Wage Scales Enhancement
In a previous release, we introduced the Wage Scale feature that allows organizations to define the maximum hourly rates per position by using either a flat rate or an experienced-based rate.
Until now, wage scale rules were based solely on position and experience meaning that a wage scale established for the "RN" position applied to all "RNs" regardless of whether they were full-time, part-time or worked in different locations.
With this release, the Wage Scale feature has been updated to support additional filtering options that further refine the position or positions associated with each wage scale. Users can now filter wage scales by:
- Employment Type: Full-time, Part-time, Per diem
- Job Info Fields: Department, Location, Division, Floor/Unit, Class, Team
This enhancement allows organizations to further refine how wage scales are applied based on more granular conditions.
Employer Section of I-9 Now Completed Through Guided On-Screen Form
As part of the Employee Self-Onboarding module, employees complete Section 1 of the I-9 Form through a guided, on-screen experience. Based on the information the employee enters, the system dynamically adjusts to display the appropriate list of acceptable documents the employee must upload as proof of identity and employment authorization.
With this release, we've extended the same dynamic experience to the employer section (Section 2) of the I-9 form. Previously, employers completed their portion directly on the document itself within the system, without interactive guidance. Now, Section 2 is completed on-screen, through a responsive form that prompts employers to enter the appropriate fields based on the document type provided by the employee. The form is interactive and conditional, ensuring that only the relevant fields are displayed.
Once the employer completes the required inputs, they are prompted to sign the actual I-9.
As part of this update, employers will also see a new, dedicated “Form I-9” review step in the employee onboarding workflow where the must complete required fields related to the employee’s documentation, such as:
- Issuing authority
- Document number
- Expiration date
- Name and title of the employer or authorized representative
- First day of employment
- Employer’s business or organization name
- Employer’s address
After completing all required fields and selecting "Save and Sign", the reviewer is then prompted to apply their signature to the Form I-9 and then acknowledge the attestation statement. Once completed, the I-9 and any uploaded documentation appear as complete within the Form I-9 section of the onboarding record, with the option to view each item as needed.
If the I-9 form was completed incorrectly, the "Reopen" button can resend a new form to the employee. This option is available both before and after the employer saves and signs the form.
This enhancement supports a more accurate and compliant I-9 process by guiding employers through required fields and document review before signing.
Additional Onboarding Enhancements
- A new “Set as default” option is now available directly from the three-dot menu on the Onboarding Templates dashboard, eliminating the need to have to edit the template and adjust this within the template's settings.
If a template is already set as the default, the three-dot menu will display a "Remove default" option to clear this designation if needed. - A new “Send Reminder” option has been added to the three-dot menu for onboarding templates that have already been sent. This allows for a follow-up email to be sent to the new hire without restarting the process. The existing “Resend Invite” and “Cancel Onboarding” options remain available.
OSHA Incident Tracking
A new Workplace Incidents section is now available within the Employee Profile for clients enrolled in Empeon's HR Premium package. This feature allows OSHA-reportable incidents to be logged, tracked, and maintained directly on the employee record.
Incidents are categorized by type and include structured sections for documenting case details, treatment information, classifications, and when applicable, contaminated sharps data. When logging a new incident, the first step is to select the Incident Type from a list of OSHA-defined categories. Once selected, additional fields will appear to document details such as where the incident occurred, what the employee was doing, how the injury happened, and what object or substance caused harm.
Additional tabs allow users to enter treatment details (if applicable), classify the incident using OSHA standards, and note who completed the record. For contaminated sharps injuries, a fourth tab titled Sharps captures additional details required by OSHA, including device type and whether injury prevention mechanisms were in place.
Once recorded, these incidents are automatically reflected in OSHA-related reporting tools now available in the system, including Standard Reports for Form 301, the OSHA 300 Log, and OSHA 300A, and a Live Report for Workplace Incidents.
With OSHA tracking now built into Empeon Workforce, organizations can simplify recordkeeping, stay aligned with OSHA requirements, and proactively address workplace safety. Especially in healthcare settings where injury and exposure risks are high, electronic tracking enables better visibility into incident trends and areas of concern.
Please Note: The Workplace Incidents section of the Employee Profile displays only incidents logged within the current calendar year. A “Show History” dropdown will display for any recorded incidents that occurred during prior years.
