This article is for all employers using Justworks.
Justworks makes it easy to schedule payments to employees, contractors, and vendors. Admins with the proper permissions will see the ‘Payments Center’ from the top of the left-hand side menu upon logging in. (More information about scheduling single, off-cycle payments can be found on the Off-Cycle Payments page.)
Note that the bulk payments feature should not be used for regular wages. Employees must be paid at least the applicable minimum hourly wage or applicable minimum salary for exempt employees, overtime pay (if applicable), as well as any wages you are contractually required to pay them, through Justworks on Justworks’ designated paydays.
You’ll see the different pay types that you can schedule to your employees here. Common pay types include off-cycle salary payments, supplemental payments (like bonuses + commissions), and expense reimbursements.
How to upload and schedule Bulk Payments
Once you select the pay type you wish to schedule, you’ll see the option to schedule a single, off-cycle payment or the option to upload and schedule payments in bulk. In this example, we'll walk through scheduling bonus payments in bulk.
Similar to single, off-cycle payments, you will need to select the work period for which the bulk payments apply as well as any deductions that should be made from the bulk payments you’re about to upload. The date range you enter here will be present on your invoice and your employee's paystub once the payment processes. Generally, the start & end dates here should align with the work period in which the additional payment was earned. These start & end dates cannot be the same day. Please note that, depending on the payment type you have selected, the required information to upload bulk payments may differ slightly.
Once you have made those selections, click continue and move on to the scheduling of bulk payments via the upload of a .CSV file. The page below details the steps needed to schedule payments via the .CSV upload. We’ll need a few pieces of information to schedule those payments. The first step is to download the .CSV to enter all payments you want to make. The .CSV template can be found at the link highlighted below.
The .CSV template has six columns including First Name, Last Name, Email, Pay Date, Amount, and Notes. Any notes you enter in the Notes field will appear on the associated paystub. The Notes field is not required, but you should use this field to add any notes that need to be included on the paystub. Notes are also encouraged for documentation and record-keeping purposes.
A completed .CSV should look something like the below once you have completed filling out all the required fields for uploading the bulk payments. There is currently a 1000 row (1000 individual payments) limit via the bulk upload via .CSV.
The fields required are largely the same for most payment types, but a company name and EIN will be required, instead of first name, last name, and work email for all Vendor payments.
Please note the details in step two of the upload process. You will need to make sure the payment date is accurate and none of your payments fall on weekends or bank holidays.
You’re then ready to upload the .CSV with payment information and schedule your payments. Next, click the upload box to select a file from your device or you can choose to drag and drop the file into the box. If you don’t run into any errors (we will detail some of the errors you may run into and how to rectify them below), the upload will progress automatically and will look similar to the below.
Upon completion of the upload, the payment center will detail all the payments uploaded in the .CSV including to whom they are scheduled, the pay date, the amount, and any associated notes you entered in the .CSV. This page also allows you to delete any payments you may have uploaded in error by clicking the trash bin on the far right hand side of each individual payment.
Once everything looks good, you will click the continue button to finalize scheduling your bulk payments. Once you click continue you will be greeted with the review screen to make sure everything looks good one last time before confirming you want to schedule the payments. The review page will include all payments you’re about to schedule, and all applicable details of each payment, and a total gross amount for all payments.
Once you give the payments a last once-over, click Submit Payments and your payments will be scheduled. You’ll then be greeted with a confirmation of success page with some of the same details and important dates for the payments just scheduled.
On the left Justworks details when we will debit the money from your bank account to make the payments you just scheduled, and on the right Justworks details how and where to go to edit or cancel any payment just scheduled. Let’s take a look at how to edit one of those payments.
Payment Activity Screen
The payments center has two tabs at the top for scheduling off-cycle payments and for viewing all scheduled off-cycle payments. Clicking the “Payment Activity” tab will take you to a list of all payments scheduled, via single off-cycle scheduling and bulk upload scheduling,
Editing or Canceling Payments
From this page you can edit or cancel any payment scheduled via the one-off or bulk process up until payroll processes for those payments. Clicking the pencil icon on the right-hand side of the payment will take you into the individual payment to change any details you want to address. Clicking the pencil icon will bring you to an edit payment flow that may be familiar from the single payment process when scheduling and editing single off-cycle payments. You can change the pay date, payment amount, applicable work period, deduction settings, and notes. You can also fully cancel the payment by clicking on the trash bin icon on the far-right hand side of each individual payment.
You can also edit or cancel multiple payments at once by clicking the checkboxes on the left hand side of the page, and selecting an action once you have done so.
Once you have completed editing your payment you will receive a confirmation of success of each edited payment on-screen.
Recording Fringe Benefits in Bulk
If your company offers fringe benefits such as taxable gym memberships, employer-paid life insurance, etc. through Justworks, you do not need to record these again -- they’re already accounted for. You need to record taxable fringe benefits that you provided to your employees outside of Justworks by going to the Payments Center and scrolling down to 'Record a Payment'. You'll see the option to record fringe benefits there.
For more information about Fringe Benefits please see our Fringe Benefits page for more details about types and the taxes associated.
Similar to Bulk Payments, Justworks gives you the ability to upload a .CSV with the appropriate information to record Fringe Benefits in bulk. Click the “Record Payment” button on the Fringe Benefits box and you’ll be greeted with the option to choose Manual or Bulk Upload. In this example we’ll be using the Bulk Upload tool.
You'll then need to select which type of Fringe Benefit you are recording via the bulk upload. In this example, let’s use the Taxable Gym Membership and click continue.
Similar to the bulk payments flow for things like bonuses and off-cycle salary payments, you will need to download the Fringe Benefits Bulk Upload .CSV from the below page via the link highlighted below.
Justworks Fringe Benefits Bulk Upload .CSV requires all the same information you’d use for most Bulk Payments including First Name, Last Name, Work Email, Pay Date, Amount, and Notes.
You’ll have to select a pay date for the fringe benefit. When you record a fringe benefit for your employee, Justworks does not pay the employee. We will withhold the corresponding taxes for that benefit on the date selected and remit the taxes associated with the benefit. You will also be charged employer taxes on the additional income reported for the employee.
Once you upload your .CSV with all Fringe Benefits you want to record, you will be greeted with a success page detailing all the Fringe Benefits being recorded and to whom they apply.
You should take time to review your records and make sure the payee, pay date, and amounts are correct before clicking continue to finalize recording your Fringe Benefits.
The following page will again detail the payees, dates of record, amount, and fringe benefit type. If you want to edit these Fringe Benefits before submitting click the pencil icon highlighted below.
Once you are sure everything is in order you can click the Submit Payments button to record your Fringe Benefits. A success page will follow detailing these Fringe Benefits, the dates until these Fringe Benefits being recorded are editable or cancelable until, and the date the taxes will be debited from the company bank account.
If you need to edit or cancel any Fringe Benefit before it processes, you can use the Payment Activity screen as with Bulk Payments to either edit or cancel individual Fringe Benefits or in bulk.
Disclaimer
This material has been prepared for informational purposes only, and is not intended to provide, and should not be relied on for, legal or tax advice. If you have any legal or tax questions regarding this content or related issues, then you should consult with your professional legal or tax advisor.