How to change an employee email address and resend their check stub in FileGuardian for FGX+

Uh-oh…my employee did not receive their check stub.  It looks like their email address in FileGuardian is incorrect.  How do I change their email address and resend their check stub to them?  Follow these steps and the employee will have their pay stub in a matter of minutes.

If your payroll customer has HUB activated, then click here.
If your payroll customer does not have HUB activated, then click here.
If your payroll customer has HUB activated, then follow these steps:

Step 1 – Change an employee’s email address

1.   Go to the FGX-Express area and open the FGX+ Rule for the company

 ChangeEmployeeEmailFGX+HUB - Step1.1

2.   Click on the HUB tab.

 ChangeEmployeeEmailFGX+HUB - Step1.2

3.   Click on the employee’s name.

ChangeEmployeeEmailFGX+HUB - Step1.3

4.   Type in correct email address and click ‘Save Contact Information’

 ChangeEmployeeEmailFGX+HUB - Step1.4

 Step 2: Resend email with check stub to the employee

1.   Go to the My Files area

ChangeEmployeeEmailFGX+HUB - Step2.1

2.   Search for the company by name and open it.

ChangeEmployeeEmailFGX+HUB - Step2.2

3.   Click on the FGX+ tab

ChangeEmployeeEmailFGX+HUB - Step2.3

4.   Locate the entry for the check date and click to expand details.

ChangeEmployeeEmailFGX+HUB - Step2.4

5.   At the bottom of the detail list will be the employees that received stubs in that payroll period.  Click on the employee’s name

ChangeEmployeeEmailFGX+HUB - Step2.5

6.   A window will open with the email that was sent for that specific check stub date.  At the bottom hit the “Resend” button.  The email will be sent to the employee using the updated email address.

  ChangeEmployeeEmailFGX+HUB - Step2.6

If your payroll customer does not have HUB activated, then follow these steps:

 Step 1 – Change an employee’s email address

1.   Go to the FGX-Express area and open the FGX+ Rule for the company

ChangeEmployeeEmailFGX+andNOHUB - Step 1.1

2.   Click on the Employees tab.

ChangeEmployeeEmailFGX+andNOHUB - Step 1.2

3.   Click on the employee’s name.

ChangeEmployeeEmailFGX+andNOHUB - Step 1.3

4.   Type in correct email address and click ‘Save Contact Information’

ChangeEmployeeEmailFGX+andNOHUB - Step 1.4

Step 2: Resend email with check stub to the employee

1.   Go to the My Files area

ChangeEmployeeEmailFGX+andNOHUB - Step 2.1

2.   Search for the company by name and open it.

ChangeEmployeeEmailFGX+andNOHUB - Step 2.2

3.   Click on the FGX+ tab

 ChangeEmployeeEmailFGX+andNOHUB - Step 2.3

4.   Locate the entry for the check date and click to expand details.

ChangeEmployeeEmailFGX+andNOHUB - Step 2.4

5.   At the bottom of the detail list will be the employees that received stubs in that payroll period.  Click on the employee’s name

ChangeEmployeeEmailFGX+andNOHUB - Step 2.5

6.   A window will open with the email that for that specific check stub delivery.  At the bottom hit the “Resend” button.  The email will be sent to the employee using the updated email address.

 ChangeEmployeeEmailFGX+andNOHUB - Step 2.6

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How do I resend an employee’s check stub?

To resend an employee’s check stub:

1.   Go to the My Files area

ChangeEmployeeEmailFGX+HUB - Step2.1

2.   Search for the company by name and open it.

ChangeEmployeeEmailFGX+HUB - Step2.2

3.   Click on the FGX+ tab

ChangeEmployeeEmailFGX+HUB - Step2.3

4.   Locate the entry for the check date and click to expand details.

ChangeEmployeeEmailFGX+HUB - Step2.4

5.   At the bottom of the detail list will be the employees that received stubs in that payroll period.  Click on the employee’s name

ChangeEmployeeEmailFGX+HUB - Step2.5

6.   A window will open with the email that was sent for that specific check stub date.  At the bottom hit the “Resend” button.  The email will be sent to the employee using the updated email address.

