When hiring and onboarding employees, there are certain government forms that must be filled out and kept on file for each employee, including Forms W-4 and I-9. Additionally, there may be internal forms that your company requires to be filled out, either by all employees, or just in certain positions, departments, or locations. This could include employee handbooks, NDAs or other signed policy agreements, or anything else you need to document and keep on file for each employee upon hire. Each of these are examples of a File Request.
Once you've create a File Request for each type of file you need returned when hiring employees, OnPay will automatically populate a FIle Checklist for each hired worker, to simplify the collection and retention of these documents.
Related terminology
File Requests
A digital form, file, or document that's completed and returned by the onboarding employee, to be stored in OnPay for your records.
File Checklists
An auditable list of File Requests assigned to an onboarding employee based on criteria like position, department, or location.
File Audit
Allows you to audit all File Requests for all employees in one place, to track progress, and identify forms that haven't been returned, or forms that have expired.
Document Label
A tag (or label) that can be added to Worker Files and eSignature Templates, to make them easier to find.
Creating a File Request
File Requests let you set up a form or document to be completed and uploaded by all employees, or a select group, through their OnPay employee portal. File Requests appear on File Checklists when onboarding employees, to simplify getting new-hire paperwork completed and on-file. But they can also be used when uploading renewed certifications or licenses, or signing a new company policy.
In the HR menu, click File Requests, then Create New File Request.
Basics: Name and instructions
Start with the basics by giving this task a name that describes this task in an obvious way. This is how this request will appear to the employee, as well as in File Checklists, and File Audits. You can also include instructions for the employee to follow to complete this task.
Click Continue to proceed to the next step. You can return to this step, if needed.
Create Request: Document type, request, and review
Choose Document Type
Under "Choose Document Type", select a document from the list.
This list will include your eSignature Templates, as well as Worker Files.
Document labels can be used to add context to eSignature Templates and Worker Files, and make them easier to search for. You can apply more than one label to a given template or file, and you can even create a new label on-the-spot.
When creating a new eSignature Template, you can add or create a new label.
In Worker Files, click in the "Labels" field to add or create a new label.
Once you've chosen the document type, click Continue to proceed to the next step.
Choose Request
Choose whether this is a request to sign and return a document from your eSignature Templates, or a request to upload a file or image. If you select "Complete a document", a new menu will appear for you to select a document from your Templates.
Once you've chosen the request type, click Continue to proceed to the next step.
Require internal review?
Decide whether this is the type of request that should be reviewed by someone after the worker has returned their completed document or file. Internal review is not required, but is recommended for requests involving tax forms or legal documents.
Once you've finished creating this request, click Continue in the lower right to assign workers to complete this request.
Assigning workers
Select one or more workers to complete this request.
Once you've selected workers, click Continue to initiate the request.
v7.25