Administrator Training New Hire & On-boarding Presented By: Whitney Field HR Technology Advisors

Agenda: New Hire & On-boarding New Hire Configuration New Employee Record On-boarding Checklists Email Notifications

New Hire Configuration Company Settings>Global Setup>Company Setup Global Policies Tab In the Account Policies window you can set default username formats and identify which data fields you would like to make required. This will put those data fields onto the new hire entry screen. Please note, these fields are always required when editing an existing employees record. Defaults Tab In the Default Profiles window you can assign defaults that will auto populate into an employees record when adding a new account. These assignments can be changed within the employee record.

Profile Definitions Profile Name Definition Accruals The time off accrual policy the employee is eligible for Benefit Used to identify which benefit class the employee is in Holiday Tells the system which Company Paid Holiday’s the employee is eligible for. Labor Distribution Allows you to allocate an employees time to various cost centers within the clients structure. Pay Calculation Tells the system how to calculate pay against hours on a timesheet (ex. Overtime, Breaks, Rounding rules) Pay Period Identifies the payroll schedule for the employee Pay Prep Set of rules applied to Time and/or Extra Pay entries in TLM. This is done during the Sync Time process within payroll and tells the system which earnings code to apply. Retirement Used for employee’s participating in company Retirement plan and applies the contribution, match and eligibility rules set up in the plan Security What are the security permissions for this employee Timesheet Which timesheet is the employee using TS Auto Population Rules that will auto populate Company Paid Holidays and/or Schedules to an employees timecard Work Schedule Identifies the employee’s work schedule. Also used during TS Auto Population settings.

Adding a New Employee Option 1: My Employees>Employee Information and clicking on the Hire Employee button in the upper right corner Option 2: My Employees>Employee Maintenance>Hire This screen is the entry screen you created using the Global Policies and Default settings in Company Set up. After clicking on “Add Employee” you will need to review the employee record and add additional data. The action of adding a new account record can trigger an email notification and also assign a new hire checklist. Note, an email notification will not be sent if the account does not have a primary email listed.

New Account Review Helpful hints in reviewing a new employee: Review all profile assignments Assign Manager and Cost Centers Review Pay Information Window Assign Job Title If client is using payroll the Employee Type and Pay Type need to be assigned Base Compensation Auto Pay set for Salaried employees Assign Rate Tables Tax Information Unemployment State Federal and State Allowances if electronic withholding forms not being used

Email Notification Example of an email notification sent to a new employee. Notification are configured under Company Settings>Global Setup>Notifications Helpful Hint: You can create multiple notifications for this same action to target a different recipient/audience.

Components of a Notifications Notification Description – used to name the notification and set to active/inactive Recipients – choose who should receive the notification. If the audience of the notification needs a different message you can create another notification of the same action. Message – create a subject line and content of email. Use the available tags within the message. Conditions/Filters – used to target a specific group/type of users

Onboarding Checklist Checklists when configured are a list of To Do Items for a user to complete. These items can link the user to different screens in the system, complete online forms, review/acknowledge policies or just used to assign a work related task. Used for: Onboarding Annual Policy Acknowledgements Assigning Hiring Managers new employee set up tasks Checklist are configured under Company Settings>HR Setup>Checklists There is a Checklist Reminder Notification that can be incorporated into the process.

Checklist Items Checklist Items can be put into Groups (Forms, Policies, Tasks) Identify who is to complete the item When the item is to be completed by How to complete the item When building a checklist you add items using the following features:

I9 & Tax Withholding Forms These are included within each client site and maintained by Kronos Email Notification can be created for the following: I9 Submitted I9 Expiration W4 Submitted W4 Processed Company Administrator completes and review submitted forms under My Employees>Forms When the tax form is Approved by an administrator the Filing Status and Allowances auto populate into the employee record Federal W4 form with update Federal Status and Allowances only State Tax Withholding forms updates State Status and Allowances

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