  ChangeEmployeeEmailFGX+HUB - Step2.6

How to suppress pay stub emails and/or delivery for FGX+

There may be situations where a payroll customer needs electronic delivery of pay stubs temporarily disabled for a payroll (e.g. for a bonus run.)  FileGuardian has two options for this: 1) the stubs can still be uploaded but no email sent, or 2) the stubs can be completely ignored and never made available to the employee.
If the payroll customer has HUB activated and…

•   You want the stubs uploaded but no emails sent to all employees, then click here.

•   You want the stubs uploaded but no email sent to a specific employee, then click here.

•   You want the stubs to be completely ignored and never made available to a specific employee, then click here.

•   You want the stubs to be completely ignored and never made available to all employees, then contact Shugo           Support at support@myshugo.com

If the payroll customer does not have HUB, and…

•   You want the stubs uploaded but no emails sent for all employees, then click here.  

•   You want the stubs uploaded but no email sent for a specific employee, then click here.

•   You want the stubs to be completely ignored and never made available for all employees, then click here.

•   You want the stubs to be completely ignored and never made available for a specific employee, then click here.


To upload stubs but not send emails to all employees and the payroll customer has HUB activated follow the steps below:
1.   Once you log into FileGuardian, click on FGX-Express

NoNotificationAllEmployeeHub - Step1

 

2.   Click on the FGX+ Rule for that client

NoNotificationAllEmployeeHub - Step2

 

3.   Once you are in the FGX+ rule go to the Processing Mode section on the right and click on the word ‘change’

NoNotificationAllEmployeeHub - Step3

 

4.   There will be a box that pops up that states that by switching from Processing Mode to Onboarding Mode when processing report/check stubs email notification will NOT be sent out.  Click on ‘Yes, Change Mode’.

NoNotificationAllEmployeeHub - Step4

5.   Once the change has been made, the FGX+ Rule bar at the top will now be a peach color and will show as **Onboarding**

NoNotificationAllEmployeeHub - Step5

The **Onboarding** mode needs to be set before the payroll is processed and should stay in Onboarding mode until you are certain that this payroll will not be run again.  Once this is changed back to Processing mode, the email notifications will resume.


To upload a stub but not send an email to a specific employee and the payroll customer has HUB activated follow the steps below.
1.   Once you log into FileGuardian, click on FGX-Express

NoNotificationIndivEmplHub - Step1

 

2.   Click on the FGX+ Rule created for that client

NoNotificationIndivEmplHub - Step2

 

3.   Click on the HUB tab

NoNotificationIndivEmplHub - Step3

 

4.   Click on tthe employee that you want to turn off the email notification

NoNotificationIndivEmplHub - Step4

 

5.   Click on Setting/Features

NoNotificationIndivEmplHub - Step5

 

6.   There is a section on the left that says Pay Stub Delivery.  Click on No and then click on Save Delivery Settings

NoNotificationIndivEmplHub - Step6

 


 

To have stubs completely ignored and never made available for all employees and the payroll customer has HUB activated follow the steps below.

1.   Once you log into FileGuardian, click on FGX-Express

NoStubAllEmployeesHUB - Step 1

 

2.   Click on the FGX+ Rule created for that client

 NoStubAllEmployeesHUB - Step 2

3.   Click on the HUB tab

 NoStubAllEmployeesHUB - Step 3

4.   Click on Delivery Options next to Settings.

NoStubAllEmployeesHUB - Step 4

5.   The 1st question under Delivery Options asks what should be delivered to the employees.  Choose the last option, None and then click Save delivery items.

  NoStubAllEmployeesHUB - Step 5

 ***Be sure not to change this setting back until you are sure that this payroll will not be run again.  If this is changed back and the payroll is rerun for any reason then the pay stub will be delivered as usual.***

 


To upload pay stubs and not send emails for all employees and the payroll customer does not have HUB activated follow the steps below.

