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New Hire Wizard

Overview

Panel 1, New Hire Wizard

Hire a New Employee

Complete all relevant information in the Employee New Hire Wizard. Entries automate the creation of records and reduce later data entry.

Panel 1

Panel 1, New Hire Wizard (Reduced Size)

1. Open the New Hire Wizard. Follow the on-screen instructions.  

On-Screen Instructions:  Select an existing applicant by Applicant Number, or select an onboarded employee. Choose Non Applicant to enter all new information.

• Non-Applicants lack an applicant record in the system. The Non-Applicant option is selected by default. For a non-applicant, leave the Non-Applicant option selected and click Next.
• Applicants:
  • For a candidate to be selected for new hire, the candidate needs to have a record in the Recruitment module and to have not been hired yet.
  • For a corresponding requisition to be selected, the candidate's record needs to be set as hirable in the Recruitment module and the candidate needs to be associated with that Requisition.
• Onboard EEs are individuals with an onboard record. On the rest of the process screens, any information from and about the this individual that was finalized through the onboard processes is automatically available. (Assigning self-service onboarding is a feature of Payroll & HR Enterprise.)

Note:  If you don't complete required fields, and you click on Next, then system will highlight the required fields until you complete the required entries and continue.

Click on Next to continue.

Panel 2

New Hire Wizard: Personal and Address

Address

• Social Security No (required).  Type the new hire's Social Security number. See Social Security Number validation rules for more information.
• First Name, Middle name, and Last Name.  Verify or enter the new hire's First Name, Middle name, and Last Name. First and Last Name are required.
• Card Number (optional).  A card number for a time system can be entered for reporting purposes. If your organization uses a SwipeClock® integration, enter the Employee Number (defined on Panel 6) in the card number field.

Verify (or enter) the new employee's primary home address in the fields provided: Address 1, Address 2, City, State, and Zip.

• Home Tel.  Enter the home telephone number for the master record.
• Wrk #.  Enter the new work telephone number for the master record and self-service phone listing.

• Group Code.  Select the Group Code for the validation group to which this employee will be assigned (optional). Your system administrator sets up Group Codes to allow employees to be grouped into codes to customize their available validation code selections.

Click Next to continue.

Panel 3

New Hire Wizard: Demographics and Employment

Demographics

3. The Demographics section migrate information to the Demographics tab within the Employee Master. Demographic information can be automatically completed from the applicant record, completed in the wizard screen, or completed later in the Employee Master.

• Birth Date, Gender, Marital Status.  Complete the new hires Birth Date, Gender, Marital Status where this information did not populate from the Applicant module.
• Ethic.  Where available, select Ethnic origin. This is for EEO reporting.
• Military Status.  This is for EEO reporting.

Employment

• Employment Status.  Select the new hire's employment status.
• Supervisor.  Select the supervisor code.
• Benefit Profile.  Select the Benefit Profile for the benefit package that this employee will qualify for on the Benefit Service Date (not required, but selecting a Benefit Profile during the New Hire Wizard's process can automate the benefit assignment process).
• Original Hire Date.  Verify the Original Hire Date. The system populates the new employee's Original Hire date with the current system date. Edit this field as necessary to define the actual date that this employee was first hired. Result:  The Original Hire date will be used to track an employees length of service.
• Benefit Service.  Enter the benefit service start date according to your organization's benefit policies. This date is used to begin any benefits for the benefit profile that are defined to auto-create. The Benefit Service date may be the same as the Original Hire date, or may be another date according to your organization's policies.
• Probation End.  Enter the Probation End date according to your organization's policies. Many organizations use a standard 90-day probation period based on the Original Hire Date.

Click Next to continue. The next step is used to enter some of the payroll and compensation information.

