Adding a New Employee

Introduction

There are three ways to add new employees into Empeon Workforce:

1. Onboarding Templates allow you to effortlessly send your new hires self-onboarding packets, facilitating the collection of personal information and the review of company-related documents and tasks. The data that is collected is then automatically used to construct the employee's profile within Empeon Workforce. This will also ensure the employee successfully registers their ESS Account as well.
2. Manual Entry requires you to create the employee profile and manually enter the employee's information within the Empeon Workforce system. For this method, you will need to make sure you have a valid email address for the employee so that they can be invited to register their ESS Account.
3. Imports allow you to add one or multiple employees to Empeon Workforce all at one time. Imports can also be used to override and update the information that is on file for existing employees that are already entered in the system. When importing employees, you will need to have the import configured to include their email address on the file, so that they can be invited to register their ESS Account.

This article will focus on the "Manual Entry" method, providing a detailed guide on how to manually add a new employee into Empeon Workforce.

Manual Entry

1. To manually add a new employee into the system, navigate to the People tab.

2. From the lefthand menu, select Employees.

3. Then select the blue button labeled "+ New Employee".

You will then be prompted to manually enter the employee's information. The fields of information that you see on this screen cannot be removed as these are the default fields of information that are included every time you wish to add a new employee. However, before going about entering the employee's information, there is an option in the top right corner of the screen, labeled "Customize form". This button will allow you to include additional fields of information that you would like to have entered into the employee's profile.

Customizing the Form

When customizing the form, you will start with two sections: Selected Fields and Available Fields. Within each section are "category groups" of employee information to be collected when adding the employee into the system.

• Selected Fields - Located on the right side of your screen, this section contains the default fields of information that are already included within the form. While these fields cannot be removed, they can be edited according to your preference to mark certain fields as "Required".
• Available Fields - Located on the left side of your screen, this section contains the fields of information that you can elect to include within the form.

To view the specific fields of information that fall within each group, click the dropdown to the left of the group's title.

From the Available Fields, you have the ability to add the entire group to the form by clicking "Add group". This will add all fields that are associated with the group to your Selected Fields.

You also have the ability to add individual fields rather than the entire category group, if you only want to include certain fields from a group. You can do this by clicking the blue 'plus' button associated with the specific field you wish to add.

Within the category group of the fields that are assigned to your Selected Fields, you have the ability to mark certain fields as "Required" to ensure that the employee's information is entered. To do that, hover over the field and toggle on "Required". 

All fields that have been added to the form can be marked as "Required" while only some default fields can be as well. If at any time you need to start over, you can select "Reset to default" in the top right corner of the screen and this will remove any fields that you added. Once you have completed customizing the form to your preference, click the blue "Save" button in the lower right corner of your screen. The fields that have been added to the form will appear not only for the employee you are currently adding, but also for any employee that you add in the future as well.

Add new employee

Once you have customized your form to include the preferred fields available for entry, you can now begin to enter the employee's information. 

• Filing Form - Enter the type of employee they will be for the company. In other words, is this a W2 employee or a 1099?
• Personal Information - The required fields in this section are the employee's first and last name, their Social Security Number and their Employee ID. The fields for Birth Date and Gender are not required by default, however you can customize the form to make them as such.

As you scroll further on this screen you will then be prompted with:

• Primary Address - Enter the employee's primary address. This should be the address that is used for tax purposes.
• Mailing Address - Enter the employee's mailing address. This should be the address the employee prefers to receive their mail. If both the Primary Address and the Mailing Address are the same, make sure "Same as Primary" is selected. 
• Contact - If you have not customized the form, by default all fields of information within this section are not required but can still be entered. This is important to note specifically regarding the field for "email address" because when an email address is entered, an invitation to register their ESS Account will automatically be sent to the employee. If no email address is provided, then the invitation will not be sent.
• Employment Status - Required fields within this section are Hire Date, Employment Status, and ACA Type. 

The next sections on this screen as you scroll further down will be:

• Job Info - The only required field by default is the Work Location to which the employee will be assigned.
• Pay Info - The only required field within this section is Pay Frequency. If you choose to enter the employees Pay Rate/Salary you can. Please note that when entering a salaried employee, the salary amount that is entered should be the amount they will receive each paycheck based on the Pay Frequency. It should not be their annual salary amount.
• Cost Center - No fields within this section are required by default, however you still may choose to assign them to specific Cost Centers. 

The last section by default will be Taxes. However, if you customized the form to include additional groups, the section for those fields will come after Taxes. Entering the employee's tax information may vary depending on whether you are utilizing our Tax Map feature. Minimally, you will need to enter the employee's Filing Status for both Federal and State Withholding.

When all sections have been completed, save the employee to add them to system. There are three options when saving the employee: 

• Save and close – This is the blue button and it will save the employee and take you back to People tab where you can see the list of your employees. 
• Save and new – This option is found by clicking the dropdown and it will save the employee to the system and then prompt you to add a new employee.
• Save and go to employee – This option is found by clicking the dropdown and it will save the employee and then take you to their employee profile.

Create ESS Account

If the employee was added with an email address entered, the employee will automatically receive an invitation sent to their email to register their ESS Account.

However, if no email was entered when adding the employee, you will need to track down the employee's email and enter it on their employee profile before an invitation can be sent. Once you obtain the email address from the employee and enter it on their employee profile, you will then need to manually invite them to register their ESS Account.

To do this once you have the email address entered on the employee's profile, navigate back to the "People" tab where you can see the list of your employees. On this screen, locate the employee or search for them in the search box. Then click the three-dot menu and select Create/ReCreate ESS account.

You will then be prompted with a confirmation screen before sending the invite. Click "OK" to send the invite.