How-To Tuesday: Completing the Employee Self-Onboarding Process


Congrats! You’ve hired a new employee, now what? When an employee is hired, they have some important paperwork they need to complete before they can begin working. 

The employee onboarding process is extremely important to ensure your employee’s information is accurate and you have all of the information you need to keep your business compliant. Automating your payroll will help you save time and reduce errors during the employee onboarding process. 

PayWow helps make the employee onboarding process simple and straightforward. With PayWow, employers can have their employees complete the onboarding process themselves! Once an employee receives an invite, they will be able to complete the onboarding process through the myPayWow app or website remotely. 

When completing the onboarding process with PayWow, this is what an employee will need to do: 

Enter Personal Information

To complete the first portion of the employee onboarding, the employee will need to provide some basic information about themselves. The required information they will need to provide includes their social security number, date of birth, and location information. The required fields will be labeled with an asterisk. 

Federal Withholding 

The federal withholding section of the employee onboarding is broken down into 5 sections. As the employee completes these sections, their W-4 Form will be generated based on the information they provide. 

  1. Filing Status – The employee will need to choose their filing status as either single, married filing separately, married filing jointly, qualifying widower, head of household, exempt from withholding, or NRA. Your filing status will determine the right withholding amount. 
  2. Multiple Jobs – The employee will need to report the number of jobs from which they received or will receive income during the calendar year.  
  3. Claim Dependents – In the next section, the employee will need to choose whether or not they wish to claim any dependents for a child tax credit or credit for other dependents. 
  4. Other Adjustments – The employee may opt to withhold income from other sources expected for the year. This may include interest, dividends, and retirement income. They will need to include the amount they wish to have withheld from other income. They will also need to choose whether they want their deduction type to be itemized or standard.
  5. Preview of W-4  – After you’ve completed the federal withholding portion of the employee onboarding, you will be able to preview your W-4 Form. You will be able to e-sign your W-4 Form by clicking the ‘E-sign Now’ button. 

State Withholding 

The state withholding portion of the employee onboarding is very similar to the federal withholding portion. 

  1. Filing Status – The employee will need to choose their filing status as either single, married, married but withhold at a higher single rate, or no exemption. 
  2. Exemption Details – In this portion, the employee will need to determine if they wish to claim exemptions from state withholdings or not. If they choose no, their withholding will be calculated based on the information they provide, and state income tax will be withheld from their paycheck every payroll. 
  3. Allowance – The employee will need to specify the total number of allowances they wish to claim for state tax withholding. You can add a total of 20 allowances. The employee can also specify any additional amounts they wish to withhold every pay period. 
  4. Preview of W-4 – After you’ve completed the state withholding portion of the employee onboarding, you will be able to preview your state W-4. Form W-4 is generated based on the information you provided above. PayWow will use this information to calculate the correct state income tax withholding from your paycheck.

Payment Method

The next step in the process is to select a payment option. Employees can choose between direct deposit or check as their preferred payment method. If the employee chooses direct deposit, they will need to specify the name on their bank account, the account type, account number, routing number, and upload a voided check. 

Form I-9

The Form I-9 section is divided into 2 different parts. As you complete these parts, your Form I-9 will be generated. 

  1. Employment eligibility – When establishing your employment eligibility, the employee will need to choose whether they are a citizen of the United States, a non-citizen national of the US, a lawful permanent resident, or an alien authorized to work in the US.
  2. Documents for verification – In order for an employee to establish their employment eligibility, they will need to provide some documents for verification. When choosing which documents to upload, employees can choose between uploading one document from List A which establishes both identity and employment eligibility, or a combination of one document from List B which establishes identity, and another document from List C which establishes employment eligibility. Employees can choose to submit and e-sign their documents immediately or to e-sign and submit their documents later. Some examples of the following documents include a driver’s license, U.S. passport, or permanent resident card.
  3. After you’ve completed these two sections, a summary of your employment eligibility and employee verification documents will be shown. You should review this information to ensure it is accurate and complete. 
  4. Lastly, you will be able to e-sign your Form I-9. 

Documents

The final step in the process is to ensure all of your payroll documents have been e-signed. Employees should also review these documents to ensure they contain all of the correct information. Those documents include all of the forms you just created including Form W-4, Form i-9, direct deposit authorization, and your state W-4. You will also be able to download these forms. 

After you’ve completed all of the above steps, your profile information will be sent to your employer for review and you will receive a notification once it’s reviewed. 

PayWow

Having your employees be able to onboard themselves remotely helps to make the onboarding process quick and easy! With PayWow, you will be running your payroll in no time!


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