Hiring an Employee (Payroll & TLM) (New UI)

  1. From your Dashboard, select Employee Changes > Hire an Employee image13.png
  2. Skip the ‘Personal Settings’ section containing the Username, New Password, and Employee ID fields, these will be auto configured by the system once the employee is hired image15.png    
  3. Complete the required items that are indicated by a * First Name and Last Name then click image22.png image8.png
  4. In the ‘Basic Information’ section, continue to complete the required items that are indicated by a * Address information, Social Security Number then click image22.png image12.png
    1. When entering an address containing an apartment #, building #, suite, etc enter it into the 2nd box next to 
    2. Select the image24.jpg  button after entering an Address  to ensure a match is found
    3. Primary Email would need to be included if you want employees to receive system generated email notifications (i.e.: pay statement is available to view, withholding form has been approved, etc)
  5. In the ‘Base Compensation’ section, select the image2.png icon under Actions then click ‘Edit’ to enter the employee’s pay information.  image18.png                          image17.png
    1. i.e.: An hourly employee would have their hourly rate ‘$15.00’ entered 
    2. i.e.: A salary employee would have ‘$1,400’ entered
    3. Amount $: can be per year/month/week/hour/PP (Pay Period) depending on what the employees pay is
    4. Per: needs to be set to year/month/week/hour/PP based on how you entered the employee's pay in the Amount $ field
      1. ie: An hourly employee would have Per ‘Hour’ entered
      2. ie: A salary employee would have Per ‘PP’ (pay period) entered
    5. Hours: comes in with the standard work hours in a year to help the system calculate hourly, per pay period, and annualized salary amounts for the employee
      1. Should usually be left as2080’
    6. Per: needs to be set to year/month/week/hour/PP based on how you entered the employee's Hours
      1. Should usually be left asYear’
    7. PP In Year: will auto populate based on your payroll processing frequency
    8. Amount Earning Autopay: should be left blank unless they are a Salary employee. “Salary” should be the only option in the dropdown.
    9. Autopay Type: can be Amount, Hours, or Both. This works with Autopay Amount Earning to configure the scheduled earnings that will populate the employee’s salary on every check.
      1. Should usually be left as ‘Amount’ since salary employees are only paid a $ amount not hours with each payroll. However, it is possible to auto pay hours instead or both an amount and hours
    10. Effective From: is the date in which the employee's rate begins. This will always be 12/31/1900 for all employees first rate
  6. Click image23.png then image10.png  after Base Compensation is entered to continue entering new hire information
  7. In the ‘Tax Information’ section enter Federal/State Withholdings.
    1. Click Federal then scroll to the far right to select the image2.png icon under Action. Click ‘Edit’ to enter          the FIT withholding information from the W4 image1.png                            image14.png
    2. Form 2020 W4, select ‘Yes’ from the dropdown if the employee has submitted a new 2020 W4 form
      1. Select ‘No’ if the previous W4 form was submitted
    3. EE Withhold has 3 options:
      1. ‘Yes’: All taxable wages are calculated on the employee's W2 and they will have taxes withheld from their check
      2. ‘Block W/H’: All taxable wages are calculated on the employee's W2 and they will NOT have taxes withheld from their checks. This is used when an employee requests to go “Exempt”
      3. ‘Exempt’: All taxable wages are NOT calculated on the employee’s W2 and they will NOT have taxes withheld. This should NEVER be used. Please contact your CSR if this setting is needed, to be sure W-2’s are configured correctly.
    4. Change the Filing Status drop down to ‘Single’, ‘Married’, or ‘Married Withhold At Higher Single Rate’
    5. Two Jobs, Claim Dependent, Deduction, and Other Income will only be available if Form 2020 W4 was selected as ‘Yes’
      1. Enter the # of Allowances if the previous W4 form was submitted
      2. If an employee has requested to be Exempt on their prior year W4, change the # Of Allowances to ‘99’
        1. DO NOT use ‘Exempt’, as this causes the employee's wages to be excluded from their W-2
    6. Lock in Letter Received should typically be left uncheck unless you receive a notice from the IRS
    7. Enter Additional Withholding and Type based on Box 4c of the 2020 W4 form 
      1. Box 6 of the previous year W4
    8. Enter Override Amount and Type to override marital status and allowances to have a specific $ amount or % of Federal Income Tax withheld
        1. Rounding should never be changed from ‘Default’
    9. Click image11.png  after all settings for FIT have been entered
    10. Click State, select the image2.png icon under Action then click ‘Edit’ to enter withholding information for the employees home state image3.png                               image26.png
      1. # of Allowances should match what the employee enters on their DE4 
      2. Out of State Deductions Reduce SUTA Wage Base will always remain unchecked
      3. Additional Allowances should be entered if the employee chooses to have additional allowances on top of their standard withholding
      4. Change the Filing Status dropdown to ‘S’ Single, ‘M’ Married, or ‘H’ Head of Household
      5. Supplemental Type should remain at ‘Bonus’
      6. Unemployment State should not need to be updated, ensure the correct state is selected
      7. Click image23.png after all settings are entered for SIT
  8. Click image22.png after all tax settings for Federal, State, and/or Local have been selected
  9. The ‘Other Settings’ section will vary based on your company specifics, these are the profiles to configure the employees access, pay period, accruals, timesheet etc. Use the lookup icon image21.png on the right to see a description about each setting/profile, then click image16.png  to select that setting/profile image19.png                      image4.png
    1. Pay Period : Select the appropriate pay period for your employee
    2. Pay Prep: Select the ‘Export to Payroll’ option. Only change to ‘Do Not Export’ when terminating an employee
    3. Pay Calculations: Select the pay calculation profile appropriate for your employee (ie: “Hourly CA”, “Salaried (No Overtime)”, “4x10”, etc). Use the lookup icon on the right to see a detailed description about each Pay Calculation Profile
    4. Security: Employees access in the system, change the dropdown depending on the type of employee ‘Department Manager’, ‘Company Admin’ or ‘Employee’
    5. Timesheet: Select the type of timesheet to apply to this employee. Naming will vary based on your company specifications (ie: web punch, no web punch, etc)
    6. Manager: Select the employee's direct manager for timesheet edits/approval. If you do not have a ‘Manager’, all timesheets will go to ‘Company Admin’ 
    7. Date Hired / Date Started: Usually the same date for new hires, but enter date hired and the date the employee started working.
      1. If you are re-hiring an employee and you want them to complete the waiting period again (i.e. Sick accruals have a 60 day waiting period or 401k has a 1 year waiting period), match the ‘Re-Hired’ and ‘Hired’ date.                                                                                                                                        image5.png
      2. If you are re-hiring an employee and you do NOT want them to go through the waiting period again and be eligible immediately for Sick or 401k, leave the ‘Hired’ date with their original date                                                                                                                                                                       image7.png
    8. Birthday: Enter employees date of birth
  10. Click image6.png once all required profiles/settings have been selected
  11. Select the New UI Dashboard Layout Profile based on the type of employee you are hiring, or if based on their Security Profile leave with "[Default Security Profile]"
    1. Manager/Admin dashboards include charts and access to editing charts
    2. Employee dashboards do not include charts
  12. Select image25.jpg to complete the hiring process