New Hire Checklist EE New Hire EVENTS

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1 New Hire Checklist Following are generic guidelines for setting up a new hire utilizing the New Hire Wizard. Use the instructions that are applicable to your employee/company. The items covered in this document include: New Hire Wizard Auto Pay Set Up for salaried employees Benefit Code Set Up for PTO accruals Benefit Code Set Up for insurance deductions utilizing rate tables Deduction Code Set Up Net Pay Set Up for direct deposits Log in to the One Source Payroll website and select the EE New Hire option under EVENTS on your upper menu. Select Non Applicant and click Next.

2 1. Personal r SSN - Required r Card No type in assigned time card number, if applicable r Name (middle name optional) Do not use hyphens! r Address - Required r Res. Tax Locality only applicable where local taxes apply r Home Tel and Wrk # - Optional 2. Group Validation skip

3 3. Demographics r Birth Date - Required r Gender - Required r Marital Status - Required r Ethnic and Military Status - Optional 4. Employment r Employment Status = ACTIVE r Supervisor Skip r Benefit Profile Skip r Original Date of Hire Required r Benefit Service Date Required r Probation End Optional

4 5. Payroll Information r W2 Type = W-2 or Misc-1099 = Contract 1099 Employees r Standard Overtime - selected 6. FIT Information r Resident Tax State - Required r Filing Status - Required r Additional Tax enter dollar amount of additional tax deduction, if applicable r Additional % enter percentage of additional tax deduction, if applicable r Exemptions enter number of exemptions 7. SIT Information, if applicable (not applicable in TX) IMPORTANT: PLEASE NOTIFY YOUR OSP REPRESENTATIVE IF YOU HAVE A NEW EMPLOYEE WHO RESIDES IN A DIFFERENT STATE FROM YOUR OTHER ACTIVE EMPLOYEES. OSP WILL NEED TO ACTIVATE THE STATE TAX CODES FOR THAT STATE IN ORDER FOR THE CORRECT SIT AND SUI TAXES TO BE ESCROWED. r Work State Tax State - Required r Filing Status Required r Work State Locality only applicable where local taxes apply r Additional Tax enter dollar amount of additional tax deduction, if applicable r Additional % enter percentage of additional tax deduction, if applicable r Exemptions enter number of exemptions

5 IMPORTANT INFORMATION ABOUT EMPLOYEE TAX SET UP Exempt Status This is a very important inform of how to enter the tax coding for any employee claiming Exempt from federal and state withholding tax on their Form W4. Use either single or married as the filing status Enter 99 in the exemptions box DO NOT check the Exempt box (Available on the Employee Master Payroll Tab after the employee has been added using the New Hire Wizard.) New Hires in a Different State If you are hiring an employee who resides in a state that is different from where any of your other active employees reside, the following steps are required: 1. Contact your OSP representative so we can make sure that the appropriate tax codes are activated in the system. 2. Register for tax accounts in the new state state unemployment tax (SUI) and state income tax (SIT) (where applicable). And, notify OSP of the SUI tax rate and SIT deposit frequency assigned to your company. 3. Check the Pay Run Register Detail Report (step 6 of the Payroll Wizard) and Process Report (PAY00505 step 9 of the Payroll Wizard) to verify that the appropriate state taxes are deducted from the employee's pay. If you fail to follow the above instructions and taxes are not deducted correctly, you will incur additional fees to correct the error and amend tax returns as needed. Tax agencies may also assess penalties and interest, depending on when the error is found. OSP will assist in resolving these notices, but is not liable for these additional charges under any circumstance.

6 8. Compensation r Payroll Mode select the applicable code based upon your pay frequency, for example... BIWEEKLY Select this code for biweekly salaried employees SEMIMONTH - Select this code for semimonthly salaried employees WEEKLY Select this code for weekly salaried employees BIWEEKHOUR Select this code for biweekly hourly employees SEMIMHOUR - Select this code for semimonthly hourly employees WEEKHOUR Select this code for weekly hourly employees r Pay Amount Enter amount (either salary per pay period or hourly rate) that corresponds to the selected Payroll Mode r Employment Type Required r Pay Group Required r Create System Auto Pay Record Check this box for salaried employees who require an auto pay record. The system will create the record for you! 9. Assignment r Company = Required r Job Code For Assigning Workers Comp Code to Employee. Use the JOB drop down menu to assign the employee's workers comp code, if applicable r Position, Shift and Salary Grade - skip r LS1 (this stands for labor segment 1) Required. Choose the applicable location. r LS2 Required. Choose the applicable home department. r LS3, LS4 and EEO Class skip

7 10. Organization Information r Location Required will auto populate r Department Required will auto populate r Tiers skip r Employee No The system will generate an employee number. You can use the system number or enter a different number at your option. r ESS Manager If your company uses Employee Self Service with workflow, select the manager from the drop down menu. Otherwise, skip this field. r Mail Distribution Select the appropriate location, if applicable Click the Finish button.

