Getting started with HR

When you add HR to OnPay, you simplify the creation, collection, and retention of employee documents, with custom templates, automated workflows, secure storage, and a sophisticated file audit to help you keep up with it all. You're also able to manage File Requests, Employee Offers, Onboarding Tasks, and Time Off Requests, right from your HR Dashboard.

HR Dashboard

• Monitor the progress of File Requests, Employee Offers, and Onboarding Tasks.
• On the right, you can approve pending time off requests, and see who's out.
• At the bottom, you can customize your HR Dashboard to prioritize what's important to you.
• On the left, your HR menu has over a dozen tools, organized by action (click to expand).

File Requests

An important part of HR is keeping up with the paperwork involved in hiring and employing people. Tax forms, contracts and agreements, all need to be completed, signed, and retained, but that's just to start. 

Being an employer also means regularly revising and distributing company policies, updating signed forms and documents, equipment tracking and maintenance, and record-keeping of licenses, certifications, and required trainings, to ensure the business operates in compliance with all employment laws. 

File Requests let you templatize and automate the communication and instructions involved in collecting HR documentation. Start by giving the employee(s) basic information about what's needed, then set up rules for how this request should be satisfied. File Requests can be assigned to an individual, or a group of employees, and you can even assign a supervisor to review. 

Start by setting up:

• File Checklists - Keep up with what tax forms, company agreements, employee handbooks, and other documents you need for every type of employee you hire and pay.
• eSignature Templates - Draft templates for company letters, attestations, agreements, or any kind of document you need to be digitally distributed, signed, collected, and retained.
• File Audits - Monitor which documents have been returned, what's missing or out of date, what licenses or certifications are up for renewal, and more, all in one, searchable place.

File Checklists

Use File Checklists to specify what kinds of documentation you need to keep on file for employees. If some employees have different documentation requirements than others, you can create a checklist for each kind of employee you have. 

Tip:
Creating multiple File Checklists lets you tailor each list to fit an employee segment of your organization. Some roles in your company may have different certification or recordkeeping requirements than others. Employees across state lines can also have different documentation requirements. Having these checklists ready helps you collect the documentation you need quickly, with fewer chances to make a mistake.

Example: File Checklists for different positions/departments

In the example below, a dental practice has separate checklists for Dentists and Hygienists. Note that they have some items in common, and some that are unique to their role.

This practice may also have a checklist for technicians, office administrators, or any other employee type with specific documentation requirements.

Create a file checklist

Go to HR, then Manage Workers, and click Audit.

Click Manage File Checklists.

Employee Default Checklist

Every checklist includes Forms W-4 and I-9, two mandatory items that must be completed by each employee, and kept on file by the company. And while the "Employee Default" checklist only includes these forms, you can create new checklists and include other items you need to track. 

Click Create New Checklist.

Checklist basics

Give this checklist a name to differentiate it from the default, and any other checklists. You can also add a description for how the checklist should be used.

Once you've named your checklist, and added a description, click Continue.

Add items

At the top, you'll find Forms W-4 and I-9. These forms are included in every checklist. You can also include additional items by clicking the blue (+) under "Additional Items".

Select from the list, or begin typing to create a new label representing the item you need.

Click Create "...", to create this new item label. Click +Add to include this item in the File Checklist. This label can also be used in other File Checklists in the future.

Examples of typical items you may want to add

• Employee Handbook Acknowledgement
• NDA
• Work From Home Policy
• Harassment Training Certification
• Other certifications or licenses

You'll see your new item under "Additional Items". You can repeat this process to add more checklist items.

Tip:
Avoid being overly specific with these labels. For example, you may have different versions of an NDA, depending on which state an employee works in. But since each employee only signs one NDA, using the same "NDA" label to track them all will keep your File Audit simple and easy to read.

Assign checklists to employees

The final step in creating a File Checklist is to assign employees. Employees can be assigned individually, or by group (Location, Department, or Position).

Example: File Checklists for different positions/departments

In this example, we have two different companies, a dental practice (left) and a convenience store (right). The dental practice has assigned employees to departments in their OnPay profiles, so they're assigning their checklists by "Department". But the convenience store doesn't have multiple departments, just different positions within the store, so they're assigning their checklists by "Position". 

This flexibility allows you to create and assign FIle Checklists in multiple ways, no matter how your company is organized.

