How to Hire a New Employee
This article will cover the steps required to add a new hire to the system. Green Leaf’s new hire process typically consists of an administrator or manager initiating the new hire, the New Hire receiving an email to log in and complete their new hire paperwork (i.e., I9 Form, Withholding Forms, Direct Deposit Information, etc.), and finally an administrator or manager reviewing and processing the employee's information.
Please be aware that this guide is not all encompassing and that the hiring process is customized per client. If you have any questions regarding a specific field within the hiring screen and its purpose, please reach out to your HR Consultant or the hrtechsupport@greenleafbizsolutions.com email for more information.
Step 1: Initiating a New Hire
In order to add a new hire, you can either navigate to the Employee Roster start button on your dashboard or navigate from your menu to the Team Tab > My Team > Employee Information.
From within the Employee Information report, select the Hire button in the upper right-hand corner of the screen and click the pencil next to the type of account you are going to add to your system (i.e., Hire Employee or Add Non-Employee User).
Step 2: Add New Hire Information
In the following screen that appears, add all information available about the employee. Below will cover the basic new hire data that is collected, but please note that there may be additional items required that are specific to your account. You should have the employee's basic information available before initiating the new hire (First and Last Name, Hire Date, Contact email, etc.).
Please Note: if you are a company with multiple entities, you should also have the employee's Social Security Number and Date of Birth before continuing. These two items are required for the system to do a verification that the user does not already exist within the entity you're hiring them in.
Step 3: Managers and Departments/Cost Centers:
Choose which Manager(s) the employee should report to using the provided manager fields. By adding a manager during this stage, the manager will instantly gain access to the new hire and will also ensure that all workflows in the new hire process that require manager action will be routed to the correct person.
- Default Cost Center (Department): Select the Department the employee is in for accounting purposes
- Default Worksite/Delivery Location: Select the State/Location the employee will be taxed in and have paychecks delivered to
- Default Workers Comp Code: Select the appropriate Workers Comp Code classification (Maintained by Payroll Team)
- Default Job: Select the position you are hiring the new employee into
- Note that any information loaded into Jobs set as a default (located at Hamburger Menu > Gear Tab > HR Setup > Jobs) will pull into the employee's details after selection
- Reason Code: Select the reason you are adding the New Employee to this position (Typically set to New Hire)
- Note that this field will not appear until you've selected the Default Job mentioned above
- Employee Type: Select whether the employee is Full-Time/Part-Time and/or Exempt/Non-Exempt
- Pay Type: Select whether the employee is Hourly, Salary, or 1099
Step 4: Base Compensation (Pay Rate)
Edit the employee's Base Compensation by selecting the ellipses under the Actions column and then Edit the existing record(Don't select + Add), and ensure the number of Pay Periods in Year is correct.
If an employee is a salaried employee, be sure to set the Amount Earning Autopay to Salary* and the Autopay Type to Both.
If the employee is a Salary Employee, please be sure to tie the appropriate Autopay Schedule (directly below Base Compensation) by selecting the + Add button and selecting the employee's average daily number of hours from the options available.
Step 5: Update Tax Jurisdiction & Unemployment State
On the State tab of the Tax Section, select the + Add button above the Jurisdiction section. In the pop-up window, select the state the employee will be taxed in and choose to Add.
Staying within the State tab, select the Edit icon within the Settings area. Within the pop-up window, select the appropriate Unemployment State from the dropdown menu and select to Save.
Please do not complete any other information, as the employee will be completing their own tax documents within the system during the onboarding process.
Please Note: If the needed unemployment state is not available for selection, please reach out to your designated Payroll Specialist and/or HR Consultant to have it added.
Step 6: Benefit Profile and Pay Calculation
If you are utilizing benefit administration within our system, please select the appropriate Benefit Profile for the employee. Additionally, select the appropriate overtime information from the Pay Calculations selection list. Depending on the states that your company operates in, there may be specific OT calculation requirements, so please be aware when making your selection.
Step 7: Finalizing Profiles
Please Note: Some of this information may pre-fill depending on the job and cost center(s) that were previously selected. However, please be sure to confirm each profile before submitting.
- Accrual Profile: Select the appropriate profile based on your rules for Sick & PTO accruals
- Pay Period Profile: Choose the pay period profile the employee belongs to (Bi-Weekly, Semi-Monthly, etc.)
