ESS - Employee Onboarding

• 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 you’re unsure what to select because of a multi-state situation, email [email protected]
  • 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