Valor Payroll Solutions

ESS - Employee Onboarding

Enterprise payroll expertise, exclusively for small businesses.

  • Click Employee Self Service on the left-hand side of the screen
  • Use the drop-down menu at the bottom of the screen to select your company
  • Click the employee icon on the right hand side of the screen
  • Click the plus sign at the bottom of the screen to add a new record
  • Input the employee’s first name, last name, email address and a login name – we suggest using the naming convention firstname.lastname or firstinital.lastname
  • Use the check boxes to select what the employee will complete and/or acknowledge
    • If you would like the employee to have an offer letter this must be created as a PDF outside of the system and uploaded using the Click to Upload Offer Letter link
    • All W2 employees should have at least the last two boxes checked – I9 Information (E-Sign) and W4/W9 Information (E-Sign)
  • The employee will receive the Welcome Message – you can change it as needed before sending
  • Once the information has been input, click Send Invitation Link at the bottom of the screen
  • The employee will receive an email invitation to create a password and begin onboarding.

Once the employee completes onboarding, you will receive an email notification

  • In the ESS portal you will now see the new hire under “New hires being Processed”
  • Click the ellipsis next to the employee’s name
  • Click the Employment tab
    • Use the drop-down menu to select the employee’s pay schedule
    • This will open fields to input the employee’s pay rate
    • If hourly, update the default hours and update default rate to hourly pay rate
    • If salaried, select “Salaried” and then enter the annual salary in the Annual Salary field
    • Enter the employee’s hire date
    • Use the drop-down menu to select the Employment Type
    • If necessary, update the employee’s Exempt status
    • Click Save at the bottom of the screen
  • Click the Taxes tab
    • Use the drop down menu to select the employee’s unemployment and withholding (working) state
    • If the selected withholding (working) state has income tax, select “use same as federal” to update withholding settings
    • If employee has completed a state withholding form outside of the system, you can manually update the information
    • Click save
  • Click the Direct Deposits tab
    • The employee is not prompted to enter bank information during initial onboarding
    • If direct deposit information has not been entered, email the employee to request that they log in to provide this information
  • Click the Documents tab
    • Click the ICON above the Upload I-9 link (do not click the blue link!)
      • This will display the employee’s I-9 form
    • Download the form to your computer
    • Click the Picture ID tab to access documents the employee uploaded for the I-9 verification
    • Complete the employer section of the I-9 form outside of the system and retain the completed copy
  • Click the black Sync to Payroll button to move the employee’s data to the payroll system
  • A pop-up window will appear showing the data that was successfully transmitted
  • Click Done

 

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