HR

Answers on Muin's HR tools — employee records, policies, certification tracking, and onboarding — to keep your team compliant and your paperwork in one place.

8 questions

How do I ensure all employees acknowledge a new policy?

Muin helps you distribute policies and track acknowledgments: **Publishing a policy:** 1. Upload your policy document to **HR > Policies** 2. Click **Publish** 3. Select employees or departments who need to acknowledge 4. Set a deadline for acknowledgment 5. Enable automatic reminders **Tracking acknowledgments:** The policy dashboard shows real-time completion status: - Who has acknowledged - Who is pending - Who is overdue **Automatic reminders:** Muin sends reminders at intervals you configure: - Initial notification when policy is published - Reminder at 50% of deadline - Urgent reminder 2 days before deadline - Overdue notification **Compliance reports:** Generate reports showing acknowledgment history for audits.

How do I track employee certifications and expirations?

Muin helps you manage certifications and stay compliant: **Setting up certification types:** 1. Go to **HR > Certifications > Settings** 2. Click **Add Certification Type** 3. Configure name, renewal period, and required roles **Assigning certifications:** - Individual: Go to employee profile > Certifications - Bulk: Select employees in HR > Certifications and assign **Dashboard monitoring:** The certification dashboard shows: - **Expiring Soon** - Within 30/60/90 days - **Expired** - Need immediate attention - **Compliant** - Up to date **Automated reminders:** Configure in Settings: - Employee reminder: 30 days before expiry - Manager reminder: 14 days before expiry - Escalation: On expiry date

Can Muin help with compliance audits?

Yes! Muin maintains comprehensive audit trails and compliance reports: **What Muin tracks:** - All document activities with timestamps - Policy acknowledgment history - Certification status over time - Approval workflows and decisions - User access and actions **Compliance reports:** Generate reports from **HR > Reports**: - Policy acknowledgment status by employee/department - Certification validity and history - Training completion records - Audit trail exports **Audit-ready exports:** - PDF reports with timestamps - Excel exports for detailed analysis - Date range filtering - Department/employee filtering **Retention:** Muin retains compliance records according to your configured retention policy (default: 7 years).

How do I identify employees missing required certifications?

Use the **Compliance Gap Report** to find all certification gaps: **Accessing the Gap Report:** 1. Go to **HR > Compliance Gap Report** 2. View all employees with missing, expired, or expiring certifications **Types of gaps identified:** - **Missing** - Required certification never obtained - **Expired** - Certification past expiration date - **Expiring Soon** - Certification expiring within 30 days **Filter options:** - By department (e.g., show only Engineering gaps) - By certification type (e.g., only Safety Training gaps) - By gap status (missing, expired, or expiring) **Compliance rate:** The dashboard shows your overall compliance rate: - Calculated as: Compliant Employees / Total Active Employees - An employee is compliant when ALL required certifications are valid **Taking action:** - Click a gap to create a follow-up task - Bulk select to send reminders to multiple employees - Export the report for offline analysis **Automated alerts:** Muin sends automatic notifications at 30, 14, 7, and 0 days before expiration, so managers are always informed.

How do certification expiration alerts work?

Muin automatically notifies employees and managers about expiring certifications: **Default notification schedule:** | Days Before | Recipients | |-------------|------------| | 30 days | Employee | | 14 days | Employee + Manager | | 7 days | Employee + Manager + HR | | 0 days (expired) | Employee + Manager + HR | **What's included in alerts:** - Employee name and certification type - Current expiration date - Days remaining until expiry - Link to upload renewed certification - Instructions for renewal **Manager escalation:** When certifications are 7 days from expiry, managers receive an escalation email listing all team members needing attention. **No duplicate notifications:** Each notification window sends only once per certification. You won't receive duplicate emails for the same expiration. **Customizing alerts:** Go to **Settings > HR > Certification Alerts** to: - Change notification windows (days before expiry) - Customize recipients for each window - Enable/disable specific alert types

Does Muin run payroll or calculate taxes?

No. Muin is a **Payroll Operations Layer**, not a payroll provider. **What Muin does:** - Collects employee data during onboarding (W-4, I-9, direct deposit) - Provides a pre-payroll checklist (new hires, compensation changes, PTO overlaps, anomalies) - Accepts completed payroll registers by CSV upload or QuickBooks sync - Posts GL entries automatically (wages, employer taxes, benefits) - Matches the ACH payroll debit in your bank feed - Shows paystubs to employees in My Pay - Allocates labor cost across programs, funds, and departments for grant reporting **What your payroll provider does:** - Calculates gross-to-net wages - Calculates and withholds employee taxes - Remits employer taxes to state and federal agencies - Handles direct deposit - Files W-2s and 940/941 returns **Which providers work with Muin?** Any provider that can export a payroll register as CSV. Muin also reads payroll directly from QuickBooks Online Payroll (no CSV needed). This model lets you keep your existing payroll provider and gain the operations layer on top — without switching systems or paying for an embedded payroll engine.

Which payroll providers work with Muin?

Muin works with any provider that can export a payroll register as CSV — which is effectively every payroll system. Common ones: | Provider | Integration level | |----------|------------------| | QuickBooks Payroll | Direct sync (no CSV needed) + optional GL write-back | | ADP Workforce Now | CSV export from Reports → Payroll Register Detail | | Paychex | CSV export from Reports → Payroll Journal | | Any other | Export payroll register / employee earnings report as CSV | **Recommended for nonprofits:** QuickBooks Payroll (if already using QuickBooks) gives the smoothest experience — no CSV step. For organizations without a current provider, [OnPay](https://onpay.com) is well-regarded for nonprofits and clergy payroll. **Any other provider:** Export the payroll register as CSV and import it to Muin — GL posting, bank reconciliation, and employee paystubs follow automatically.

Can I use Muin's payroll features without a payroll provider?

Yes. Muin's payroll operations work without any connected provider. **If you process payroll manually** (e.g., writing checks or using a local spreadsheet), you can enter the register manually in Muin instead of uploading a CSV: 1. Go to **HR → Payroll → Enter Payroll Register** 2. Add employees one row at a time and enter gross/net pay 3. Commit — GL posts, bank reconciliation runs, paystubs appear This is the "guaranteed beta floor" — everything in the GL and self-service stack works from day one, regardless of what provider you use (or don't). **What you miss without a provider:** automated tax calculation and filing. You'll still need to calculate and remit employer taxes yourself (or use a CPA). The employer tax amount you enter in Muin drives the GL entry.