When adding an employee, you can enter their information using their hiring paperwork, or just invite them to their OnPay employee portal, where they can enter their personal info for you.
Hire worker
Go to Workers, and click Hire Worker in the upper right corner.
Click Add an employee.
Hiring a new employee?
If you're hiring a new employee, you may want to select "Send an offer" instead. OnPay's Offer Letter Template uses the new employee's information (like their salary, start date, worksite address, and manager's name) to email a personalized offer letter they can sign digitally. Once they've signed their offer, it's automatically stored in OnPay, and they're prompted to complete their W-4 and I-9.
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If you step away during this process, your progress is saved. To continue, click Add an employee again, and click their name under "Continue an employee enrollment".
Verify Action
To protect your account, you'll need to verify your identity before hiring workers. OnPay will email you a link to enter a one-time-use verification code. When you see this pop-up, highlight and copy its verification code, then click the link in the verification email to paste the code.
Let's get started
Enter basic information for the new employee, including:
- Name
- Supervisor
- Personal email*
*Use personal email address when inviting employees
Always invite employees using their personal email address. This ensures they have lifetime access to their pay information and tax forms, even if they leave your company.
Note: When adding employees with no supervisor, select None.
Invite employee
You can choose to enter their Social Security Number, birthday, address, phone numbers, and gender, or just check "Invite Employee", and we'll email them a link to help them set up their account and enter their personal information themselves.
If you choose to invite the employee to fill out their personal information, you'll have two fewer steps to complete because the employee will enter their withholding and banking information for you. You'll find optional instructions for completing these sections later in this article.
Job details
Specify their job details, including their pay rate. Some if these fields have default choices, but most will present options based on your current company settings. These are:
- Hire date (their first day at work)
- Worksite - Can be added in Company> My Company> Company Worksites
- Pay schedule - Can be added by following these instructions
- Location - Can be added in Payroll> Settings> Loc/Dep/Pos> Locations
- Department - Can be added in Payroll> Settings> Loc/Dep/Pos> Departments
- Position - Can be added in Payroll> Settings> Loc/Dep/Pos> Positions
- Title - Can be added instantly in the "Title" field (cannot be blank)
- Type - Choose from default
- Amount - Enter the amount
- Per - Choose from default
Click Continue to enter their personal information.
Withholding and banking information
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If you're adding an employee you've already hired in the past, you likely already have their personal information on file, including their withholding and banking information. In this case, you may not want to ask current employees to fill out this information again.
Withholding
Complete the Federal Withholding fields using information provided by the employee. If this employee was hired on or after January 1, 2020, you must complete all fields. However, if the employee was hired on or before December 31, 2019, you may use the Legacy W-4.
Enter the state withholding information. If a worker lives or works in a different state than that of their worksite, you may see fields for each state. In the below example, the employee's worksite is in California, but they work remotely in New York, so they have tax obligations in their state.
Click Continue to move on to entering their bank account for direct deposit of their paychecks.
Banking
When you hired this employee, you probably asked them for a voided check to use to set up their direct deposit. Use this info to set up their account for direct deposit.
Note:
If you don't have the employee banking information, or you're unable to enter this info, click Skip. Employees can set up direct deposit for themselves.Enter the Routing and Account numbers provided by the employee.
If this is a savings account, be sure to indicate that here.
Click Add Account to save the employee's bank information.
Once you've added one account, you can split their paychecks between this, and any number of other accounts.
Splitting Direct Deposit to Multiple Employee Bank Accounts
If employees would like their pay deposited to multiple accounts, you can add as many additional accounts as needed. You can also control how the check is split, using percentages, flat amounts, or both.
Click Split Check.
Follow the same steps as when you entered their first account, entering the routing and account numbers, then scroll down to choose whether to split "By Percent", or "By Dollar Amount". Enter the amount of their check to be deposited in this account each pay period, and click Save.
Split Check by Percentage
Split Check by Dollar Amount
File Requests
File requests automate the collection of completed W-4 and I-9 that need to be filled out can be added as a task in OnPay. THis is especially helpful when onboarding a new employee.
If you're adding an existing employee into OnPay, there's no need to make them fill out these forms again. Click Upload to store this employee's existing files in OnPay.
If you need this employee to complete and sign these forms, click Add Task.
You may edit the request name or add a description before clicking Continue.
Choose request
With "Complete Document" selected, the employee will complete and sign the form digitally in OnPay.
Require internal review
You can assign someone to review this form, like the new employee's supervisor.
The final step is to create the employee's OnPay account.
If you've entered the employee's withholding and banking information yourself, click Create.
If you're inviting the employee to enter this information themselves, click Create & Invite.