Panel 4

 New Hire Wizard: FIT and SIT

Payroll Information

4. Complete the payroll and tax information.

• W2 Type.  In the Payroll Information section, select the W2 Type filing form this employee receives at the end of the year. Typically, this is W2, which is the default selection.
• FLSA Overtime or Standard Overtime.  Select the type of overtime that applies to this employee: FLSA Overtime or Standard Overtime. FLSA overtime is for Fair Labor Standard Act (FLSA) overtime. To enable FLSA overtime calculations, FLSA overtime should be selected on the employee's master record. Result: The overtime selection determines the selection on the employee's master record, where the option can be edited.

FIT Information

For the FIT Information section, complete federal income tax information.

• Resident Tax State.  Select the Resident Tax State (the state where this new hire resides). The Resident Tax State usually defines the state government to which the employee is liable for withholding taxes.
• Filing Status.  Select the new hire's declared federal tax Filing Status.
• Additional Tax.  Enter any additional tax amount, which will be added to the taxes withheld from the tax tables during payroll processing. Result: Additional Tax Withholding information for FIT flows to the Employee Tax Detail for federal income tax.
• Additional %.  Enter any additional tax percentage, which will be added to the taxes withheld from the tax tables during payroll processing. Result: Additional Tax Withholding information for FIT flows to the Employee Tax Detail for federal income tax.
• Exemptions (required).  Enter the number of tax Exemptions as declared on the new hire's W-4.

SIT Information

• Work Tax State.  Complete the state tax information. Select the new hire's Work Tax State, which may differ from the Resident Tax State completed in the previous section. The Work Tax State is the state in which this employee actually works. This is used to determine the state unemployment insurance record.

Note: If the employee resides and works in the same state, the Resident Tax State on the FIT Information and the Work Tax State on the SIT Information are the same.

• Filing Status.  Select the new hire's declared state tax Filing Status.  
• Additional Tax.  Enter any additional tax amount for state income tax, which will be added to the taxes withheld. Result:  Additional Tax Withholding information entered here for SIT flows to the Payroll Detail screen for Taxes.
• Additional %.  Enter any additional tax percentage for state income tax, which will be added to the taxes withheld. Result: Additional Tax Withholding information for SIT flows to the Employee Tax Detail for the selected state.
• Exemptions.  Enter the number of state tax Exemptions as declared on the new hire's State Withholding Certificate (or W-4 if the state doesn't require a separate withholding certificate).

After the new hire, add any additional Employee Tax Detail records needed. Confirm compliance with state withholding laws. An employee residing in one state and working in another may be liable for withholding taxes in both states and filing a Non-Resident State Tax Return at year-end.

Local Information

• Work Tax Locality.  Select the work tax locality if a non-resident tax locality applies.
• Resident Tax Locality.  Select the resident tax locality if a resident tax locality applies. During new hire processing, the resident tax locality selection directs creation of a resident local tax detail for the employee and populates the resident tax locality on the employee master.  
• School District.  Select the school locality to assign an employee to a school district tax locality.

Click Next to continue.

Panel 5

New Hire Wizard: Compensation and Assignment Information

Compensation

5. Compensation fields are critical to payroll processing and should be completed with care. Compensation fields calculate the Annual Pay, Pay Period Pay, and Hourly Pay found in the Compensation tab within the Employee Master.

• Payroll Mode.  To define pay frequency and whether the pay amount is hourly or annual, select the payroll mode.
• Pay Amount.  Define the pay amount in dollars and cents.
• Employment Type.  To identify the type of employment, including W-2 or 1099 status, select the employment type.
• Pay Group.  To determine which group of employees the employee is paid along with during payroll, select the pay group assignment.
• Create New Position?  To create a new position code from the information on this new hire, select the "Create New Position" checkbox.
• Create Auto Pay?  To create an Employee Auto Pay detail during new hire processing, select the "Create Auto Pay" checkbox.

Assignment

The Assignment section will populate fields found on the Assignment tab within the Employee Master record.

