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

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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.***

 

Successful employee pay stub download via FileGuardian

Did employee successfully download pay stub through FileGuardian?

When using Shugo’s check stub delivery feature, there may be times when you need to verify whether or not an employee has successfully logged into FileGuardian to view their check stub for a particular pay date.  The steps below explain the process to do that.

  1. Log into File Guardian
  2. Click on ‘My Files” at the top of the page

Image

On the Client Files details page there is a search box in the top right hand corner of the page

Image

  1. Type in the client name and search.  This will bring you to FGX tab

5.  There will be a list of all the pay periods in which payroll reports were delivered.  Choose the pay period you are looking for

Step 5

  1. At the end of the section “Report Group(s) Delivered” you will see a section that is labeled “Check Stub(s) Delivered”.  This will be a list of all employees that received a pay stub for that pay period.  If the employee did not download their pay stub, then their name will be highlighted in light blue.  If they did download it, then their name will not be highlighted.

Step 6

“Help — I can’t access my account”

Lately, we’ve seen huge increases in the number of people receiving files from FileGuardian. The increase is a result of a few things:

  1. New clients on-boarding to use FileGuardian to securely send data
  2. Increases in FGX+ usage to securely delivery payroll reports and check stubs

We’re excited and lucky to see such a spike, but it’s also brought to light some areas of FileGuardian we can improve.  One such area is the “I can’t access my account/Forgot my password” page.  This page was designed to be used by our client’s employees when signing into the FileGuardian’s website.  It’s a way to help them reset their password if it’s forgotten.

Recently though, we’ve seen more and more file download recipients access this page.  A file download recipient is a contact of one of our clients who was sent a file securely through FileGuardian.  It could be an office administrator or business owner receiving their payroll reports, an employee downloading their check stub or an accountant receiving GL/401k data for one of their clients. They seem to have made their way to this page inadvertently.

Nevertheless — there’s nothing more frustrating than getting to “Forgot your password” the page and not really being helped.  In the case of file download recipients – this page is useless since it was never intended to help this type of user.  So we wanted to make a little tweak to the page design to help.

To recap:

  • Who should be using this page:  our client’s employees who have a FileGuardian user account
  • Who have we seen trying to use this page: our client’s contacts who have been sent files securely to download

So what did we do and why does it matter?  Well see below — we tried to offering additional “language and help” when someone enters their FileGuardian username but we can’t seem to find it in our system.  This would happen anytime a file download recipient enters their email address.

We’re hoping that the “OR” help text will guide the user to the correct path.  In addition, we wanted to have our support contact information prominently displayed — just in case they need to reach out to us.

So a minor tweak that will be released in the next few weeks but something we hope will help curb any frustration a file download recipient has been experiencing.