Onboarding an Employee to Workforce Payroll

Overview

By default, new employees are not added to payroll. Onboarding an employee to payroll will send them an email and/or SMS message to begin the onboarding process, where they will confirm their personal identification information, emergency contact, tax withholdings, direct deposit, and I-9. Learn more about the employee's onboarding experience in the My Pay section of the R365 Red App here. 

This manual process ensures that payroll onboarding emails are not sent to employees who are not ready to start the onboarding process or to fictitious 'employees' created in the POS (eg: shared drawers, IT logins) that were polled into R365 at the end of the night with the Daily Sales Summary.

When an employee is onboarded, the following will occur:

• The employee is sent an email and/or SMS invite to begin the onboarding process. 

  • If the employee's primary contact method is email, an email invite will be sent. 

  • If the employee's primary contact method is phone, an SMS invite will be sent.

  • If the employee's primary contact method is undefined, both will be sent.

• Additional payroll-specific tabs are added to their Employee Record:

  • Payroll

  • Taxes

  • Documents

• The Onboarding section is added to the Summary tab of their Employee Record.

• The employee's payroll status on the Employees page will change to 'Onboarding'.

  After the employee has completed all onboarding tasks, this status will change to 'Active'.

When onboarding emails are sent to employees, the background color and logo from the default theme are used in the header of the email. Learn more about the theme builder here.

Onboarding Manager

When onboarding a single employee, an optional onboarding manager can be assigned. While assigning an onboarding manager is not required, it is recommended. Assigning an onboarding manager designates who the employee should reach out to with questions and who should receive notifications related to their onboarding. 

When an onboarding manager is assigned, the following will occur:

• The onboarding manager's work email and work phone number are shared with the employee when completing onboarding through My Pay.

• The onboarding manager is notified via email if the employee declines to electronically sign the required forms.

• The onboarding manager is notified via email and/or SMS that the employee has completed onboarding.

Payroll Statuses

The payroll status for an employee will indicate if they are eligible for onboarding. An employee’s payroll status can be viewed on the Employees page:

Onboarding Requirements

Before an employee can be added to payroll, that employee must have app access. If the employee does not have app access, the 'Onboard' option will not be displayed on their Employee Record. Learn more about granting employee app access here. 

The following fields are required as part of the onboarding process and will be confirmed in the onboarding wizard when onboarding a single employee. A report of employees with missing requirements will be provided when onboarding employees in bulk. 

Possible Duplicate Employees Confirmation

When onboarding an employee from their Employee Record, if the employee's name is the same as another employee who has already been onboarded, the 'Possible Duplicated Employees' confirmation message is displayed. 

	Button	Description
	Already Onboarded Employee	Click to view the Employee Record for the employee with the same name that has already been onboarded to payroll.
	Onboard Anyway	If the employee is not a duplicate, click to dismiss the confirmation and open the onboarding wizard.
	Merge Employees	If the employee is a duplicate, click to open the employee merge wizard and merge the Employee Records.

Onboarding Wizard

Each section of the onboarding wizard will indicate that it is complete with a green checkmark icon. Once all required fields have been completed, click 'Send to Employee' to send the onboarding invite.

Onboarding Wizard Header

	Field	Description
	Send to Employee	Click to send the onboarding invite to the employee. This button is disabled if any required fields are incomplete.
	Fullscreen Button	Click to maximize the wizard.
	Close	Click to close the onboarding wizard without sending the onboarding invite.
	Missing Data Indicator	Indicates if sections of the onboarding wizard are incomplete.  When all areas are complete, this portion of the header will read 'We have everything we need!'

Initiating the Onboarding Process

Onboarding can be initiated for a single employee from their Employee Record, or for multiple employees at the same time from the Employees page. 

When onboarding a single employee, the onboarding wizard will walk the user through reviewing the employee's onboarding information, and an onboarding manager can be selected.

When onboarding multiple employees, no onboarding manager will be assigned, and the user can select to onboard the employees without notifying them. This option is frequently used during implementation to onboard existing employees in bulk. 

Single Employee Record

Single employees can be onboarded to payroll from their Employee Record as follows: 

Click to enlarge

	Navigate to the Employees page.
	Click on the desired Employee Record.
	Click the Actions drop-down menu in the header.
	Select Onboard. The onboarding wizard will open.
	If the employee is associated with more than one legal entity, the 'Select Legal Entities' confirmation window will open. Select the legal entities that the employee should be onboarded for, then click Continue.
	Select an onboarding manger (optional). The onboarding manager will default to the user initiating onboarding if that user has an Employee Record that has been added to payroll. This field can be changed to any other employee who has been added to payroll.
	Confirm the employee's personal information. The Personal section of the onboarding wizard contains the following fields from the Basic Info tab of the employee's Employee Record: First Name  Last Name  Personal Email Personal Phone Number Preferred Contact Method All of these fields can be edited, and any changes made will be applied to the employee's Employee Record. The Preferred Contact Method determines how the employee will receive the onboarding invite.
	Confirm the employee's employment details. The Employment section of the onboarding wizard contains the following fields from the Employment tab of the employee's Employee Record: Hire Date Primary Location Primary FLSA Status Jobs The Hire Date and Primary FLSA Status fields are editable, and any changes made will be applied to the employee's Employee Record.
	If no job is assigned to the employee, a job must be added. Click '+ Add Job'; the Add Job window will open.
	Select the location for the job, then click Next. Only locations associated with the employee can be selected.
	Select the desired job, then click Next. Only jobs associated with the selected location can be selected.
	Complete the Add Job form, then click Add. Learn more about adding jobs here.
	Confirm the employee's expected weekly hours. The Time section of the onboarding wizard contains the Expected Weekly Hours from the Time tab of the employee's Employee Record. This field is editable, and any changes made will be applied to the employee's Employee Record. If no job has been assigned to the employee, the Expected Weekly Hours section will have no legal entities listed. A job must be added in the Employment section before the Time section can be completed.
	If the employee should be onboarded to payroll without sending an onboarding invite, select 'Add to payroll, without notifying employee'. The employee will still be able to access onboarding steps when they log into the R365 Mobile App.
	Click Send to Employee.

Multiple Employee Records

Multiple Employee Records can be added to payroll from the Workforce Employees page as follows:

Click images to enlarge

	Navigate to the Employees page.
	Click the checkboxes associated with the desired Employee Records. The bulk edit menu will be displayed at the bottom of the page.
	Click the Menu icon to open the actions menu.
	Select Onboard.
	The Onboard window will open. Employees who will be added to payroll will be listed on the left, along with the legal entities associated with them. Employees who cannot be added to payroll will be listed on the right, along with a description of the error preventing them from being added.
	Select 'Add to payroll, without notifying employees' if the employees should be onboarded to payroll without sending an onboarding invite. This option is frequently used during implementation, where the majority of employees will have their onboarding information imported in bulk.
	Click Add Employees to complete the process.

Tracking Onboarding Completion

Once onboarding has been initiated for an employee, the Onboarding Status widget is displayed on the Summary tab of their Employee Record. Learn more about the Onboarding Status widget here. 

The Onboarding Status widget displays the employee's progress through onboarding. If the employee has not started onboarding, the onboarding invite can be re-sent from here. 

Once the employee has completed all onboarding tasks, their onboarding status will change to 'Completed'. Once onboarding is completed, the Onboarding Status widget will be displayed for 7 days. Clicking the 'Dismiss' button will remove the onboarding status widget before the 7 days have passed.

Excluding From Payroll

To exclude an employee from payroll, check the 'Exclude From Payroll' checkbox in the Access section of the Basic Info tab of their Employee Record.