Once you've assigned employees to the checklist, click Complete.

You can repeat this process to create as many checklists as you need for your various employee types. You can update the items in a File Checklist, and add or remove employees at any time.

With your File Checklists set up and assigned, you're ready to go to Documents, then eSignature Templates, to make templates for offer letters and other documents you need signed.

eSignature Templates

Use eSignature templates to generate professional looking documents you can send out to be signed, returned, and retained. 

Perfect for offer letters, company policies, incident reports, non-disclosure and other agreements, acknowledgements, attestations, and anything else you need signed and kept on-file.

If you haven't already created an offer letter template, we'll start there, but this process can easily be applied to any type of document you regularly need to provide employees to fill out, sign, and return.

Create a new eSignature template

Go to HR, then Documents, then eSignature Templates, and click Create New eSignature Template.

Template basics

Give this template a name, and add the "Offer Letter" template label. If you've added items to a File Checklist, you'll see these labels here, too, but selecting the "Offer Letter" label will give you an Offer Letter Guide in step 2, "Template Content".

If you're not creating an Offer Letter Template, you can select another label, or type to create a new label, and click Continue to create additional eSignature Templates. 

Template Content

When you select the "Offer Letter" label for an eSignature Template, you're given the option to either use the Offer Letter Guide, or start from a blank template. We recommend using the guide to get started, because you can always make changes.

Click Get Started to open the Offer Letter Guide.

Offer letter guide

Rather than start with a blank page, the Offer Letter Guide lets you answer a few short questions about what it's like to work for your company, including work hours, benefits and time off, introductory or probationary period and background checks. This information is then used to populate text in the draft to the right as you continue through the survey.

When you answer "Yes", we'll ask you to write out a short description of the policy in question.

Click Continue after each step to see your descriptions populate in the body of your template in a bold, blue font. Don't worry, this font styling doesn't apply to the actual offer letters sent using this template, and you can always make changes to it later. 

When you reach step 7, you're ready to click Open Editor to add any final touches to your template content.

Offer letter editor

In the template editor, you can click anywhere in the body of the letter to edit or change the formatting of text, add images, or insert smart fields.

Formatting options are found in the menu to the right of the template.

Formatting options include:

• Bold, italics, underline, or font color
• Styles include "Headings" and "Normal" text
• Insert an in-line image
• Preview a sample letter
• Add a page break
• Save progress
• Insert smart fields
• Insert custom fields

Click Continue to add your signature and complete this template. You can make changes to this template at any time.

Sign & Create

The final step of creating an offer letter template is to create your digital signature. 

In the provided fields, enter your title, full name, and add a signature using your mouse or trackpad. If needed, multiple signatures may be added, creating a menu of signatures to select from.

Click Complete to add the selected company signature to this template.

Next steps

Offer letters

Once you've created your first offer letter template, you're able to use this template to quickly generate offer letters for any number of candidates. 

• Send personalized offer letters using your templates
• Signing their offer prompts new hires to set up their OnPay login and enter their information
• Automated onboarding tasks streamline the collection and retention of tax forms and paperwork

How to send an offer letter→

Create additional eSignature Templates

You can create as many eSignature Templates as you need, including multiple offer letter templates for each of your various employee types, as well as other acknowledgements and agreements. 

Give this template a name, and add a template label. If the template you're making is an item you've already added to a File Checklist, you can select its label here.

Otherwise, you can type to create a new label.

You can type to draft your document, or copy/paste text you have from an existing version, and add smart fields to generate personalized eSignature documents for employees to sign and return. 

Track eSignatures with File Audit

While employees are signing and returning these documents, you're able to track everyone's progress in File Audit. 

This is useful for more than just hiring and onboarding. As you administer new policies, update handbooks, and grow your company, there will be plenty of opportunities to leverage eSignature Templates and File Audit.

File Audit

You've created a File Checklist for each type of employee you hire, and drafted eSignature Templates for the letters and documents you need signed, now you can bring it all together with the File Audit, where you can track eSignature returns, upload and assign additional documents, set document expiries, and more.

File audit is useful for more than just tracking the completion of offer letters and attestations. It's also a great way to:

• Distribute handbooks, policies, and other documents that are regularly updated
• Document and update licenses and certifications
• Identify which employees need to renew mandated workplace harassment training
• Track expiries for issued equipment that's periodically refreshed 

In HR, go to Manage Workers and click Audit. Under "Choose a checklist", select a File Checklist to audit.

