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

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

3. 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.

4. 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.

5. 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 notification and also assign a new hire checklist. Note, an notification will not be sent if the account does not have a primary listed.

6. 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

7. Notification
Example of an 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.

8. 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 . Use the available tags within the message.
Conditions/Filters – used to target a specific group/type of users

9. 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.

10. 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:

11. I9 & Tax Withholding Forms
These are included within each client site and maintained by Kronos
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

12. Resources SuiteHR Training Site HR System Administrator User Guide
HR System Administrator User Guide
Training Webinars
How To’s