do I enroll my new employee in New Employee Orientation (NEO)?
A: Great question! NEO enrollment is now a supervisor item on the New Hire Checklist. Please instruct your new employee on how to visit the My Learning section of Paycom Learning to view all upcoming orientation dates and select the one that works best for their schedule, within 60 days of hire. Once scheduled, that item can be checked off of the list. New hires can also click here to visit the course page in Paycom.
Time Off Requests
Q: I requested time off but I don’t see that request in Paycom. What happened?
A: While the majority of your information has been migrated over to Paycom, pending time off requests were NOT carried over. For any pending time off requests, please hold off until October 10th and resubmit any time off requests through Paycom.
Access / Assignments
Q: I’m not seeing all of my employees while in the supervisor view. What should I do?
A: There are several reasons why this could be happening.
First, is it possible that the missing employees hold primary roles in other departments/centers? If so, this might be the reason. Supervisors can only see the employees assigned to them as a primary role.
Next, what is your position? Your position will determine your access in Paycom. Certain responsibilities are viewable by Coordinators with others reserved for Director-level staff. As an example, Coordinators can assist with scheduling for the team but may not approve time or make timecard adjustments. If you are a Coordinator and don’t see your team but need to schedule, please use the workaround Scheduler profile that was shared over email. If you need a copy of the instructions, please email ErinSacco@ymcala.org.
Another option is to determine whether or not the employee has clocked in to your department. If they have not, this might be why you cannot see them.
Have you checked your filters above the list of employees? Please check that and ensure that you haven’t unintentionally filtered the view to exclude them.
Finally, if the above didn’t provide a solution, it may be that you don’t have the correct scheduling groups assigned to you. If you are unable to problem solve this one on your own, please reach our to your Regional HR Generalist.
Q: How do I approve timesheets for my team when I can’t see them in the system?
A: If the reason why you can’t see those timesheets is because you are the person’s secondary supervisor, consider touching base with the employee’s primary supervisor and working together to approve the pay period.
Q: I can’t log into Paycom but I’ve used it in the past with another employer. What’s going on?
A: Your email address may be connected to the Paycom system through a former employer’s account. It’s possible that we may need to work with Paycom to link the different accounts. If this is an issue, please contact your Regional HR Generalist.
Child Abuse Prevention
Q: I need help assigning Child Abuse Prevention (CAP) training to my volunteer. How do I request that?
A: Please contact the Volunteerism team at volunteer@ymcaLA.org.
Timekeeping
Q:When I try to clock in, I see 4 open fields. Should I be entering something here?
A:If you have multiple positions, yes, you should be using these 4 fields to properly clock in for the correct position. If you do not have multiple positions, the system will default to your primary position.
Q: I’m trying to approve punch change requests but the system isn’t allowing me to.
A: It’s possible that you have already approved the days or approved the full pay period. If this is the case, approving also locks the system and prevents you from being able to make changes. To work around this, revoke the approval for the day(s) in question then either approve the punch change requests or ask the employee to submit any change requests that haven’t been submitted. If this doesn’t work, make sure that you’ve selected the correct pay period at the top right of your screen. You may need to toggle to a different pay period.
General
Q: I keep hearing you talk about SOPs. What is that?
A: SOPs are Standard Operating Procedures. SOPs detail the process/expectations for moving through a particular scenario and often include screenshots and detailed instructions.
View the recording (passcode: 73Gn=$iK)
Quick Reference Video Time Codes – Supporting Employees with General Site Questions
- 2:15 How to log in using the web browser
- 15:30 How to complete pending items in employee checklist
- 16:30 How to review your own contact info
- 18:30 How to determine which pay and tax info you have set up
- 23:00 How to find employee training videos
- 24:00 How to access the web time clock
- 26:00 How to determine which role you are clocking in for
- 26:50 How to request an update to a punch (modify times or delete)
- 28:30 How to review your full time card
- 31:00 How to submit a time off request
Quick Reference Video Time Codes – Time-Keeping Tools for Supervisors
- 33:15 How to manage time off requests
- 36:30 How to review pending supervisor notifications
- 37:30 How to determine which employees are currently on the clock
- 39:50 How to retrieve employee info (contact info, etc.)
- 42:15 How to review time card adjustments and time off requests
- 45:00 How to review automatic lunch tracking
- 48:50 How to approve time cards
- 51:40 How to approve future time off requests
- 53:00 How to manage scheduling groups
- 55:20 How to use scheduling templates
- 56:10 How to create an ad hoc schedule
- 59:45 How to add a lunch to a scheduled shift
- 1:01:10 How to to publish a schedule
- 1:04:20 How to use the “iWant” tool
View the recording (passcode: VN3=3ADJ)
Quick Reference Video Time Codes – Supporting Employees with General Site Questions
- 13:00 How to review pending notifications
- 14:15 How to review and approve pending certifications
- 16:20 How to use the “Approve my Check” tool
- 22:10 How to locate the time-keeping tools
- 28:10 How to schedule a recurring shift
- 35:40 How to find and use a Personnel Action Form
- 40:10 How to submit a termination using a Personnel Action Form
- 42:00 How to file a note (discipline, memo of conversation or star award)
- 44:00 How to review assigned learning progress for your team members
- 45:30 How to review the certification management dashboard for your team
- 47:30 How to review the documents and checklist management dashboard for your team
- 50:15 How to quickly look up basic employee info
- 51:00 How to use iWant to retrieve quick information