File Audit

File Audit lets you track File Checklist items for each employee. It's a great way to:

• Document signatures for handbooks, policies, and other documents that are regularly updated
• Monitor the expiries of licenses and certifications
• Identify which employees need to renew mandated workplace harassment training
• Track company-issued equipment

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 status icons inform any actions needed to keep checklist items 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 to automate the request/review/return process

File Requests

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. 

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. You can choose to have the employee complete a document, or upload a file. Then, assign an internal reviewer, if needed, and assign employees to complete the request. Employees complete File Requests in their OnPay employee portal, or in the OnPay employee mobile app. 

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 Requests

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

You can 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 a 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. 

Sending a File Request to all employees

You can also send a File Request to all employees, and use FIle Audit to track the progress of everyone's request in one place.

Just like with Forms W-4 and I-9, if you already have digital copies of the completed document, click Upload. But if employees need 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

When creating the request, select "Everyone" under "Assign". This will duplicate this request for all employees who are missing the document.

Once an employee has completed their request 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→

Auditing File Checklists

File audit lets you select a File Checklist to view the real-time status of each checklist item by employee.

Go to HR>Manage Workers>Audit, and select the "Employee File Checklist" from the menu. 

Additional items included in an Employee File Checklist are listed in the header of the Employee File Audit.

To add more items, click Manage File Checklists, and select Edit from the checklist's action menu.

File Checklist items appear as columns in FIle Audit.