Hiring an Employee (Multi EIN - PR & TLM) (New UI)


When an employee starts working for another entity within the Multi EIN, a new Employee record will need to be created. The Employee’s ID # and basic info will be brought over to their new record by following the steps below. Once the employee is hired in the new entity make that profile the Primary EIN and terminate them in the old entity.  

  1. From your Dashboard, select Employee Changes > Hire an Employeemceclip0.png
  2. In the ‘Personal Settings’ section:
    1. Select which EIN or company you want to hire this employee under
    2. Enter the employee’s Social Security Number and Birthday
      1. If this employee is currently hired under another EIN, the system will match their Social and Birthday to sync the two employee profiles by Choosing the Sync Profile. This means you will not have to re-enter the employee’s personal information in the new company (i.e.: name, address, contact numbers, etc)
      2. Employee ID will be automatically generated by the system (or will match their existing record), leave blankmceclip1.png
  3. Skip the section containing the Employee ID, Username, and New Password, fields, these will be auto configured by the system once the employee is hiredmceclip2.png
  4. Complete the required items that are indicated by a * First Name and Last Name then click 'Continue'
  5. In the ‘Basic Information’ section, continue to complete the required items that are indicated by a * such as Address information then click 'Continue'mceclip19.png
    1. When entering an address containing an apartment #, building #, suite, etc enter it into the 2nd box next to
    2. Select the mceclip3.png 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 (ie: pay statement is available to view, withholding form has been approved, etc)
    4. mceclip4.png
  6. In the ‘Base Compensation’ section, select the mceclip6.pngicon under Actions then click ‘Edit’ to enter the employee’s pay information          mceclip7.pngmceclip8.png
    1. Amount $: can be per year/month/week/hour/PP (Pay Period) depending on what the employees pay is
      1. ie: An hourly employee would have their hourly rate ‘$10.00’ entered
      2. ie: A salary employee would have ‘$1,400’ entered
    2. 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
    3. 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’
    4. 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 as 'Year'
    5. PP In Year: will auto populate based on your payroll processing frequency
    6. Amount Earning Autopay: should be left blank unless they are a Salary employee. “Salary” should be the only option in the dropdown
    7. 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               2020-11-20_08h02_04.png
    8. Effective From: is the date in which the employee's rate begins. This will always be 12/31/1900 for all employees first rate
    9. Click 'Save' then 'Continue' after Base Compensation is entered to continue entering new hire information
    10. In the ‘Tax Information’ section enter Federal/State Withholdings
      1. Click Federal then scroll to the far right to select the mceclip9.png icon under Action. Click ‘Edit’ to enter the FIT withholding information from the W4mceclip12.png                        mceclip13.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 checks
        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 years W4 form was submitted
          1. If an employee has requested to be “Exempt” on their prior year W4, change the # Of Allowances to ‘99’. 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
      9. Rounding should never be changed from ‘Default'
      10. Click 'Save' after all settings for FIT have been entered
    11. Click State, select the mceclip10.png icon under Action then click ‘Edit’ to enter withholding information for the employees home statemceclip14.png                        mceclip15.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  after all settings are entered for SIT
    12. Click 'Continue' after all tax settings for Federal, State, and/or Local have been selected
    13. 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 mceclip16.png on the right to see a description about each setting/profile, then click 'Apply' to select that setting/profilemceclip17.png                          mceclip18.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
      8. Birthday: Enter employees date of birth
    14. Click 'Continue' once all required profiles/settings have been selected
    15. Select the Dashboard Layout Profile based on the type of employee you are hiring
      1. Manager/Admin dashboards include charts and access to editing charts
      2. Employee dashboards do not include charts
    16. Select 'Add Employee' to complete the hiring process