Employees assigned to the selected checklist are found in the table rows, with a column for each checklist item. Document icons inform any actions needed to keep checklist items is up-to-date.

Status iconography

Missing	Open File Request	Pending Review	Satisfied	Expiring Soon	Expired

An item in File Audit may be in one of six states: 

• Missing - The document needs to be completed or uploaded by the employee
• Open File Request - A request has been made for the employee to return this document
• Pending Review - The document has been completed by the employee, and is awaiting review
• Satisfied - The completed document is up-to-date and on-file
• Expiring soon - This document has an upcoming expiration date (typically a license, certification, or any other document that needs to be renewed regularly)
• Expired - This document has an expiration date that has lapsed, and needs to be updated with new documentation

In the example below, Forms W-4 and I-9 are missing for Matthew, but not for Mary, and they're both missing their employee handbook. 

To satisfy a missing document, click the document icon, and select whether you need to upload the document or create a file request. 

• Upload - If you already have this document stored on your computer, click Upload to select the document from your computer's files
• Create File Request - If you need the employee to upload or eSign a document, click Create FIle Request and follow the steps to automate the request/review/return process

Create File Request

File Requests let you templatize and automate the communication and instructions involved in collecting HR documentation. Start by giving the employee(s) basic information about what's needed, then set up rules for how this request should be satisfied.

Basics

Give the request a name and instructions that tell your employee what they need to do, then click Continue.

Create Request

File Requests are automated based on the selections you make when creating the request.

Choose Request

• Complete a document - Walks employees through completing a built-in employee form (W-4 or I-9), or a document generated from an eSignature template
• Upload a file or image - Walks employees through submitting personal documentation, like a copy of their photo ID, license to practice, or any other worker documentation.

Require internal review

• Select Do not require if the requested documentation can be considered "satisfied" as soon as the employee completes the request
• Require review lets you select another employee (or yourself) to be notified when an employee completes the request, so they can review and approve the submitted document

Some requests, like completing Form I-9, will require internal review before satisfying the audit.

Assign

If this employee is the only person missing this document, then leave only them selected. If others are also missing this document, select Everyone to automatically replicate this request for anyone who's missing this document in the File Audit.

Click Add to create the File Request.

Open File Request

Documents in the File Audit with open file requests will have a purple badge in the top-right corner.

You'll also see open file requests (and add new requests) on your HR Dashboard.

• When they log into their employee portal, they'll see their tasks on their homepage, with instructions for completing each request. Employee forms and eSignature templates are signed digitally, right in OnPay.

  

   

  Timestamps document everyone's progress toward completing a File Request, including any document reviews.

  

  Note that both the W-4 and I-9 are marked as "complete" for the employee in the above example. The W-4 doesn't require review, but the I-9 does.

  In File Audit, the status of file requests automatically updates when an employee completes a request. In the below example, Form W-4 is satisfied, but Form I-9 requires internal review.

  

  The employee assigned to review the completed document will see this task in their OnPay dashboard. They can follow the on-screen prompts to review and approve the document, or add comments.

  

When all tasks related to an Employee File Request are completed, the requested document is "satisfied". In File Audit the document icon will have a blue check in the top-right corner. Repeat this process for all missing documents. 

Just like with Forms W-4 and I-9, if you already have digital copies of the completed document, click Upload. But if an employee needs to upload their own copy of a document, or complete an eSignature Template, click Create File Request.

• Upload - If you already have this document stored on your computer, click Upload to select the document from your computer's files
• Create File Request - If you need the employee to upload or eSign a document, click Create FIle Request and follow the steps to automate the request/review/return process

If multiple employees are missing the same document, select "Everyone" when creating the FIle Request. This will duplicate this request for all employees who are missing the document.

Once an employee has signed their document in their profile, the File Request is complete (unless awaiting approval), and your File Audit will show "Document Satisfied" for the employee. Until satisfied, the "Open File Request" icon will display.

Company Documents

Upload PDF documents to OnPay so you can share them with employees. You can create folders and determine viewing permissions, to control who sees what. Employees can view documents in their profile.

Sharing company documents with employees→

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