Setting Up New Hire Information

Select the Employer ID.

Enter the new employee’s Social Security number. The Social Security Number field does not accept any values that begin with the numeral 9, but you can enter the ITIN for a 1099 Contractor which begins with the numeral 9.

(All valid Individual Taxpayer Identification Numbers (ITINs) are a nine-digit number in the same format as the SSN (9XX--XX-XXXX), begins with a 9 and the 4th and 5th digits range from 50-65, 70-88, 90-92 and 94-99.)

If you enter the ITIN of a 1099 contractor, you will receive a message stating The number you have entered is not a valid Social Security number. The new hire cannot be onboarded as an employee with this number. You should proceed only if you wish to enter this new hire as a contractor, and the new hire meets IRS requirements for using an Individual Taxpayer Identification Number in place of a social security number. Click OK to continue. The Hire Type Field will automatically change to Contractor (1099) on the New Hire form.

Note:  Custom Feature Code ALLOW999SSNS should not be enabled for the client.

Note:  On the Client Details form, on the Other tab, under Other Options the field named Contractors (1099) Allowed should be selected.

Select the employee Hire Type.

The Use Onboarding field displays only if the company is set up to prompt for electronic onboarding.

Enter the employee’s Preferred Name, which the system uses in place of their legal first name.

Select the employee’s Gender.

Select the employee’s Ethnic Code.

Select the employee’s Marital Status.

Enter or select the ZIP Code for the employee’s residence. You will be presented with a pop-up of Geocode options when you enter a zip code that spans multiple cities, counties, or localities. Select the correct Geocode to update the address.

After you enter or select the ZIP Code, the system checks the street address to make sure that it is valid. If there are typos, missing information, or other unrecognized values, the system displays a dialog suggesting a correction to the address. Click Yes to accept the corrected address, otherwise click No to save as-is or make other edits.

Note: If you enter something that the system cannot match to any existing address, it displays the first address in the master list for the ZIP code (such as 1 Apple Drive).

Enter the employee’s Personal Email Address.

Note the following for the Personal Email Address and Work Email Address fields:

Enter the emergency Contact Telephone number.

Enter or select the employee's Retirement Benefit Group. The retirement benefit group can be used to establish eligibility, coverage, and contribution rules for retirement benefit plans.

Enter or select the employee’s Project.

Enter or select the employee’s Work Group.

Enter or select the Union Code for the union to which the employee belongs.

Enter or select the employee ID or enter the worksite trusted advisor's user ID of the PTO Approver who would approve the new hire's PTO requests.

Worksite managers, as the logged-in user, can automatically assign themselves as the person who approves the employee's PTO requests by selecting Assign To Me. This option is useful for WSMs who do not have access to view themselves in the PTO Approver Employee Search Results list because of data security. However, they can still enter or paste their employee ID in the PTO Approver field as long as they are an employee in that company.

Note the following:

Enter or select the employee ID or enter the worksite trusted advisor's user ID of the person who the employee reports to upon employment.

Worksite managers, as the logged-in user, can automatically assign themselves as the person who supervises the employee by selecting Assign To Me. This option is useful for WSMs who do not have access to view themselves in the Manager Employee Search Results list because of data security. However, they can still enter or paste their employee ID in the Manager field as long as they are an employee in that company.

Note the following:

If appropriate, enter the Employee Number. Otherwise, the field is grayed out and reads NEW; the system generates an employee number automatically when you save the employee.

Enter the Benefits Thru Date, which is the date through which benefit contributions have been deducted from this employee’s pay. Usually you would accept the default date. The only reason you would change the default date (equal to the hire date) would be if the employee had pre-paid benefit contributions for a period subsequent to the hire date.

Enter the New Hire Report Date when the new hire was reported as joining the company. Entering a date in this field prevents the new hire from being reported again.

Enter the employee's benefit start date in the Seniority Date field, which you can use for PTO auto-enrollment. If you leave this field blank, the system automatically populates this field with the Client Start Date in the employee record.

Select the Pay Method by which the employee will be paid.

The Pay Rate and Pay Rate Basis define the new employee’s pay. For example, $250 Weekly or $3500 Monthly.

Note: The Variable Salary option only displays if the VARSALMETHOD custom feature code is enabled on the System Parameters form.

If available, you can enter the First Pay Period Hours. This is typically used for employees with auto time sheet hours when their hire date falls in the middle of a payroll period. This feature must be enabled in the System Parameters and for the selected client.

Once you enter the client and employer start dates, pay group, and standard hours, select Auto Time Sheet. A calendar displays the employee’s start date as well as the pay period start and end dates to help you determine the number of hours to enter for the first paycheck.

Select Document Title of the first Identification/Eligibility Document. If it is a B type and not an A type, the system displays a second set of fields so that you can enter the C type Eligibility Document.

Note:  If the Document Title field contains C- Birth Certificate, the system does not use a drop-down to select values for the Issuing Authority field. Instead, you must enter a value, (for example, a state, county, or town).

Select Submit for E-Verification to send an E-Verify request to display in the Personal tab on the Employee Details form.

Note: You have the opportunity to submit an employee for e-verification after the employee has been hired, if you uncheck this field on the New Hire form during the hiring process. To do this, select the Submit to E-Verify field for the employee in the Personal tab on the Employee Details form.

Enter the new employee’s first name as entered on the Form I-9.

Enter the new employee’s middle name as entered on the Form I-9.

Enter the new employee’s last name as entered on the Form I-9.

Enter the new employee’s other name as entered on the Form I-9.

Enter or select the foreign passport’s Country of Issuance.

Enter or select the Alien Reg Expiration Date that was issued by the INS.

Select Non-Resident Alien, if appropriate.

Enter or select the Handbook Mailed On date.

Select Background Test Done to indicate there was a background check performed on the employee.

Enter or select the Background Test Date.

Select the bank Account Type.

Select the Pay Type Override to which this line is limited. This overrides the Pay Types for Deposit value.

If you leave the Pay Type Override field blank, this deposit is not limited to any voucher types.