Add an employee using their hiring paperwork, or just invite them to enter their personal info, including withholding and banking information.
What we'll cover
You can begin in your Dashboard under "My Team", or in Workers, by clicking +Hire Worker.
Click Add an employee. If you haven't already hired this worker, but instead need to send an offer letter and invite them to self-onboard, you can click Send an offer letter. You can also enter or invite contractors with Add a contractor.
Tip: If you get pulled away during this process, you can always come back by clicking Add an employee again. You'll see the new employee's name under "Continue an employee enrollment".
Enter basic information for the new employee, including:
- Personal email
Enter the personal information of the new worker, including Social Security Number, birthday, address, phone numbers, and gender. You can also invite them to enter this info themselves.
Check the option to "Invite Employee" and we'll email them a link to help them set up their account and enter their personal info.
Specify their job details, including their pay rate. Some fields have default choices, but most will present options that are already set up for your company. These are:
- Hire date (the first day work will be performed)
- Worksite - Can be added in Company→My Company→Company Worksites
- Pay schedule - Can be added by following these instructions
- Location - Can be added in Company→Loc/Dep/Pos→Locations
- Department - Can be added in Company→Loc/Dep/Pos→Departments
- Position - Can be added in Company→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
Read this if you are entering withholding or banking information
You may already have on file employee personal information, including their withholdings and banking information. In this case, you've probably already completed the "Personal" section, as pictured below, and can move on to entering their withholdings.
Note: If you're using custom forms to gather information like uniform size, they will appear here for you to complete. You can also ask the employee to complete these forms. More on custom forms at the end of this article.
Fill out the fields using the information provided by the new 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 before December 31, 2019, you can use the Legacy W-4.
Once you've entered all information required based on your employee's W-4, click Continue to move on to entering their bank account for direct deposit of their paychecks.
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. If you don't have the employee banking information, or you're unable to enter this info yourself, you can invite the employee to set up direct deposit for themselves, later.
Enter the Routing and Account numbers provided by the employee.
Note: If this is a savings account, be sure to indicate that here.
Once you've entered one account, you can split their paychecks between this, and any number of other accounts. To learn how, click Splitting Direct Deposit to Multiple Employee Bank Accounts.
Once you've entered the bank info, click Add Account.
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
Personnel items like forms W-4 and I-9 that need to be filled out can be added as a task in OnPay.
You can assign someone to review this form, like the new employee's supervisor.
If you're inviting the employee to enter their information themselves, click Create & Invite to create this employee account, and invite them to fill out their personal information.
If you've filled out all of the employee's information yourself, click Create.
Custom forms are helpful in collecting information about a new employee during the onboarding process. It can include multiple choice or dropdown menus, lists, text fields, and more, allowing for a variety of uses. In this example, the hiring employer has already asked the prospect for their uniform t-shirt size, and are using a custom form to document this.
Note: If you'd rather ask the prospect this information during the onboarding process, use File Checklists (covered later in this article).
Custom forms can be created in HR, Custom Forms.