Creating and Onboarding Employees

After a company has completed the onboarding process, they can start creating and onboarding their employees in preparation for running payroll. In this stage, an employee’s profile, tax elections, and bank information is collected to ensure tax calculations are done correctly and the employee is able to receive their net pay. 

  1. To create an employee, the employer will go to the People tab on the Employer Dashboard and select Add New Employee
  2. On the Create New Employee page, the employer will fill out the employee details (listed below) and select Add Employee once all information is completed
    • First and last name
    • Email address
    • Date of Birth (optional)
    • Social Security Number (optional)
    • Phone number (optional)
    • Home address (optional, this must be a mail deliverable address. No PO Boxes allowed) 
    • Job title
    • Start date
    • Work location (select the work location for this employee from the drop-down menu)
    • Speciality Employee Type (optional) 
      • Default designated all non-agricultural or household employees
      • Agricultural designates agricultural employees that are reported on IRS Form 943 (Employer's Annual Federal Tax Return for Agricultural Employees) rather than Form 941/944
    • Regular payroll employee check box (this will use the company’s default pay schedule)
    • Pay schedule
    • Salaried employee check box (optional)
    • Pay information (optional)
      • Default Wage (hourly wage)
      • Default Overtime Rate
      • Default Doubletime Rate
  3. After selecting Add Employee, the employer will be brought back to the People page and will see the created employee on the list of employees
  4. To finish onboarding the employee, the employer can either 1) send the onboarding link to the employee to fill out, or 2) copy the onboarding link and open in a browser to fill out the rest of the employee information.
    • When selecting the copy option, a popup will give the employer options for onboarding sections to fill out. The employer can uncheck sections only the optional sections. These options are: 
      • Profile Information (required): SSN, DoB, Address, etc.
      • Create Employee Account: Collects employees username and password to create the employee’s account.
      • I-9 Form: Will include the I-9 form in the document collection.
      • Scan IDs (for I-9 verification): Driver’s License + Social Security card or Passport. 
      • Require Bank Account Set Up: Bank Account Information Collection for Payroll Direct Deposit.
      • Paperwork (required): Collects Federal W-4, State W-4, and Bank Authorization forms. 
  5. Once the onboarding link is opened, the employee’s Profile Information page will be displayed with any information that was added when the employee was created. The employee can fill in any of the information not entered during employee creation. Once completed, select Next.
  6. If the employer requires employee ID documentation for onboarding, the Documentation page will be displayed. Once it has been provided, select Start Verifying.
  7. Next, the employee or employer will fill out the employee’s tax information. This will be collected to generate the employee’s federal W-4 and state equivalent forms. Prior to submitting, the PDF of the forms will be generated to allow for review to ensure the forms have been filled out correctly. Once the forms are verified as correct, select Submit.
  8. Once the tax information has been collected, the employee will be taken to the bank information screen. This is where all of the employee’s bank details (listed below) will be provided so they can receive their pay. Once filled out, select Next.
    • Bank name
    • Account Type
    • Account Number
    • Routing Number
  9.  You will be taken to a confirmation screen displaying You’re All Set. The employee has now been successfully onboarded and will show with status Onboarded on the People page.

Updated

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