1.   Once you log into FileGuardian, click on FGX-Express

NoNotificationAllEmployeesNoHub - Step1

 

2.   Click on the FGX+ Rule for that client

NoNotificationAllEmployeesNoHub - Step2

3.   Once in the FGX+ rule go to the Processing Mode section on the right and click on the word ‘change’

NoNotificationAllEmployeesNoHub - Step3

4.   A box will pop up informing you that by switching from Processing Mode to Onboarding Mode, email notifications will NOT be sent out.  Click on the ‘Yes, Change Mode’ button

NoNotificationAllEmployeesNoHub - Step4

5.   Once the change has been made, the FGX+ Rule bar at the top will now show as **Onboarding**

NoNotificationAllEmployeesNoHub - Step5

 ***The ‘Onboarding’ mode needs to set before the payroll is processed and should stay in Processing mode until you know for certain that this payroll will not be run again because once this is changed back to Processing mode, the email notifications will resume.***


To upload stubs but not send an email for a specific employee and the payroll customer does not have HUB activated follow the steps below.

1.   Once you log into FileGuardian, click on FGX-Express

NoNotificationIndivEmployee - Step1

 

2.   Click on the FGX+ Rule for that client

NoNotificationIndivEmployee - Step2

 

3.   Click on the Employees tab

NoNotificationIndivEmployee - Step3

 

4.   Click on  the employee that you want to turn off email notifications for

NoNotificationIndivEmployee - Step4

5.   Once you are in the Employee details page, there is a section to the right in the second blue box that says email notifications are enabled.  Click on ‘Disable email notifications’

NoNotificationIndivEmployee - Step5

 

6.   There will be a pop-up box asking if you want to turn off email notifications.  Click the’ Yes – Disable email notifications’ button

NoNotificationIndivEmployee - Step6

 

7.   The area in the second blue box will now show as ‘Email notifications are disabled’

NoNotificationIndivEmployee - Step7

 


To have stubs completely ignored and never made available for all employees and the payroll customer does not have HUB activated follow the steps below.

1.   Once you log into FileGuardian, click on FGX-Express

NoStubsAllEmpNoHub - Step 1

2.   Click on the FGX+ Rule for that client

 NoStubsAllEmpNoHub - Step 2

3.   Click on the Employees tab

 NoStubsAllEmpNoHub - Step 3

4.   On the right side within the Employees tab next to Delivery Items click on the word change.

 NoStubsAllEmpNoHub - Step 4

5.   A box will pop up asking you which items should be delivered to employees.  Choose None and then click save.

 NoStubsAllEmpNoHub - Step 5

 

6.   Right below Delivery Items it should now say **Disabled**.

NoStubsAllEmpNoHub - Step 6

***Be sure not to change this setting back until you are sure that this payroll will not be run again.  If this is changed back and the payroll is rerun for any reason then the pay stub will be delivered as usual.***


To have stubs completely ignored and never made available for a specific employee and the payroll customer does not have HUB activated follow the steps below. 

1.   Once you log into FileGuardian, click on FGX-Express

 NoStubsIndivEmployeeNoHUB - Step 1

2.   Click on the FGX+ Rule for that client

 NoStubsIndivEmployeeNoHUB - Step 2

3.   Click on the Employees tab

NoStubsIndivEmployeeNoHUB - Step 3

 

4.   Click on the employee whom you want to turn off pay stub delivery.

 NoStubsIndivEmployeeNoHUB - Step 4

 

5.   Click on ‘Disable pay stub delivery’ in the first blue box to the right in red letters

NoStubsIndivEmployeeNoHUB - Step 5

 

6.   A box will pop up asking you if you are sure you want to disable the pay stub delivery.  Click on Yes – disable pay stub delivery.

 NoStubsIndivEmployeeNoHUB - Step 6

 

7.   The 1st thing in the blue box will now say ‘Pay stub delivery is inactive.

NoStubsIndivEmployeeNoHUB - Step 7

 ***Be sure not to change this setting back until you are sure that this payroll will not be run again.  If this is changed back and the payroll is rerun for any reason then the pay stub will be delivered as usual.***

 

FGXv User Guide

So the obvious question: What is FGXv?
FGXv is our FGX extension for payroll companies using Evolution. We chose V instead of E because it just seemed stronger and when you say “Evolution”, the first thing that comes to my mind is the V.

