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How do I add a new employee to the payroll system (basic onboarding)?

If you're set up for basic onboarding, you are in the right place. Otherwise, look for the interactive onboarding tutorial.

Watch this video or follow the step-by-step instructions below.

Onboarding NonINT

Navigate to the Administrative Payroll Dashboard and click Employees. 

Click on On-Boarding, and then select Add New Employee.

Complete all of the required fields in red.

Note: Please see your specific set up which would have been emailed along with the SOP’s and labeled “initial new hire entry screen”

 

You will complete all the information that you want to record. All data in red are required. The system will walk you through each step that is listed on the left side.  Each section is a wizard and you will just answer the questions as they come up.   

Federal Filing is entered based on what the employee completed on the 2020W4 form and you will enter using the drop-down box.  Please refer to the cheat sheet included with the other SOP’s if you need assistance in the breakdown of status options.

 

This brings you to the next task – PAY CODES 

You will say YES here and choose the main earning type (either Hourly or Salary) and enter the dollar amount.  This message will keep popping up until you have added all the pay codes and then you say NO to move to the next task. Please refer to the SOP for guidance on entering direct deposits.

 

Please note that you may not have all the tasks in the sample screenshot. You will just move through each item that is assigned to your onboarding profile. 

 

Once all these fields have been updated you will get a summary that looks like the screenshot below.  This reflects all the completed data.

 

Please note that you can come in and out of this process as many times as you need to. If you leave the data entry and need to access the setup again you will go to the main menu and select Employees. Click on Onboarding, then Process Monitor.  This shows you whom you have and if you click the grey arrow you can drill down into the profile to see what needs to be completed. 

 

Once all 9 required sections are completed:

After completing all of the nine required sections, then you will be prompted to set up the login credentials for the new employee. The system auto-generates the UserID as the first initial of the employee's first name and their last name. (It adds numbers if duplicate names exist)

The email address entered is where any emails will be sent should the employee use the “forgot userID/forgot password” resets on the login page.  My suggestion is that the password ALWAYS follows the same format for each new hire so that you do not have to keep it. 

After you set the new employees' password you are ready to finalize the employee and release them to the active employee list.  The final step is acknowledging the information you keyed in and you will not see this 3rd step until you have set the user up. 

To complete the section above and release the employee to payroll, you must check the box and enter YOUR username and password, then click the "Sign & Finalize" button in the lower right corner.

You must provide the new hire with the UserID and password you just set up for them. This is their access to the system. The new hire will enter the UserID/Password you just created and use the GREEN login button.

 

Employees to Reset Generic Password after initial login:

If you use a generic password formula for the new hires (i.e. Resetme123) then you will need to show the employee that they can make their password personal after their first login. 

To change the generic password, the new hire logs in for the first time with what you assigned them and navigates to My Info, and then clicks on Preferences. Selecting Click to Change Password allows the new employee to generate their own unique password.