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FAQ: Paystubs
Do I have to upload each pay stub individually?
Absolutely not! All you have to do is upload your PDF paystub file containing multiple paystubs (or zip folder of individual PDF paystubs). InStaff will automatically read, sort, split, and deliver your pay stubs to your employees' accounts.
How does InStaff know which pay stub belongs to who?
Your InStaff portal is custom configured by our team to read your specific paystub format. In most cases, we will set it up to read a uniquely identifying field on each stub (usually Employee ID) to determine which stub belongs to who, before delivering them to the correct employee.
Is InStaff compatible with my current payroll system?
InStaff is compatible with nearly every payroll system that produces PDF paystubs. We create a custom configuration within your portal that will work with your specific paystub format and layout.
How long does InStaff retain paystubs?
By default, paystubs are kept available for viewing for 7 years. However, this can be adjusted for your preferences. We will always provide advance notice before deleting any paystubs or other data.
How long does it take to process a paystub file?
After uploading your file or zip folder, InStaff will automatically read, sort, split, and deliver your paystubs to the correct employee account. For smaller files, this may be a matter of seconds; for larger files (exceeding 1000 paystubs), it is still only a matter of a few minutes to process.
Our payroll system prints each pay stub as a separate PDF file, not as one big PDF file of all pay stubs. Can InStaff work around this?
Yes, you can still upload your PDF paystubs to InStaff. We suggest zipping the stubs into a zip folder and uploading the zip. InStaff will still automatically read, sort and deliver paystubs to the correct employee.
Our paystubs are currently being printed onto pre-printed check stock that provides the labels. Without the check stock, the paystub fields are labelless. Will this work with InStaff?
InStaff does not actually require paystub field labels to successfully read and deliver the paystubs, however it could be difficult for employees to interpret their paystubs without them. We recommend finding a way to include the labels background on the stubs you are uploading to InStaff.
Can we have multiple companies/locations in one portal?
You can use a single portal to process paystubs for employees from multiple companies ONLY IF the uniquely identifying field on the paystub (in most cases, Employee ID) is unique across companies.
If you are not certain that Employee IDs will always be unique across companies, we suggest maintaining separate portals.
Does InStaff recreate our paystubs, or deliver them as is?
InStaff does not recreate your paystub. It will deliver your paystubs as they are. InStaff only sorts and splits PDFs into their individual paystubs before delivering.
Can employees who leave our employment still access their paystubs?
We recommend employees sign up using their personal email in case they leave the company. If they do, they can be marked “inactive” in your portal, meaning they can still login to view only their paystubs, tax forms, and other personal information even after they leave.
FAQ: Pricing
Is there a free trial?
Yes, we offer a one month risk-free trial. Your payment information is not required until after your one month trial. No fees will be charged if you decide not to use InStaff past your trial.
Can we pay annually?
Yes, annual payment plans are available. Please contact us for more information.
Can we pay a flat rate?
Yes, flat rate plans are available based on your estimated usage. Please contact us for more information.
Is there a limit for users/licenses?
There is no limit to how many administrative users or employees you can have on your InStaff portal.
How does the monthly billing work?
Our regular monthly subscription plans are billed month to month and can be cancelled any time. We will send you an invoice at the beginning of each month for the usage of the previous month.
Note that alternative payment plans (e.g., annual/flat rate) may be subject to different terms than our regular monthly subscription. The terms will always be communicated clearly.
What is the setup fee for?
The setup fee is a one-time only fee that is only charged if you decide to move forward past your trial. It covers the cost of creating and setting up your portal, creating a custom configuration for your specific paystub format, onboarding and training your administrative users, and any support you will require as an InStaff portal administrator.
How can I pay?
You can pay via credit card, EFT, or cheque.
Are there any additional fees?
The only fees are the cost of the paystubs, tax forms, and any additional modules, and the one-time setup fee. You are only obligated to pay these if you decide to continue using InStaff after your risk-free first month trial.
There is also a $20 monthly minimum, meaning if any given month's total usage (including paystubs and other modules) is less than $20, we will apply the difference and charge $20. This exists as we must still maintain a portal even if it is not being used.
There are no additional fees to those mentioned above.
Do you have special pricing for Non-Profit Organizations?
Yes, we have special rates available for non profit organizations. Please contact us for more information.
FAQ: Getting Started
What is the process to start using InStaff?
We recommend seeing a demo to make sure InStaff is what you're looking for. Use the form below to contact us if you would like to schedule one, or watch this five minute video demo here.
Once you're ready to start trying InStaff, we will send you a link to a portal setup form where you can provide us the information we need to create and configure your portal. Once we receive your form, we will create your portal and contact you when it is ready. This usually takes 1-2 business days.
Once your portal is created, we will contact you to schedule a setup call with us where we will help run you through the items you need to setup in your portal and train your admins, before you begin using InStaff.
After your setup call is completed, you should be able to start using InStaff. In most cases we can offer a one month risk-free trial to try InStaff before you commit.
How long does InStaff take to implement?
Under ideal circumstances, an InStaff portal can be created and set up in as little as a day. Some common items that can prolong the process include setting up your paystub to work with InStaff and loading employees onto your portal. In general however, we are able to move at your pace. Most customers are able to set up, train, and start using InStaff well within a month.
FAQ: Security
Is InStaff secure?
InStaff undergoes mandatory annual security and penetration testing (required to maintain our marketplace listings like on the QuickBooks app store). This testing is performed by Synopsys, the 2020 Gartner leader for application security testing.
InStaff is SSL encrypted and sensitive data (e.g., SIN/SSN numbers, passwords) are hashed before they are stored.
InStaff uses a combination of Linode servers and Amazon Web Services S3 servers to run our service. Both Linode and AWS provide world class data durability and protections, with up-to-date SOC certifications.
InStaff is administered in accordance with The Personal Information Protection and Electronic Documents Act (PIPEDA), which is outlined in our privacy policy
Where is my data stored?
Your data is stored on Amazon Web Services S3 cloud servers based in either the USA or Canada, depending on your preference. Amazon S3 servers provide 99.999999999% data durability, industry-leading protections, and are used by millions of applications across the world.
Does InStaff have Multi-Factor Authentication (MFA)?
Yes. In addition to regular login credentials, you can choose to equip your portal with one of two secondary forms of authentication (email verification or security question) at no additional cost.
FAQ: General
Can you use InStaff on mobile phones?
Yes, InStaff is optimized for mobile use and is completely mobile friendly. We recommend bookmarking your portal on your favourite web browser, or learn how you can add an app shortcut to your phone here: How to add InStaff "App" shortcut to your phone
Is InStaff available in other languages?
InStaff is currently available in English, French and Spanish. If you need InStaff in another language, please contact us.
Is support available?
We take pride in providing responsive and personal support for all our customers. This support is free for our customers’ administrative users, and is available Monday to Friday, between 9 AM - 5 PM EST.
Can employees use InStaff without an email address?
Yes, if you have employees that do not have an email address they can still create and access their account using a username instead.
What size of companies do you work with?
InStaff customers come in all sizes and industries, ranging from organizations of less than 10 employees to enterprises of thousands.