ESS App Enhancements
We've made several enhancements to improve the experience for employees accessing Empeon through the ESS mobile app:
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System email links now open in the app: When a system-generated email is opened on a mobile device, links will now launch directly in the ESS app (if installed), rather than defaulting to the phone’s web browser.
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Update prompts for latest app version: Users will now receive a prompt to update to the latest version of the ESS app whenever a new release is available on iOS or Android. This ensures access to the most current features and improvements.
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Biometric login experience improved: Updates have been made to enhance the usability of biometric login (such as Face ID) within the ESS app, streamlining the login process for users with supported devices.
Refinements to our New Feature: Surveys
Per our last release, we have just rolled out a new and exciting feature within Empeon Workforce for employee surveys. While this still remains in beta, we have made several refinements to the overall feature in order to improve upon the user experience and make for more efficient survey creation and management.
To join the beta program, please fill out the Surveys beta registration form.
PointClickCare Integration Enhancements
Per our last release, we recently introduced a new integration with PointClickCare (PCC) that allows bed census data to sync directly into Empeon’s Scheduling module. While this feature remains in beta, several enhancements have been made to improve overall visibility and control for participating clients.
Users can now view the sync status directly within the Census screen and, when needed, manually trigger a data pull from PointClickCare to ensure up-to-date census information is reflected in Empeon. These updates aim to streamline census management and help ensure more accurate scheduling and staffing decisions.
To join the beta program, activate the Empeon integration in the PointClickCare Marketplace, and then submit the following form.
Loan Reference ID Now Optional for 401(k) Loan Deductions
The Loan Reference ID field is no longer required when setting up a deduction using the 401(k) Loan deduction type. This update offers added flexibility for companies whose 401(k) providers do not require a reference ID, and helps ensure compatibility with Empeon’s Pay(k)onnect integration.
Advanced Scheduling Updates & Enhancements
Agency Overtime
To help prevent Agency Employees from being scheduled into overtime, a new Agency Overtime setting has been added within the Scheduling Rules card. This setting controls how the system behaves when assigning a shift override that would push an agency employee into overtime.
Two options are available:
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Warning: Allows the shift to be scheduled, but displays an on-screen warning if it results in overtime.
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Restrict: Blocks the shift from being scheduled entirely and error message will flash stating that "This shift will cause overtime and is not allowed for agency employees."
This update gives schedulers more control over labor cost management while helping enforce internal policies around agency staffing.
New Standard Report - Daily Sign In Sheet
A new standard report called Daily Sign In Sheet is now available. This report provides a printable list of all scheduled nursing staff for a selected date, making it easy to manage daily sign-ins at the start of a shift.
The report uses the same date filter options as the Daily Schedule and supports both CSV and PDF formats. It includes all the fields available in the Daily Schedule report, with additional options for:
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Quick Notes
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Position Group
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Position
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Floor/Unit
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A renamed page break option: Page break (by date)
This report is designed for on-the-floor use and is formatted for clean, professional printing.
Project Hours Display Options
The Customize View settings in the Employee View of the schedule now includes two separate toggles for controlling how projected hours are displayed.
The original setting, previously labeled Show Projected Hours, has been renamed to "Show projected hours by day". When toggled on, this option will continue to display the total projected hours for the pay period beneath each day on the schedule.
A new toggle has been added: Show projected hours once per pay period. When selected, the total projected hours appear only on the final day of the pay period.
Only one of these two toggles can be active at a time. Note that both options are unavailable when viewing the schedule for a single day.
Callouts & Time-Off Request Display in Employee View
In the Employee View of the schedule, if a time-off request or call out is submitted for a day with an assigned shift, the schedule will now show both the time-off or call out entry and the original shift. The original shift will appear crossed out to indicate it is no longer being worked. This provides better clarity on changes to the originally scheduled hours.
Call Outs in the ESS Hub
When employees request a call out from the ESS Hub, the system will now display the full description assigned to each call-out reason rather than the code. This change makes it easier for employees to select the correct reason, especially in cases where the code alone may not be clear.