8 At this point you have the opportunity to set up additional features that may apply to your employee s master file record: Auto Pay Use the Auto Pay Detail to define pay records for employees whose time and earnings are the same for all pay periods or to generate pay records for regularly occurring payments like vehicle allowances. Auto Pays are usually reserved for salaried employees who receive the same pay amounts every week, except for occasional paid time-off such as vacation or sick pay. Benefit Codes For PTO - The Benefit Codes Table is one of the key factors in linking Attendance to Payroll. Benefit Codes are used for PTO/Vacation/Sick Time accruals and tracking of available hours. Benefit Codes For Insurance - Each Benefit Code corresponds to a specific benefit (such as Medical or Dental insurance), its rate information and its Deductions Codes. Deduction Codes - The Deductions Code Table is used by the system to process payroll deductions whether or not the deduction is linked to a Benefit. A Deduction does not have to be linked to a Benefit Code, but there are many reasons why this might be advantageous to do so, where appropriate. Net Pays (Direct Deposit) Use the Net Pay Detail to set up direct deposit for employees. 11. Auto Pays Detail, if applicable r Earnings Code = Required, choose the applicable earnings code (ex. Regular, Salary, etc) r Check Code = Regular r Process Payroll Check all payrolls r Choose Master Hourly Rate or Payroll Salary r If you choose Master Hourly Rate enter Work Hours (80 for Biweekly, for Semimonthly, 40 for Weekly) r Payroll Labor Distribution Use drop down options 1 & 2 to select the Location and Dept. r Enter a BEGIN date.

9 12. Benefits Detail For PTO (Vacation, Sick) Accruals, if applicable r Add a Benefit Code - Use drop down to select the code. r Coverage Code Benefit r Effective Date Required r Available Hours = 0 r Max Accrual Hours = 0 r Max C/O Hours = 0 r All other fields may be left blank for New Hires. The payroll system will update with the correct accrual settings when a payroll is processed after the code is added. r Save the record Earnings Detail r When this type of Benefit Code is added to an employee master file record, the system will automatically create a corresponding Earnings Code. Benefit Detail For Insurance Plans (Medical, Dental, Vision), if applicable r Add a Benefit Code - Use drop down to select the code. r Coverage Code - Select the appropriate coverage code (EE, EES, EECH, Family) r Effective Date Required r All other fields may be left blank for New Hires. r Save the record Deduction Detail r When this type of Benefit Code is added to an employee master file record, the system will automatically create corresponding Deduction Codes.

10 13. Deduction Detail For Garnishments, Medical/Dental Deductions, etc. if applicable r Deduction Code Use drop down to select the code. r Deduction Amount OR Deduction Percentage Enter the per pay period deduction amount or percentage of pay. r Begin Date Required r Deduction Limit Amount AND Adjusted Limit These are used for deductions with a goal limit (such as a loan). Enter the goal amount in both fields, if applicable. r Vendor Code Select the appropriate Vendor. If the vendor is not listed, contact your OSP representative to have the vendor added.

11 14. Net Pay Detail For Setting Up Direct Deposits, if applicable r Net Pay Code ACHCheck1 - Select this code for direct deposits to checking accounts. ACHSave1 - Select this code for direct deposits to savings accounts. r Net Pay Amount OR Net Pay Percentage Enter an amount in either the Net Pay Amount (dollar amount) or enter a percentage of the paycheck in the Net Pay Percentage. If you enter an amount in Net Pay Amount, enter zero in Net Pay Percentage. If you enter a percentage in the Net Pay Percentage, enter a zero in Net Pay Amount. r Begin Date Required r Bank Transit click on the box with the ellipse (...). Enter the bank routing number and validate the number. If you do not receive an error message, then enter the bank account number and save. If you do receive an error message, contact your OSP representative. r Depositing a paycheck into multiple accounts, if applicable If an employee wants to deposit a dollar amount into one account and the rest of his paycheck into a second account, use the following procedure. 1. Add a net pay code for the account where you will deposit the dollar amount (ex. ACHCheck1). Enter the dollar amount in the Net Pay Amount field. Make sure the PROCESS SEQUENCE equals Add a second net pay code for the account where you will deposit the remainder of the check (ex. ACHCheck2). The Net Pay Percentage will equal 100%. The PROCESS SEQUENCE equals 2.