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    Onboarding an Employee to Workforce Payroll
    • 09 Jul 2024
    • 8 Minutes to read
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    Onboarding an Employee to Workforce Payroll

    • Dark
    • PDF

    Article summary

    Overview

    By default, new employees are not added to payroll. Onboarding an employee to payroll will send them an email and/or SMS message to begin the onboarding process, where they will confirm their personal identification information, emergency contact, tax withholdings, direct deposit, and I-9. Learn more about the employee's onboarding experience in the My Pay section of the R365 Red App here

    This manual process ensures that payroll onboarding emails are not sent to employees who are not ready to start the onboarding process or to fictitious 'employees' created in the POS (eg: shared drawers, IT logins) that were polled into R365 at the end of the night with the Daily Sales Summary.

    When an employee is onboarded, the following will occur:

    • The employee is sent an email and/or SMS invite to begin the onboarding process. 

      • If the employee's primary contact method is email, an email invite will be sent. 

      • If the employee's primary contact method is phone, an SMS invite will be sent.

      • If the employee's primary contact method is undefined, both will be sent.

    • Additional payroll-specific tabs are added to their Employee Record:

      • Payroll

      • Taxes

      • Documents

    • The Onboarding section is added to the Summary tab of their Employee Record.

    • The employee's payroll status on the Employees page will change to 'Onboarding'.

      After the employee has completed all onboarding tasks, this status will change to 'Active'.

    When onboarding emails are sent to employees, the background color and logo from the default theme are used in the header of the email. Learn more about the theme builder here.

    Onboarding Manager

    When onboarding a single employee, an optional onboarding manager can be assigned. While assigning an onboarding manager is not required, it is recommended. Assigning an onboarding manager designates who the employee should reach out to with questions and who should receive notifications related to their onboarding. 

    When an onboarding manager is assigned, the following will occur:

    • The onboarding manager's work email and work phone number are shared with the employee when completing onboarding through My Pay.

    • The onboarding manager is notified via email if the employee declines to electronically sign the required forms.

    • The onboarding manager is notified via email and/or SMS that the employee has completed onboarding.

    Payroll Statuses

    The payroll status for an employee will indicate if they are eligible for onboarding. An employee’s payroll status can be viewed on the Employees page:

    Status

    Eligible for Onboarding?

    N/A

    No – Employee is not associated with any payroll legal entities.

    Not Active

    Yes 

    Onboarding

    Conditional - The employee can be onboarded for any payroll legal entity associated with them where onboarding has not already been initiated.

    # of #

    Conditional - The employee can be onboarded for any payroll legal entity associated with them where onboarding has not already been initiated.

    Active

    No – Employee is already onboarded.

    Excluded

    No – Employee is excluded from payroll.

    To onboard an employee with this status, first disable the ‘Exclude from Payroll’ setting on their Employee Record.

    Onboarding Requirements

    Before an employee can be added to payroll, that employee must have app access. If the employee does not have app access, the 'Onboard' option will not be displayed on their Employee Record. Learn more about granting employee app access here. 

    The following fields are required as part of the onboarding process and will be confirmed in the onboarding wizard when onboarding a single employee. A report of employees with missing requirements will be provided when onboarding employees in bulk. 

    Field

    Note

    Basic Info Tab

    First Name

    Required to create an Employee Record.

    Last Name

    Required to create an Employee Record.

    Personal Email

    Required to manually create an Employee Record.

    Personal Phone

    Required to manually create an Employee Record.

    Preferred Contact Method

    Recommended – This field is not required, but does determine how the employee receives the onboarding invite.

    Employment Tab

    Hire Date

    Required to manually create an Employee Record.

    Primary Location

    Required to manually create an Employee Record.

    Primary FLSA Status

    Defaults to ‘Non-Exempt’.

    Job

    The Job section does not initially appear when manually creating an Employee Record, and is only displayed after the Employee Record is saved.

    Time Tab

    Estimated Weekly Hours

    The Estimated Weekly Hours section will not appear until at least one Job has been assigned.

    When the first job for each legal entity is assigned to the employee, the Estimated Weekly Hours field defaults to either 20 or 40 hours, depending on the ‘Employment Type’ of the employee. It is recommended to update this amount before or during the onboarding process.

    Possible Duplicate Employees Confirmation

    When onboarding an employee from their Employee Record, if the employee's name is the same as another employee who has already been onboarded, the 'Possible Duplicated Employees' confirmation message is displayed. 

    Button

    Description

    Already Onboarded Employee

    Click to view the Employee Record for the employee with the same name that has already been onboarded to payroll. 

    Onboard Anyway

    If the employee is not a duplicate, click to dismiss the confirmation and open the onboarding wizard.

    Merge Employees

    If the employee is a duplicate, click to open the employee merge wizard and merge the Employee Records. 


