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. Checklist items can be tracked in File Audit.
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.
Assigning checklists to employees
File Checklists can be assigned to individual employees, or to groups of employees, by position, department, or location. Assigning a File Checklist to a group means it will be automatically assigned to any employee who's added to the group.
To begin, click a checklist's action menu, then click assign.
Select whether to assign this checklist to a group (Location, Department, or Position), or to select individual employees.
If assigning to a group, you're able to select from the Locations, Departments, and Positions you've added to OnPay.
Assigning a checklist when hiring
File Checklists are also an integral part of onboarding new employees. Assigning a File Checklist ensures all the correct documentation is collected for each new worker in a timely and systematic way.
When sending an Offer Letter (Onboarding Packet)
Sending an Offer Letter is the best way to automate onboarding new employees. It allows you to set up their employee profile, assign a supervisors and a job title, salary, start date, and everything else about their employment, all while simultaneously drafting their offer letter. Once they sign, their onboarding process begins, which is where the Onboarding Packet comes in.
In step 3 of sending an Offer Letter, select the appropriate File Checklist for the employee.
When adding an employee manually (File Requests)
You can also add employees into OnPay manually. This is useful if you're an employer who's just starting with OnPay. Though, if that's the case, we'll enter your workers for you.
In step 2 of "Add an Employee", select the appropriate File Checklist for the employee.
v7.25