VMR Setup for HUB

HUB utilizes Evolution's Virtual Mail Room (VMR) to deliver pay stubs and push payroll liability reports. Setting up the VMR Mailbox is usually first step when enabling HUB or WorkforceHUB for your client.

How Do the Stubs Get to HUB?

Before we get too far into the setup process, it's helpful to understand that when a payroll is run in Evolution, the Virtual Mail Room is used to automatically send the employee pay stubs to HUB via an encrypted email. This is essentially the first leg of the journey for the pay stubs. The second leg of the journey is HUB delivering the pay stubs to the employee, which happens at a threshold (normally the morning of the check date) defined in HUB.

This article explains what you need to do to get your VMR working with HUB so that first leg of the journey (Evolution-to-HUB) works.

Where are You in the Setup Process?

This article explains one aspect of the HUB – Evolution Integration. There is a total of three articles related to the integration:
  1. Installing the HUB to Evolution Connector – Which is necessary for employee data to sync between HUB and Evolution. This is a one-time setup that enables your bureau's Evolution account to exchange data through a Working Folder. SwipeClock normally assists with this step.
  2. VMR Setup for HUB – Is covered in this article and explains how to configure the Virtual Mail Room in Evolution for pay stub delivery.
  3. Configuring the Evolution Report Writer and Exchange for HUBconnect – The Evolution side of the integration process.
If you are already familiar with how to setup the VMR in Evolution, and your Evolution Connector has been installed, you can skip to the third article.

Initial HUB VMR Setup

Before you can use the VMR with HUB, you will need to supply SwipeClock with the following information so that HUB can identify emails containing your client's pay stub data:
  • The "from" email address used by your VMR. This will be an email defined in Evolution at the bureau level and can be viewed through the SB Service Settings tab when setting up the VMR. This email will be the same for every client using HUBconnect. 
  • A password that will be used by the VMR to encrypt the email. The email sent to HUB containing the employees' pay stubs obviously contains sensitive information, so we also want you to set a password in the VMR to help secure that data. When HUB receives an email from the VMR, it will use this password to open the email. This password is used for all HUBconnect clients. You'll see, in the steps below, where you set this password in Evolution.
Support Center is found under the Help & Support section
of TimeWorksPlus
These should be provided to SwipeClock via a support ticket submitted in Support Center. If you do not have access to Support Center, email hubsupport@swipeclock.com.
Once SwipeClock has received that information and updated your HUB account (usually within 2 business days), you can start enabling the VMR Mailbox for your clients.

Additional Integration Files

When requesting the VMR setup, SwipeClock will also provide you with the Evolution to HUBconnector software and .rwr files, which will eventually be needed to complete the employee sync and Onboarding pieces of the integration.

Company Setup

For each company you want to receive pay stubs or the payroll liability report, you will need to first setup their VMR Mailbox:
  1. From Evolution, select the Client tab ⇒ Virtual Mail Room ⇒ Mail Box Groups.
  2. Select your client and create a new record.
  3. Add a Description for the group and choose your Auto Release method. Immediate means the pay stubs will be sent to HUB as soon as payroll is run. Note: This doesn't mean stubs will be immediately delivered to employees. Stubs will be delivered based on the settings in HUB.
  4. On the Primary Settings tab, set
    • Delivery Method to Electronic Delivery – Send Via E-mail.
    • Delivery Media to Electronic Media.
    • Email Address to fgx@myshugo.com.

      Paystubs should be sent to fgx@myshugo.com
  5. On the Media Settings tab
    • Enter the Password for the Mailbox. This is the password you provided SwipeClock and should be the same for each client using HUB.
    • Convert to PDF should be checked.

      The password you supplied to SwipeClock should be entered in the Media Settings tab
  6. Save your changes.

Adding the Reports

With your VMR setup, the last step is to tie the two reports (Check Stub Detail and Total Liabilities) to the mailbox:
  1. Choose ReportsSet Up Reports and select the client.
  2. Create a new report using the Details tab.
  3. Choose the Check Stub Detail report and give it a print name.

    Select the Check Stub Detail and create a report that will used by the HUB VMR
  4. On the same Details tab, under Payroll Processing Print Settings, set Print Frequency to "Every Pay" and make sure Number of Copies is "1".
    Schedule the report to print after each payroll run
  5. In the Options section, set the Override Report Mail Box to the mailbox you created in the previous section.

    Make sure you set the correct Override Mailbox for the report
  6. Repeat steps 2 through 5 for the Payroll Liabilities Report, which uses the Cover Letter report.
Your VMR will now take care of sending pay stubs and payroll liabilities report to HUB. However, you will also want to setup the Evolution Report Writer and Exchange to work with the Evolution Connector for employee sync and onboarding. 

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