How to Hire an Employee

How to Hire an Employee


You can add Employees manually or import them.  In order to manually hire them, navigate to Team > My Team > Employee Information. 



Click on Hire in the top right action menu.



The hire pages are designed with jump links in the left pane and the widgets in the main page. You can use the links to move around and view or edit information. If a widget has a required field that has not been filled out, you must complete those fields before moving to another page.



Notes
Keep in mind not all the fields and widgets shown in the examples may be required in your company. Your pages may vary.

Personal Information Widget

EIN: If you are a multi-EIN company, this field will display and allow you to select which company the employee will be hired into.

Employee ID: The system will default this in based on company settings.

Username: The Username is the name that users enter when they log into the system. The system will auto-generate Usernames by leaving the Username field blank and letting the system generate the Username.

New Password: Assigns a new password to this user. This will default to the company defined default value and the employee must change the password upon their first login.

User Must Change Password At Next Logon: This field will automatically be checked when the system generates the password and will require the user to change their password when they log into the system for the first time.

Locked: When checked, this will lock the user out of their account. To unlock the account, an administrator may uncheck this field.

First Name: User's first name

Middle: Middle initial

Last Name: User's last name

Suffix: Jr. or III


Basic Information Widget

Address:  Enter the employees Street, Zip, City, and State address

Primary National ID: Select the type of national ID to be used for the new employee, then enter the ID number is the adjacent field. When entering the number, the full number will display upon typing it. After completing the hiring pages, the Employee Profile will display the employee's National ID number in the Personal Information widget of their account. The number will be masked and only the last 3 or 4 digits will display.

Primary Email: Enter the employee’s primary email address.  This is mainly used to send the employee’s account created email as well as any additional system notifications.

Secondary & Personal Email: These can be entered if desired.


Base Compensation Widget

 Click on the ellipsis in the system generated 12/31/1900 record to Edit the base compensation. Enter either the employee’s hourly or salary amount to be paid. 

Warning
If an employee is to be paid a salary amount per pay period, make sure to indicate the Amount Earning Autopay as Regular and change the frequency to PP.


Autopay Schedule:  The Autopay Schedules feature can be used to define the days of the week and hours per day that a salaried employee works during a regular pay period and use those to automatically calculate the prorated earnings for a salaried employee that is hired or terminated in the middle of a pay period.  If a company is using, it should be defaulted in.


Tax Information Widget

Federal: Input the Employee’s federal tax withholding

State: Input the Employee’s state tax withholding

***If an employee claims exempt or has additional withholding on state, you will have to wait until the employee record is completed and go in to EDIT the state withholding
Navigate to Employee Info > Employee Profile > Payroll tab.  Navigate to the Tax Information > State tab and click on the elipsis next to the jurisdiction to View Tax Jurisdictions and make edits.



Local: Input the Employee’s local tax withholding, if applicable

 

Other Settings Widget

This widget will often contain various profiles and settings that pertain to the company and how the employee is to be paid. They can include, but are not limited to:   

  1. Dashboard Layout Profile
  1.  Benefit Profile
  1. Accruals Profile
  1. Pay Period Profile
  1. Pay Calculations
  1.  Pay Prep Profile
  1. Timesheet Profile
  1. Security Profile
  1. Work Schedule Profile
  1. Holiday Profile
  1. PST Population Profile
  1. TS Auto Population Profile
  1. Retirement Plan Profile

**See separate guide that outlines each profile and what is controlled within each profile.

Hired: Enter the date the employee is hired.

Started: Enter the date the employee starts working. 

**Hired/Started are typically the same dates for most companies.

Birth Date: Enter employee's birth date.

 

Defaults Widget

Most of the profiles in this widget are not editable and are populated by the default profiles set in the Account Policies widget of Company Setup. After selecting Add Employee you can then edit come back to these fields and edit the profiles.


After adding the employee, you will be taken directly to their account. Here you can view and edit other widgets and settings, such as direct deposit information, accruals, badge ID’s, etc. 





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