This article reviews Onboarding Employees to R365 Payroll.

Article Topics:

• Overview
  • Onboarding Manager
  • Payroll Statuses
• Onboarding Requirements
• Initiating the Onboarding Process
  • Single Employee Record
    • Onboarding Wizard
  • Multiple Employee Records
• Tracking Onboarding Completion
• Excluding From Payroll

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 loggings) that were polled into R365 at the end of the night with the Daily Sales Summary.

When an Employee Record is 'Onboarded', the following will occur:

• The Employee is sent an email and/or SMS Invite to begin Onboarding. 
  • 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 Workforce 'Employees' page will change to 'Onboarding'
  • Note: After the Employee has completed all Onboarding tasks, this status will change to 'Active'

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 Onboarding-related notifications. 

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 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 Workforce 'Employees' page:

Status	About	Employee Eligible for Onboarding?
	The Employee is not associated with any Payroll Locations.	No – Employee is not associated with any Payroll Legal Entities
	The Employee has not been Onboarded for any Legal Entity	Yes - Employees with this status can be Onboarded.
	The Onboarding process for the Employee has been initiated and is in progress. Note: Once the Employee completes the Onboarding tasks, their status will change to ‘Active' and they will be included in Payroll Runs	Conditional - The Employee can be Onboarded for any Payroll Legal Entity associated with them where Onboarding has not already been initiated. *See Onboarding for Multiple Locations/Legal Entities below for more information
	Indicates the number of Legal Entities where the Employee has been Onboarded out of the number of Legal Entities on the Employee’s Employee Record. This status is only displayed for Employees who work at Locations associated with more than one Legal Entity where they have been ‘Onboarded’ for some, but not all, of the Legal Entities present on their Employee Record.	Conditional - The Employee can be Onboarded for any Payroll Legal Entity associated with them where Onboarding has not already been initiated. *See Onboarding for Multiple Locations/Legal Entities below for more information
	The Employee is Onboarded for all Legal Entities present on their Employee Record and they will be included in Payroll Runs for all Legal Entities on their Employee Record.	No – Employee is already Onboarded
	The Employee is excluded from Payroll and will not be included in any Payroll Runs	No – The Employee is excluded from Payroll   To Onboard an Employee with this status, first disable the ‘Exclude from Payroll’ setting on their Employee Record

Back to Top

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. 

Back to Top

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

Employee Records can be added to Payroll via the Employee Record sidesheet as follows: 

1. Navigate to the Workforce 'Employees' page
   
   
2. Click on the desired Employee Record
   
   
3. Click the 'Actions' drop-down menu in the header
   
   
4. Select 'Onboard'
   
   
   
   
   
5. The 'Onboarding' wizard will open.
   
   
6. 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'
   
   

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.  

Header

1) Send to Employee - Click to send the Onboarding Invite to the Employee.

• Note: This button is disabled if any required fields are incomplete.

2) Full-Screen Button - Click to maximize the sidesheet. 

3) Close - Click to close the Onboarding wizard without sending the Onboarding Invite

4) Missing Data Indicator - Indicates if sections of the Onboarding wizard are incomplete. 

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

Onboarding Manager

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. 

Personal

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 Nuber
• Preferred Contact Method
  • Note: The Preferred Contact Method determines how the Employee will receive the Onboarding Invite.

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

Employment

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 before the Onboarding Invite can be sent.

To add a Job:

1. Click '+ Add Job'; the 'Add Job' window will open
   
   
2. Select the Location for the Job, then click 'Next'
   
   
   
3. Select the desired Job, then click 'Next'
   
   
4. Complete the 'Add Job' form, then click 'Add' (Learn more about the 'Add Job' form here)
   
   

Time

The 'Time' section of the Onboarding wizard contains the 'Expected Weekly Hours' field 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. 

Multiple Employee Records

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

1. Navigate to the Workforce 'Employees' page
   
   
2. Click the checkboxes associated with the desired Employee Records
   
   The bulk edit menu will be displayed at the bottom of the page
   
   
3. Click the 'Menu' icon to open the actions menu
   
   
4. Select 'Onboard'
   
   
   
5. 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.
   
   
   
   
6. Select 'Add to payroll, without notifying employees' if the Employees should be added to Payroll without sending an Onboarding Invite. 
   • Note: This option is frequently used during implementation, where the majority of Employees will have their Onboarding information imported in bulk.
     
     
7. Click 'Add Employees' to complete the process.

Back to Top

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 link 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.

Back to Top

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.

Back to Top

This article was rewritten in June/July of 2023. A PDF version of the original article is available here.