FGXv now supports PUSH — text or email notifications of payroll cash requirement amounts to your clients.  Setting up a client is quite simple – one step you’ll do is to do inside of Evolution and the rest inside of FileGuardian.

Evolution Setup
Inside of Evolution, setup Shugo as a virtual mail room recipient for the client. Use the email address fgx@myshugo.com and send the Cover Letter (S193) report to this address.

Once you’ve done this for your first client, contact our support team with the email address Evolution will use to send the reports to our fgx@myshugo.com email address and the encryption password you’ve used.  We need these to identify these reports as coming from you and to decrypt the file for processing.

FileGuardian Setup
Inside of FileGuardian, you’ll need to activate the FGXv feature for this client. Here’s a quick video on creating the new client and activating the FGXv feature.

NOTE: If the client is already in FileGuardian, just go to their client detail page and click on the FGXv feature link.

Configuring their PUSH subscription
Once the FGXv feature has been activated, configuring a PUSH subscription will take all of 20 seconds. Follow the video tutorial below.

Now just run payroll! Once FGX receives the cover letter report at fgx@myshugo.com, PUSH will take over. Cash requirement notifications will be sent to the subscribers you’ve setup. It’s as simple as that.

Have any questions or need any help? Let us know at support@myshugo.com.

Is an employee first time access code required?

When adding a new employee you may be wondering:

What is an employee first time access code and is it required?

Let’s take one question at a time.

1. What is an employee first time access code?
Simply, it’s the employee’s password the first time they sign in to download pay stubs, etc… It will only be used once since the employee will be forced to change their access code upon initial sign in.

2. Is it required?
No it’s not. If you don’t provide one (i.e. leave it blank), employee number and last name will be combined as their first time access code (and it won’t be case sensitive).

For example, Mary Smith is employee number 0001. If you leave the access code blank, her first time access code will be 0001Smith. So when Mary logs in the first time, she’d use this code. Again, it’s not case sensitive so 0001SMITH, 0001SmItH and 0001smith will all work.

Employee Import File Specifications

When importing a list of employees into FileGuardian, be sure to follow the rules below. Only TXT and CSV files are accepted. The “Import Notes” detail how access codes will be handled if your import file contains them. If you have any additional questions, don’t hesitate to contact support.


Accepted Files

  • File Format: Text (.txt) or CSV (.csv)
  • Record Layout: Employee #,First Name,Last Name,Email,[Access Code]

Example Records

  • Example record with access codes:
    0001,Rick,Hymanson,Rick.Hymanson@myshugo.com,!@cc3ssC0d3
  • Example record without access codes:
    0001,Rick,Hymanson,Rick.Hymanson@myshugo.com

Import Notes

  • You may include first time access codes in your import file.
    • If provided, they will be used as first time access codes for new check stub rules added.
    • If NOT provided, Employee Number + Last Name will be used as the first time access code.
  • Access codes will not be updated on existing check stub rules.

What’s a W2 e-stuffer?

e-stuffer (n.) – A PDF document that can be prepended to an employee W2. See an example here.  The selected PDF file can be a maximum of two pages and can be no larger than 500 KB.

Why use an e-stuffer?
Most businesses use e-stuffers to convey a specific message or share company news with employees. The example includes information on an upcoming change to the employee healthcare benefit plan and information on open enrollment. You can share news like this or just include a “thank you” letter from the company president. It’s completely up to you!

How to create an e-stuffer PDF document?
The easiest way we’ve seen to create an e-stuffer PDF document is to use Microsoft Word (or other application which allows you to save the file as a PDF).

Include whatever you’d like but make sure it doesn’t go over two pages and doesn’t exceed 500 KB. Once you’re finished, click on File \ Save As option and on the prompt that displays, change the “Save as type:” to PDF.

Once the e-stuffer PDF document has been created simply add it as your W2 e-stuffer. It’s as simple as that!