- Timesheet Profile: This profile dictates the interaction the employee has with your time clock(s) (The most common options are Hourly or Salary)
- If your company allows some employees to toggle between jobs, you may have additional profiles to choose from
- Timesheet Auto Population Policy: This profile indicates what information auto-populates on employee timesheets (Holidays and/or Schedules)
- Security Profile: This profile indicates what information within the system employees have access to view/edit (i.e., the ability to see their own information and/or others' information)
- Keep in mind that if your employee will be utilizing the mobile application, choose the employee-related security profile that references mobile app access
- Role Profile: This profile identifies the role of the user within the company - please be sure to identify the user's role for reporting purposes
Step 8: Save and Submit
Once you've confirmed that all of the employee's information has been entered accurately, please Save and Submit the action to add their account. Once their information has been submitted, the employee will receive a Welcome Email from the system. This is the employee's first point of contact with the system and will include directions on how and where to login to access their profile. Once they've logged in, they will be able to complete their new hire paperwork via a checklist, which is automatically assigned. This checklist will allow the employee to complete/verify their personal information, complete their I9/Withholding Forms, provide their direct deposit, and fill out any additional documents provided by the company.
Step 9: Completing the Employee's New Hire Checklist
After the Employee completes their New Hire Checklist, the administrator and/or manager will be required to Verify the Employee's I9 Form and Process their Withholding Form(s). You can access your portion of the checklist from your home page by either selecting My Checklists tab within the My Mailbox window or by clicking the Bell icon in the upper right-hand corner. On the next page, select My Checklists tab at the top, locate the new employee's checklist, and select Open Checklist.
Step 10: Verify I9 Form
The first item to complete is to Verify the Employee's I9 Form Form, which you can do by clicking on Verify I9 Form checklist item to the left. Then, locate the employee's account by name in the report to the right of the page, verify that the form Status is set to Employee Completed, and then select the Pencil icon.
Complete Section 2 of the employee's I9 and then select Save And Verify in the upper right-hand corner of the screen to verify the form. After verifying the form, be sure to click Mark as Complete at the bottom of the Verify I9 Form Checklist Item to the left of the page.
Step 11: Process Withholding Form(s)
Another common Checklist Item, Process Withholding Form(s), should also be available within the employee's checklist. This item will prompt you to review the employee's Federal and State (if applicable) withholding forms and process them so that they can be applied to the next pay cycle.
In the Process Withholding Form(s) checklist item, locate the employee's account by name in the report to the right of the screen, verify that the Status is set to Employee Completed, and select on the Pencil icon. Review the document for errors and then select the Process button in the upper right-hand corner of the screen. In the pop-up window, confirm which changes will be effective and click the Apply Changes button. Once you've processed the employee's withholding form(s), be sure to Mark as Complete within the checklist item to the left of the page.
Step 12: Notice to Employee (2810.5) Form (CALIFORNIA ONLY)
Please Note: If you do not employ individuals in the state of California, this checklist item will not be available for completion and this section of the article can be skipped.
The last item, the Notice to Employee (2810.5) Form, is only applicable to Non-Exempt Employees in California. If this employee is not in the state of California and/or is Exempt, you may simply Mark as Complete and skip this item. If the employee is non-exempt and lives in the state of California, please be sure to complete the steps below.
You will complete the pay rate information on page one by identifying their Rate of Pay, Overtime Rate of Pay, Pay Type, and the additional questions provided within the page. Once the information is entered, select the Next button in the upper right-hand corner of the page.
On Page 2, you will type your name into the Representative Name field, enter the Date Signed, and select to Sign using your login password or wet signature. Once both pages have been completed and you've signed the form, select the Submit button to send the form to the employee to acknowledge their sign-off receipt of the document.
Please be aware that once you've submitted, this item will not mark itself as complete until the employee has signed and submitted their portion of the form. Be sure to confirm that employees are signing off on this form as needed to avoid consistently outstanding checklists.
At this point, the New Hire Process is officially Complete and the new employee is now ready for payroll!!
If you receive an error while processing payroll that states the employee's home address or social security number is missing, this could mean the employee did not finish their new hire paperwork. Please be sure to update this data before finalizing payroll or have the employee log in to complete all steps as soon as possible.
Remember that if the New Hire does not log in within 72 hours of receiving the Welcome Email, their account may become locked. To unlock their account, please see this Article.
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