    Onboarding Wizard

    Each section of the onboarding wizard will indicate that it is complete with a green checkmark icon. Once all required fields have been completed, click 'Send to Employee' to send the onboarding invite.

    Onboarding Wizard Header

    Field

    Description

    Send to Employee

    Click to send the onboarding invite to the employee.

    This button is disabled if any required fields are incomplete.

    Fullscreen Button

    Click to maximize the wizard.

    Close

    Click to close the onboarding wizard without sending the onboarding invite.

    Missing Data Indicator

    Indicates if sections of the onboarding wizard are incomplete. 

    When all areas are complete, this portion of the header will read 'We have everything we need!'


    Initiating the Onboarding Process

    Onboarding can be initiated for a single employee from their Employee Record, or for multiple employees at the same time from the Employees page. 

    When onboarding a single employee, the onboarding wizard will walk the user through reviewing the employee's onboarding information, and an onboarding manager can be selected.

    When onboarding multiple employees, no onboarding manager will be assigned, and the user can select to onboard the employees without notifying them. This option is frequently used during implementation to onboard existing employees in bulk. 

    Single Employee Record

    Single employees can be onboarded to payroll from their Employee Record as follows: 

    Click to enlarge

    Navigate to the Employees page.

    Click on the desired Employee Record.

    Click the Actions drop-down menu in the header.

    Select Onboard.

    The onboarding wizard will open.

    If the employee is associated with more than one legal entity, the 'Select Legal Entities' confirmation window will open.

    Select the legal entities that the employee should be onboarded for, then click Continue.

    Select an onboarding manger (optional).

    The onboarding manager will default to the user initiating onboarding if that user has an Employee Record that has been added to payroll. This field can be changed to any other employee who has been added to payroll.

    Confirm the employee's personal information.

    The Personal section of the onboarding wizard contains the following fields from the Basic Info tab of the employee's Employee Record:

    • First Name 

    • Last Name 

    • Personal Email

    • Personal Phone Number

    • Preferred Contact Method

    All of these fields can be edited, and any changes made will be applied to the employee's Employee Record.

    The Preferred Contact Method determines how the employee will receive the onboarding invite.

    Confirm the employee's employment details.

    The Employment section of the onboarding wizard contains the following fields from the Employment tab of the employee's Employee Record:

    • Hire Date

    • Primary Location

    • Primary FLSA Status

    • Jobs

    The Hire Date and Primary FLSA Status fields are editable, and any changes made will be applied to the employee's Employee Record.

    If no job is assigned to the employee, a job must be added.

    Click '+ Add Job'; the Add Job window will open.

    Select the location for the job, then click Next.

    Only locations associated with the employee can be selected.

    Select the desired job, then click Next.

    Only jobs associated with the selected location can be selected. 

    Complete the Add Job form, then click Add.

    Learn more about adding jobs here.

    Confirm the employee's expected weekly hours.

    The Time section of the onboarding wizard contains the Expected Weekly Hours from the Time tab of the employee's Employee Record. This field is editable, and any changes made will be applied to the employee's Employee Record.

    If no job has been assigned to the employee, the Expected Weekly Hours section will have no legal entities listed. A job must be added in the Employment section before the Time section can be completed.

    If the employee should be onboarded to payroll without sending an onboarding invite, select 'Add to payroll, without notifying employee'.

    The employee will still be able to access onboarding steps when they log into the R365 Mobile App.

    Click Send to Employee.

    Multiple Employee Records

    Multiple Employee Records can be added to payroll from the Workforce Employees page as follows:

    Click images to enlarge

    Navigate to the Employees page.

    Click the checkboxes associated with the desired Employee Records.

    The bulk edit menu will be displayed at the bottom of the page.

    Click the Menu icon to open the actions menu.

    Select Onboard.

    The Onboard window will open.

    Employees who will be added to payroll will be listed on the left, along with the legal entities associated with them.

    Employees who cannot be added to payroll will be listed on the right, along with a description of the error preventing them from being added.

    Select 'Add to payroll, without notifying employees' if the employees should be onboarded to payroll without sending an onboarding invite.

    This option is frequently used during implementation, where the majority of employees will have their onboarding information imported in bulk.

    Click Add Employees to complete the process.


    Tracking Onboarding Completion

    Once onboarding has been initiated for an employee, the Onboarding Status widget is displayed on the Summary tab of their Employee Record. Learn more about the Onboarding Status widget here

    The Onboarding Status widget displays the employee's progress through onboarding. If the employee has not started onboarding, the onboarding invite can be re-sent from here. 

    Once the employee has completed all onboarding tasks, their onboarding status will change to 'Completed'. Once onboarding is completed, the Onboarding Status widget will be displayed for 7 days. Clicking the 'Dismiss' button will remove the onboarding status widget before the 7 days have passed.


    Excluding From Payroll

    To exclude an employee from payroll, check the 'Exclude From Payroll' checkbox in the Access section of the Basic Info tab of their Employee Record.


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