Employee Self Onboarding

What is Employee Self-Onboarding?

Employee self-onboarding allows new employees to onboard and manage their personal information required for payroll running and calculation. This process limits the exposure of employees' sensitive data and saves both the employer's and the employee's time.

After the company's admin sends the onboarding invitational URL alongside onboarding instructions to the employee's email address, the employee begins the Employee Self-Onboarding step.

How do you complete the process?

We have a pre-built UI with which the new employee interacts with the system to upload and enter the details needed for successful onboarding.

Once the employee clicks the URL sent to their email address, the system directs them to a sign-up page where it prefills all preliminary available information in the fields. The initial information includes Email, First Name, and Last Name. With this prefilled information, the new employee must create a new password to access the onboarding page. [SCREENSHOT]

After signing up to the system, the UI displays a summary of all the steps involved in this step, providing high-level information about the overall process. The employee clicks START ONBOARDING, which launches the onboarding wizard to continue the onboarding process. [SCREENSHOT]

The onboarding option your company's admin selects in the first onboarding phase determines the onboarding steps displayed when the onboarding wizard comes up. The steps include the following:

Employee Summary Approval

You provide your Social Security Number (SSN) in the SSN field and confirm other prefilled employment information. The other employment information includes:

• General Employment information, which has information about your Start Date.
• Position information, which has information about your Work Location.
• Compensation, where you can review information about your Employment Type, Compensation Type, Pay Period, and Worker Type. You may review other fields here depending on the actions of other fields like Compensation Type.

However, if you notice incorrect information here, click the Report Wrong Data. This click opens a modal page where you type in the report text that the system sends to your company's admin.

If there are no wrong information, click on APPROVE AND CONTINUE

Form I-9

If your onboarding option requires completing the I-9 form, you complete these steps. You begin by consenting to an attestation to your knowledge of punishment for falsehood in the form. Also, you can download instructions for filling out the I-9 form here.

To attest, toggle the attestation box and complete all required fields that appear before you click on NEXT. The fields include:

• Personal Information field, where you provide your SSN, Date of Birth, First and Last Name.
• Contact Information field, where you provide your full address, email address, and phone number.
• Attestation field, where you attest to your nationality as [a citizen or non-citizen of the United States, a lawful Permanent Resident] or [an alien authorized to work].
• Signature field, where you choose your preferred signature option, either electronically or manually.

In the next step, you attest whether or not you use a Preparer or a Translator. Click NEXT. The next step is reviewing all the information you have filled out on the form. If all is right, click the NEXT button to proceed. Otherwise, click BACK.

Personal Information

In this step, you have some already prefilled fields. You can edit some of them, but you cannot edit others. However, you also provide some other personal information here. Some of them are required, while others are not necessary. The fields include **Salutation, Gender, Gender Identity, Pronouns, and Driver's License Details (Number, Expiration date, Class, and State).

In this step, you also choose to consent or not to the Electronic W-2 option before clicking NEXT.

Contact Information

Here, you confirm your residential address that is already prefilled. Still, you also provide some contact information like your Personal Phone number, Personal Cell Phone, Personal Email Address, Company Cell Phone, and Company Email Address.

You can also set up an alternate address and an Emergency contact. To set up, you toggle the boxes respectively, and additional fields of information pop up for you to fill. If not, click on NEXT to move to the following step.

Miscellaneous

This step requires that you provide other information. The system already has this step in sections; you click each button to add the necessary information. They include:

• Education
• Skills
• Job History

Depending on your company's admin onboarding option choice, you may not need to complete this step.

EEO Identification

The Equal Employment Opportunity (EEO) step requires that you make a series of choices as applicable to you. These choices include:

• Self-identification of race or ethnicity, where you can choose your race or decline to choose. Available options include White, Black or African American, Asian, Native Hawaiian or Other Pacific Islander, American Indian or Alaska Native, Hispanic or Latino, Two or more races and Decline to Identify.
• Voluntary Self-identification of gender, where you can identify as a Male, Female, Other, or Decline to Identify.
• Voluntary Self-identification as a protected veteran, where you choose what qualifies you as a veteran. The options include Disabled, Recently Separated, Active Wartime or Campaign Badge, Service Medal Veterans or Other Protected Veteran.
• Voluntary Self-identification of disability, where you choose if you are disabled or not.

After selecting appropriate choices, you click on NEXT.

Tax Withholding

The tax withholding step has multiple steps. However, before completing the steps, you select whether you are a Non-Resident Alien in the United States. The processes in this step include the following:

• Personal information- It has fields that are already prefilled, including your SSN, First and Last Names, and addresses. You select your filing status from the options in the drop-down box of the field.
• Exemption from withholding- You can toggle the exemption box to claim an exemption if you meet the listed conditions. If you toggle this box, you will only fill in the fields Tax Withholding information about your work state.
• Multiple jobs or Spouse Works- If you satisfy the condition to make this claim, please toggle this box.
• Claim Dependents- Toggle if your total income is less than $200,000 to claim dependents. If you toggle, additional fields appear where you fill in the number of qualifying children aged under 17 and the number of other dependents.
• Other Adjustment- This step has about three other fields, which include Other income, Extra withholding, and Deductions.
• Tax Withholding Work State- You complete the fields in the section with accurate and appropriate information.

Form 8850

This next step has a series of sections as well. They include:

• Personal Information- This is already prefilled.
• Contact Information- Also, this is prefilled.
• Statements- In this section, check the corresponding boxes if any of the statements apply to you.
• Signature- You select your preferred signature option in this section. It could be done electronically or manually.

After completing the sections, as applicable, click on NEXT to review your choices on the 8850 form. If everything is accurate, click the NEXT button to proceed. Otherwise, click on BACK to edit.

W4

The W4 form is the Employee Withholding Certificate. Usually, you review the certificate, accept it, and sign it. This is so because the certificate is prefilled based on information that you have already provided.

Direct Deposit Setup

In this step, you provide the bank accounts you want your paychecks to enter. Click the Add New Bank Account directly above the table to add a new bank account.

Doing this opens a new modal with the required fields. The fields are:

• Account Type- You can select if the account is a checking or savings account here.
• Account Number- You provide your bank account number here. You confirm the account number in the following field for correctness.
• Routing Number- You input your bank's routing number here. Confirm the number in the following field. The number is checked against our database to determine your bank's name.
• Account Holder Name- Put the name associated with the account here.

After providing this information, you then input the allocation details in the following fields:

• Pay into this account- You select if you want a fixed amount paid into the account you just provided or a percentage. Your choice here determines the following field: amount or percent.
• Amount or Percent- If you chose Fixed Amount in the preceding field, you input the amount out of your compensation you want to be paid in this field. But, if you chose Percentage, you fill in the percentage of your compensation.

After completing the fields, click on ADD. It returns you to the main page, after which you click on NEXT if you have fully allocated your compensation to your bank account(s). Any unallocated amount or percentage will be issued as a live check and sent to your home address.

Document Acknowledgement

In this step, you review and acknowledge all documents provided by your company. After reading, you confirm that you have read by toggling the confirmation box and deciding which signature option you prefer.

After signing, click on NEXT to proceed.

Signed Documents Summary

In this final step, you review all documents you signed during the self-onboarding step. After reviewing, click on FINISHto complete the process.

After completing the process, the system notifies your company's admin to continue with the next steps.