Manual Time-Off Requests Now Correctly Deduct Lunch on Re-Entry
Previously, when submitting a manual PTO request on an employee’s timecard, if the date of the request fell on an assigned shift with an established Lunch Duration, the system would correctly deduct the lunch from the requested hours. However, if the time was removed and then re-entered, the lunch would no longer be deducted. This issue has now been fixed.
New Setting: Require Rate Reason Code for Rate Changes
In a previous release, we announced the Rate Reason Codes section of the Earnings & Rates Card. A new setting is now available to require that a Rate Reason Code be assigned for every rate change initiated within Empeon Workforce whereas previously these codes served as optional tags.
Having a Rate Reason Code attached to each rate change helps maintain a clear log of rate history, making it easier to review and understand the reasons behind multiple rate changes over time.
Requests & Approvals Enhancements
Now Mobile Friendly for Assignees
The Requests & Approvals feature has been updated to support mobile access for designated assignees. This enhancement allows assigned users to view and act on submitted requests directly from a mobile device, making it easier to manage approvals while on the go.
This update is part of a broader initiative to improve mobile usability across Empeon Workforce, beginning with high-priority areas like Request & Approvals.
Request Upload Option for Missed Punch & Time-Off Requests
A new upload option is now available for Missed Punch and Time-Off requests within the ESS Hub. When enabled, this feature prompts employees to attach a supporting document when submitting one of these requests. This feature functions the same as the existing upload option for Direct Deposit requests, where employees may be required to provide a voided check or bank statement when submitting a direct deposit change.
This enhancement can be especially helpful for organizations that use paper timesheets to track hours or paper forms to manage time-off. The upload option allows employees to provide the same documentation digitally while continuing to maintain paper records if needed. Uploads for these request types can be configured as required or simply made available as an optional step when submitting a request.
The upload prompt is optional and can be enabled per request type in the Requests & Approvals feature.
Bulk Copy Company Setup Codes Across Companies
Several areas across the system now support the ability to copy multiple company setup codes at once to another company within the organization.
Previously, most “Copy to another company” actions had to be done one code at a time. This update introduces a new checkbox interface for bulk selection, along with a blue Copy to another company button that becomes available once one or more codes are selected.
The following sections now support this functionality:
- Company Shifts
- Company Earning & Deduction Codes
- Company Cost Centers
- Company Job Info
- Company Callout Reasons
- Company HPPD Settings
- Company Agencies
- Company Code Groups
This enhancement allows for quicker setup and better consistency across multi-company organizations.
Garnishment Agency Registration Update
When registering an agency for garnishments or other third party payments, an address is now only required if the payment method is set to Check. Previously, an address was required regardless of payment type. This update streamlines agency setup when using ACH as the payment method.
Missing SOC Code Error in Payroll
Standard Occupational Classification (SOC) codes are required for employees working in Alaska, Indiana, Louisiana, South Carolina, Washington, and West Virginia. An error has been added to prevent payroll processing if any employee in one of these states is missing a current SOC code on their Employee Profile.
DET Code Required for Time File Imports
When using the Time File Import feature, the DET Code column is now required. This field identifies the Earning, Deduction, or Tax type associated with each time entry. Including the DET Code ensures imported records are properly applied to the correct payroll categories.
User Management Updates
Company Admins Can Now Add External Users
Company Admins can now add External Users to Empeon Workforce. External Users are individuals who are not registered employees of the company.
Keep in mind still that the ability to add Users is still Role-dependent. A Company Admin cannot register another User with equal or higher access than themself, so in this case, Company Admins may only be able to assign External Users to company-level Custom Roles. If broader access is needed for an External User, such as being assigned to an Admin Role for one or more companies, an Organizational User or Admin may still be required to add the User.
New Job Title Field
A new “Job Title” field is now available when adding a new User. This field can be used to record the User’s position or role and will appear on the User’s info card in the Organization Master Portal, helping to provide more context when viewing or managing Users.
Improved Email Confirmation Process with Resend Option
To enhance the user registration experience, we've added new safeguards and flexibility for email confirmation. Users who attempt to log in without confirming their email will now receive a clear prompt along with a "Resend Confirmation Email" option. Additionally, if a confirmation link expires, users will be notified and can easily request a new one. This update helps prevent registration roadblocks and ensures a smoother sign-in process.
