Employee self-service

This page is written for employees. If your employer pays you through Bokapsys, you can sign in and look after a few things yourself, without emailing your payroll person:

Page	What you can do there
My Payslips	See every paycheck you received, line by line, and download each payslip as a PDF.
My Tax Forms	Download the W-2 forms your employer has prepared for you.
My W-4	Fill in and sign your federal W-4, which sets how much federal income tax is held back from each paycheck.
My Direct Deposit	Choose the bank accounts your pay goes into, and how it is split between them.

All four pages are in the sidebar under Account. My Account shows them as cards, and if your role is for employees only, it is the page you see when you sign in. The pages only ever show your own records, never a colleague’s.

Payroll in Bokapsys is US payroll, so these pages use US terms: a W-2 is the yearly form that shows what you earned and what tax was held back, and a W-4 is the form you fill in to tell your employer how much federal income tax to withhold.

Before you start

You need three things, and your employer sets up the first two:

• A Bokapsys sign-in for your employer’s workspace. Your employer invites you from your employee record (Invite to self-service), or from Team Management. You get an email; follow it to create your password and sign in. See Profile and sign-in.
• An employee record linked to your sign-in. Inviting you from your employee record links them. Otherwise Bokapsys matches the email you sign in with to the email on your employee record.
• For direct deposit: your bank’s 9-digit routing number and your account number. Both are printed at the bottom of a check, and most banking apps show them under account details.

Note

If you don’t see My Payslips, My Tax Forms, My W-4 or My Direct Deposit under Account, your role doesn’t include self-service, or your employer’s workspace doesn’t use Payroll. Ask your employer’s Bokapsys administrator.

“Your sign-in is not linked to an employee record”

If a page shows this, Bokapsys can’t tell which employee record is yours. Ask your payroll administrator to link your account to your employee record (the simplest way is for them to click Invite to self-service on your record). Your payslips, tax forms, W-4 and bank details appear once they do.

See your payslips

1. In the sidebar, open Account and click My Payslips.
2. You see one row per paycheck, newest first, with the Pay date, the Pay period, your Gross pay and your Take-home pay.
3. Click a row to open the payslip.
4. Click Download PDF to save it.

The payslip shows your Take-home pay and Gross pay at the top, then every line in four groups: Earnings (with hours for hourly pay), Taxes taken from your pay, Deductions, and Paid by your employer on top of your pay (such as your employer’s share of Social Security, which is not taken from you). The PDF also shows the year-to-date total for each line.

Term	What it means
Gross pay	What you earned before anything was taken off.
Take-home pay	What you actually received after taxes and deductions.

A payslip appears here once your employer posts the payroll, which is the step that makes it final. A payroll your employer is still preparing does not show up yet.

How to check it worked: the latest payslip’s Take-home pay should match the amount that arrived in your bank account on the Pay date (added up across your accounts, if your pay is split).

If the table is empty and shows No payslips yet, your employer has not posted a payroll that includes you yet. If you expected one, ask your payroll administrator.

Download your W-2

1. In the sidebar, open Account and click My Tax Forms.
2. You see one row for each tax form, with the Year, the Form (W-2, or W-2c (corrected) if your employer corrected one) and its Status.
3. Click Download to save the form.

Status	What it means for you
Ready	Your employer has checked and signed the form. You can use it to file your tax return.
Sent	Your employer is part-way through filing it.
Filed	Your employer has recorded that the form was filed with the Social Security Administration.

A W-2 appears here once your employer has checked and signed it. Employers send W-2s by the end of January for the previous year. If the table is empty and shows No tax forms yet, your employer has not signed one for you yet.

Bokapsys prepares W-2s for your employer; it does not send them to the Social Security Administration itself. Your employer files them.

Sign your federal W-4

Your W-4 tells your employer how much federal income tax to withhold (hold back) from each paycheck and pay to the IRS for you. Changing it changes the size of your paychecks. It does not change how much tax you owe for the year; it changes how much you pay along the way.

1. In the sidebar, open Account and click My W-4. The form follows the 2026 IRS Form W-4, step by step. If you already have a W-4 on file, it shows your current choices.
2. Fill in the steps described below.
3. Under Step 5: Sign, tick the declaration.
4. Click Sign and save W-4.
5. A message reads W-4 signed: “Your new withholding applies from your next payroll.” The line next to the button shows the date it is In effect from and the date you Signed it.

