Employee Self-Service FAQs

Alerts and notices

The following are answers to some common questions about Employee Self-Service.

Setting up employee portals

No, the employee does not need two portals. To combine the functionality of both services, use the same first name, last name, and email address for both the employee record (which is used for the Employee Self-Service portal) and the NetClient CS account. The employee must use different login IDs for Employee Self-Service and Remote Payroll, but they can use the same password.


  • For an existing Employee Self-Service user, the next time a timesheet is uploaded to a new NetClient CS portal, the Employee Self-Service and Remote Time Entry functionality will be combined for the new portal, and the original Employee Self-Service portal will not be needed.
  • For an existing Remote Payroll user, when a new Employee Self-Service portal is activated, the application sends a registration email to the existing NetClient CS user. The employee does not need to re-register, so they can disregard the registration email.

See also: Manually linking Employee Self-Service portals to NetClient CS or NetStaff CS portals

Yes, the employee will need a separate portal for each company. Even if the employee's name and email address are the same for both companies, we cannot combine the two Employee Self-Service portals. The same email can be used when setting up the employee to send an invitation to Employee Self-Service. The employee won't be able to use same email as a login for each portal. Login portals must be unique.

The Resend Registration Email button is available only if the email address on the Main tab of the employee record has not been used to register an Employee Self-Service portal. If the employee has already used the email address to register a portal, you will not be able to resend the email to that address.

You can change the password for an employee by logging in to your NetStaff CS portal, clicking the Admin tab, clicking the Users in the Employee Self-Service (ESS) section, and then editing the password for the employee.

Another thing that could cause the Resend Registration Email button to be unavailable is that Employee Self-Service has been disabled for the client. To verify this, choose Setup > Clients and click the Payroll Information tab. The Employee Self-Service checkbox should be marked.

See also: Resending an Employee Self-Service activation email

Viewing employee check stubs and tax forms (W-2, W-4, 1095-C, and 1099-MISC)

Accounting CS will send check stubs to an employee's portal when the employee's payroll checks are printed for the client or when a new handwritten check is added for the employee. Changes to existing checks, including voiding or deleting the checks, or modifying an existing handwritten check, will also be sent to the employee's portal.

No, only paychecks entered after Employee Self-Service was enabled will appear on the portals. If the paycheck stub includes a year-to-date section, it will include the payroll history, even if the check is not on the portal. If any checks were deleted and then re-entered, those checks will also appear on the employee's portal after Employee Self-Service is active.

There are a number of settings that could cause this. See the Payroll checks or tax forms not appearing on Employee Self-Service portals for information on potential causes.

Yes, if a Remote Payroll user enters time for any employees, the employee can view their paycheck stubs and tax forms through Employee Self-Service. See the Remote Payroll setup and overview and Employee Self-Service overview articles for details.

Updating employee information

You can manually enter the employee's email address on the Main tab of Setup > Employees in Accounting CS to update the email associated with their Employee Self-Service portal.

If the employee updates the email address through their Employee Self-Service portal by updating their account info or changing their W-4 information first, the next time you open the Setup > Employees screen, you will receive the Employee Updates dialog to download or cancel the changes made on the portal.

Entering time

Yes, you can enable Employee Time Entry for any employee who uses Employee Self-Service. The employee can then enter their own time in Employee Self-Service.

Yes, if you enable Employee Self-Service for the employee, they can see their paycheck stubs and tax forms even if they don't enter their own time or no one enters it for them.

When you enable Employee Self-Service for an employee, that enables the employee to see their paycheck stubs and tax forms. To give employees the ability to enter their own time, you must enable Employee Time Entry for the employee.

Deleting employee portals

No, employee portals cannot be deleted; instead, they can be disabled. When you disable Employee Self-Service portal for an employee, the application does not delete the employee's portal. The portal remains, but the employee cannot access it. Review the Disabling the Employee Self-Service features for an individual employee section within The Employee Self-Service overview article for details.

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Internal notes

If an employee's Employee Self-Service portal is marked as unregistered and the Send Registration Email button is grayed out, the NetClient CS administrator cannot modify the portal because it has not yet been registered. Follow these steps to resolve this:

  1. In the Setup > Employees screen, select the affected employee, and click the Edit button.
  2. Delete the email address on the Main tab, and then save the employee record.
  3. Go to Setup > Clients and click the Edit button for the client you are resending registration email and then click the Enter button.
  4. After about 30 seconds, go back to Setup > Employees and open the employee's record, and click Edit.
  5. Re-enter their email address in the Main tab, and then save the employee record.
  6. Open the employee's record again, and click Edit. The Send Registration Email button should now be available.

Use the Employee Self-Service users report to verify if the email was sent.