• Company.  Select the Company. Result:The Company selected here helps determine which tax codes are automatically assigned to this employee at new hire.
• Job Code.  Select the job code.
• Position Code.  Select the position or define a new position code. Where the "Create New Position" checkbox isn't selected, select an existing position code. Where the "Create New Position" checkbox is selected, enter the new Position Code.
• Shift Code.  Select the primary shift code, if any.
• Salary Grade.  Select the Salary Grade determined by the new employee's annual salary and position. Result: Where the Salary Grade is completed, then the Salary Grade generates a value that indicates where this employee's salary falls within the company range, which can be seen on the Compensation tab within the Employee Master.
• Workers Comp.  The Workers Compensation classification can be identified by this Workers Compensation Rate code selection.
• Job Title. The Job Title is a free text field to define the new hire's job title. This may auto-populate after the Position Code is selected and can still be edited as needed.
• Labor Seg 1 (required).  Select the labor segment 1.
• Labor Seg 2 through Labor Seg 4.  Select additional labor segment levels as needed. Labor segments associate organizational units with budget distribution, payroll accounting, and financial reporting.
• EEO Class.  Select the EEO Class if the EEO class doesn't populate or requires editing.
• Review Freq.  Select the review frequency for performance reviews.
• Talent Profile.  To assign a talent profile. This field is reserved for future functionality.
• Performance Profile.  To assign a performance profile. This field is reserved for future functionality.

Click Next to continue.

If position control is activated, clicking Next checks the budget for the position. If this new hire will cause the budgeted dollars or FTE allocation to be exceeded, a warning prompt displays. Click OK. If you would like to make a change, return to the previous step to change the new hire's assigned position or cancel the new hire.

Panel  6

New Hire Wizard, Panel 6

Organization Information

6. Fields on this screen populate fields on the Assignment tab within the Employee Master. Select the appropriate organization tiers for the new hire's position in the organization. Each employee must be assigned to organizational (tier) levels within the organization for HR purposes.

• Location (required).   Select the location code. A location assignment may determine what accounts are used to pay an employee.
• Department.  Select the department code.  
• Tier 3 through 4.  Select tiers 3 through 4 as needed.
• Employee No.  Optionally, edit the Employee No (Employee Number) as needed. The new hire wizard automatically populates the Employee Number field with the next available number. You may enter another unique number can be assigned as the new hire's Employee Number. Result: The Employee Number cannot be edited later.

• Tier 5 through 7.  Select tiers 5 through 7 as needed.

• ESS Manager.  Assign an Employee Self Service Manager to the employee.

Result: The assigned supervisor who is the employee's ESS Manager will have authorization to view and update records for the employee if Manager Self Service is used.

• Supervisor.  Assign the supervisor or manager that the new hire directly reports to.

• Mail Distribution Code.  The mail distribution determines check sorting.
• Mail Distribution Code.  The mail distribution determines check sorting.

7. Click Finish to hire the new hire into the system. Result: A system prompt displays to verify that you wish to hire this employee.
8. Click OK.

Results:  If you click on the OK button in response to the prompt, the system will process the new hire. The new hire may take a few moments to process.

When the employee is successfully added to the system, a confirmation message box displays. The wizard migrates the entered information into a new Employee Master record with an Employee Number and an Employee Identifier of 1.

10. Click OK.

New Hire Prompt

New Hire Message

New Hire Prompt

New Hire Confirmation and Access to Payroll Details at the End of the New Hire Process

New Hire Confirmation and Details

11. Click on a button to open the detail screen. Add and edit relevant detail records as needed. Have a payroll-knowledgeable person complete or review the Payroll New Hire Details for each new hire. To close the detail's secondary window, click on the cancel button in its right corner.

• Auto Pays Detail
• Benefits Detail
• Deduction Detail
• Tax Detail
• Net Pay Detail

12. Click Finish.

Results:  The wizard will ask if you would like to hire another employee.

You may opt to click OK to return to the first Panel of the New Hire Wizard. Otherwise, click Cancel. Later, navigate to the Employee Master, verify and enter further information as needed.

The results of the Employee New Hire wizard are described in the Overview topic for New Hires.