Step	What to fill in
Step 1(c): Filing status	Single or married filing separately, Married filing jointly or qualifying surviving spouse, or Head of household (only if you are unmarried and pay more than half the costs of keeping up a home for yourself and a qualifying person).
Step 2: Multiple jobs or spouse works	Tick if you have two jobs at the same time, or you are married filing jointly and your spouse also works, and the pay is similar. It withholds more from each paycheck so the total across both jobs is closer to right.
Step 3: Claim dependents and other credits	Only if your total income will be $200,000 or less ($400,000 or less if married filing jointly). Enter the number of Children under 17 (× $2,200 each), Other dependents (× $500 each) and any Other credits ($), such as education credits. The Step 3 total is worked out for you.
Step 4: Other adjustments (optional)	4(a) Other income for the year ($) that isn’t from jobs, such as interest; 4(b) Deductions for the year ($), only the amount above your standard deduction; 4(c) Extra withholding each payday ($), any extra tax you want taken from every paycheck.
Exemption	Tick Claim exemption from withholding only if you had no federal income tax liability last year and expect none this year. An exemption lasts for one calendar year. If ticked, no federal income tax is withheld from your pay.
Step 5: Sign	Tick the declaration that the information is true, correct and complete. You can’t save without it.

Type dollar amounts as you would write them, for example 50 or 50.00.

When the change takes effect

Your new W-4 applies from your next payroll. A paycheck your employer has already prepared for an earlier date keeps your old W-4. Each signed W-4 is kept on record.

If you have left the company, the page says Your employment has ended, and the W-4 can no longer be changed here. Contact your former employer if it needs correcting.

How to check it worked: reopen My W-4. It shows the values you saved and the date it is in effect from. On your next payslip, the difference between Gross pay and Take-home pay changes.

Common mistakes

• Ticking exemption by accident. With Claim exemption from withholding ticked, no federal income tax is held back, and you may owe it all when you file your return.
• The button is greyed out. Sign and save W-4 stays greyed out until you tick the declaration under Step 5: Sign.

This page is for federal withholding only. State income tax withholding is set by your payroll administrator.

Your bank accounts

Direct deposit is how your net pay is sent straight into your bank account. You can have one account, or split your pay between several.

Add an account

1. In the sidebar, open Account and click My Direct Deposit.
2. Click Add account. The Add a bank account window opens.
3. Fill in the fields described below.
4. Click Add account.
5. A message reads Bank account added: “We have emailed you to confirm the change.” The account appears in the table.

Field	What it means	Example
Name for this account	A name to help you recognise the account.	Joint checking
Routing number	Your bank’s 9-digit routing number. Bokapsys checks that it is a real routing number.	021000021
Account number	Your account number at that bank. Digits only.	000123456789
Type the account number again	The same number, typed again. It can’t be pasted, which catches typing mistakes.	000123456789
Account type	Checking or Savings.	Checking
Make this my main account	Your main account receives the rest of your pay after any fixed or percentage amounts. Your first account is always your main account.	Ticked

If you leave Make this my main account unticked, choose How much goes here: A fixed amount each payday (then the Amount each payday, for example 200.00 into savings) or A percentage of my pay (then the Percentage of pay, for example 10). If you tick it and you already have a main account, choose how much of each payday should still go to your current main account.

How your pay is split

Each payday, fixed amounts are paid first, then percentages of your pay, and whatever is left goes to your main account. The table shows each account’s Share of pay (for example “200.00 each payday”, “10% of pay” or “The rest of my pay”) and whether it is your Main account or Also paid.

An account that is not your main account and has no fixed amount or percentage receives nothing. It shows Not receiving pay, and a yellow note at the top of the page tells you. Edit its share, or remove it.

Change or remove an account

• Make main: makes another account your main account. You choose how much of each payday should still go to the old main account. Your pay goes to the new one from then on.
• Edit (pencil icon): change the account’s name, and for an account that is not your main account, how much goes to it.
• Remove (bin icon): pay stops going to that account. If it was your main account, another of your accounts becomes your main account.

When you change your bank details, Bokapsys emails you to confirm it (showing only the last four digits of the account) and lets your employer’s payroll team know.

How your bank details are protected

Your full routing and account numbers are encrypted before they are stored. Screens only ever show the last four digits, to you and to your employer. The full numbers are used only to build the payment file your employer sends to their bank.

How to check it worked: the account appears in the table with the last four digits you expect. After your next payday, your Take-home pay on My Payslips should match the total that arrived across your accounts.

Caution

A payment sent to a wrong account can take days to come back. Copy the numbers from your banking app or a check rather than from memory. If you make a change close to payday, tell your payroll administrator, because they may have already sent that payday’s file to their bank.

Ask Smart Chat about your pay

If your role includes Smart Chat, you can ask it about your own pay in plain English, for example “show my payslips this year” or “do I have a W-2 for 2025?”. It reads the same records as My Payslips and My Tax Forms, and only yours. See Smart Chat.

Related

Payroll overviewHow your employer runs payroll in Bokapsys.

WithholdingHow withholding is worked out.

Paying employeesHow net pay reaches your bank.

Profile and sign-inYour password and sign-in settings.