Update to Reimbursement Requests
A new Date Incurred field has been added to all reimbursement request types submitted through the Employee Self-Service (ESS) portal, on both desktop and mobile. Employees are now required to enter the date the expense occurred when submitting a request.
This update helps clarify when each reimbursement was incurred. It is especially useful when multiple requests are submitted at once, making it easier for assignees to review and approve these submissions appropriately.
Clearer User Attribution in Change Logs
We’ve enhanced the Log Change Live Report to provide more transparency into who or what made modifications. Instead of showing blank entries when a modifying user isn't found, the system now displays clear identifiers—such as the name of the integration, "Empeon" if the change was made by Empeon users, or "System" for automated changes. This update helps clients better understand the origin of changes and reduces confusion when reviewing audit logs.
Code Description Search Enhancement
The system’s search functionality has been updated to improve how company-level codes can be located. In any area where codes are used—such as Earnings, Deductions, Cost Centers, Job Info, and more—the search bar will now return results based on both the code and the code’s Description.
Previously, search results were limited to exact matches of the code itself. Since most codes are limited to 10 characters, this enhancement makes it easier to find the correct code by allowing users to search by the full descriptive text that helps define it.
Global Employee Search Now Supports Personal Email
The Global Search Tool now supports searching for employees by personal email address. Previously, employee searches could only be performed using the employee's name, ID, or SSN. This enhancement provides more flexibility when locating employee records.
Rates Now Included in Raw Punch Imports
We’ve enhanced the raw punch import functionality to support including pay rates with each punch. This update allows for more accurate and flexible payroll processing, especially when rates vary between punches, streamlining time and attendance management.
Count of Records Added to Grouped Sections in Live Reports
Live Reports now display a count for each group when a report is grouped by a specific column. This enhancement makes it easier to see how many records fall under each grouping, providing clearer insights at a glance.
Improved Calendar Handling for Payroll-Only Check Dates
To prevent unintended attendance processing, the system now automatically excludes attendance data from payroll when a check date is marked as Payroll Only.
Deduction Limit Override Warnings
The system now enforces annual deduction limits even when items are manually keyed on a paycheck. If a deduction exceeds the allowable annual maximum, a warning will be triggered to alert the user. This enhancement helps ensure compliance with regulatory limits and prevents unintentional over-contributions during payroll processing.
Dashboard Notes Now Visible for All Employees
Previously, active Notes on the employee profiles of terminated employees would not appear in the Notes counter within the Expiring Records section on Empeon Workforce's main dashboard. This has now been fixed to show a count of all active notes entered on the employee profile, regardless of employment status.
Improved Zip Code Handling in Employee Imports
The employee import process now supports 9-digit zip codes for mailing addresses, even when entered without a dash. The system will automatically format the zip code by inserting the dash, just as it does for primary addresses.
Bug Fixes
- Fixed - There have been a few reported instances where viewing Role permissions displayed incorrect setups. This issue has now been fixed.
- Fixed - Previously, when attempting to copy a Job Info location to another company it would show as "Failed". This issue has now been fixed.
- Fixed - Previously, date fields on the Employee Time Hist Live Report did not display the associated time stamps. This issue has now been fixed.
- Fixed - During the Verification step when processing payroll, the Comment column would at times not display correctly. This issue has been fixed.
- Fixed - Previously, rehired employees with an "Active" status code other than the default "Active (A)" were not appearing in the Daily view of the Schedule. This issue has been fixed.
- Fixed - Previously, attempting to save the PBJ Emp Type as “notExempt” on an employee's profile could result in an error. This issue has been fixed.
- Fixed - Employees were incorrectly allowed to have the same accrual bank code assigned more than once, even if one of the records was inactive. This caused issues with accrual calculations and reporting. This issue has now been fixed.
- Fixed - The "Exclude ESS Print" setting in the Check Printing Setup card was not functioning as expected. In some cases, pay vouchers were still printed for employees with registered ESS accounts despite the setting being enabled. This issue has now been fixed.
- Fixed - Non-Admin Users with custom roles were receiving an access denied error when attempting to assign a Work Category on the schedule. This issue has been fixed.
- Fixed - In some cases, the Years of Experience (YOE) field on Live reports displayed incorrectly or did not appear at all. This issue has now been fixed.