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Quick Hire - General

University Video: How to Add a New Employee Using Quick Hire Video 

Quick Hire - from Initital Training.pdf 

Navigate to Employee Management > Quick Hire 

Quick Hire – From University: https://learning.myisolved.com/library/articles/202 

Set up Quick Hire - Step-by-Step Instructions 

The Quick Hire screen provides a single screen to add all the essential payroll data for a new employee. Enter the employee’s employment information, general, salary, organizations, and tax information details. All fields with an asterisk (*) are required. Here are some specific details that might help while adding the employment information:  

  • Legal Company:You must select the legal company first since some of the drop-down boxes are customized for that specific company.  
  • Status: The default is “Active.” However, you are able to change it. 
  • Hire Date: This field is required since it is used for eligibility and probation periods for many benefits or start dates. 
  • Adjusted Service Date: This field is used only if the employee’s hire date may need to be backdated to qualify for a benefit. They are not normally eligible for based on the hire date. 
  • Employee Number: Once the legal company is selected, the next employee number available for that company will populate. If you would like to change this number, you may override the entry. •Employment Category: All employment categories set up for the customer are available in the drop-down box.  
  • Time Clock ID: This field is mandatory if usingTimeForce, our integrated time product. The number in this field automatically adds the employee information to TimeForce. This field can also be used as an optional identifying number for the employee.  
  • Include in New Hire Report: This field is automatically checked so the new hire is included in the new hire file. You may uncheck if needed.  

Note: New hires with a future hire date are not included in current New Hire Reports.  Their info will be submitted when their hire date has been reached. 

  • Remote Workers: If the company has the "Remote Workers" feature enabled, a checkbox appears below "Include in New Hire Reporting" to indicate the employee is working 100% remotely.  This drives work locations that are available under the Tax Location heading. 

General  

The General section is a quick way to enter the employee’s name, address, marital status, and birth date. All fields with an asterisk (*) are required. Here are some specific details that might help while adding the general information:  

  • ID Type: Select the type of ID you will be entering. The selections include: 

o SSN: Social Security Number  

o ITIN: Individual Taxpayer Identification Number (usually starts with a 9)  

o Other: Any other identifier  

o EIN: Employer Identification Number  

  • SSN: Enter any of the numbers above without dashes. The system automatically formats that number to the proper format based on the type selected. 
  • First Name: Legal first name of employee (required). 
  • Preferred Name: Enter the name the employee likes to be referred to as (optional). 
  • Middle Name: Middle name or initial of employee (optional). 
  • Last Name: Legal last name of employee (required). 
  • Self-Service Email: This is required if your company utilizes Employee Self-Service. If the employee does not have a work email when you are entering the data, uncheck the Enable Self-Service Access box. You can later add the work email and enable self-service access for this employee on the General screen. 
  • Enable Self-Service Access: Checking this box automatically sends the new employee an email link to Employee Self-Service. 
  • Marital Status: This is the legal marital status, not withholding status for taxes (optional). 
  • Address: This is required for new hire filing and determining taxation for local taxes. If in Pennsylvania, do not use a PO Box. 
  • Zip Code: Required because the zip code determines the resident location (Geocode) and proper taxation, along with the work location selected later. 
  • City/State: This automatically pre-fills based on the zip code entered. Please check information. •Home Phone: Home phone number, if available (optional).  
  • Mobile Phone: Mobile phone number, if available (optional). 
  • Birth Date: This may be needed for eligibility rules or new hire filing. If available, please enter. 
  • Gender: This may be needed if you do EEO Reporting. Select “Female,” “Male,” “Non-binary,” or “Chose Not To Answer.”

Salary  

The Salary section includes pay groups, pay types, frequency, normal hours and rate of pay. All fields with an asterisk (*) are required. Here are some specific details that might help while adding the salary information:  

  • Pay Group: Any pay groups set up for the legal company selected are available in the drop-down box. Select the one applicable to this employee. If there is only one Pay Group set up, it defaults to that pay group. 
  • Pay Type: Select from the drop-down box for any salary types set up for your Service Bureau. 
  • Frequency: Select the number of pay periods for this employee (this defaults from pay group settings). 
  • Normal Hours: The system determines normal hours based on pay group settings. You may change if different. 
  • Annual Salary: Enter Annual, Per Pay Salary or Hourly Rate. Only one entry is necessary. The system automatically calculates the other entries. 
  • Per Pay Salary: See above. 
  • Hourly Rate: See above.

Alternate Pay Rate  

The Alternate Pay Rate section includes an area to add an additional rate of pay for an employee. Here are some specific details that might help while adding the Additional Pay Rate information:  

  • You have the option to add alternate pay rates for an employee. For example, an alternate rate for shift work or restaurants that pay different rates for hours worked waiting tables vs. hostess hours. The alternate rate categories would be set up under Client Management > Alternate Pay Rate. To add the rates for the new hire, simply click on the drop-down box, select the appropriate shift or job, enter the rate in the adjacent box and click Enter. 
  • Add any additional alternate pay rates by clicking Add New. 
  • Delete any of these added alternate rates by clicking on the “trash can” icon. 

Direct Deposits  

The Direct Deposits section includes an area to add the employee’s direct deposit information, along with amounts or percentages of pay to be deposited to the account. Here are some specific details that might help while adding the Direct Deposits information:  

  • Status: Chose “Active,” “Inactive” or “Prenote” as a status. “Active” means the direct deposit will be available with the first check the employee is paid. “Inactive” enters the direct deposit details but is Inactive until changed to “Active,” and no funds will be deposited in this account. “Prenote” means zero dollars will be sent to the employee’s bank to make sure the account is valid. It automatically changes to “Active” once the Prenote days have passed. 
  • Account Type: Select “Checking,” “Savings,” or a “Pay Card” option for the type of account. 
  • Sequence: This establishes the order in which the paycheck is disbursed. In this example, “Sequence 1” deposits $100 into a checking account. Any remaining funds go into the remaining net savings account. If there is only one account, the entire deposit is placed in the remaining net account. You cannot enter an amount or percent for the remaining net account, as it automatically calculates the remaining funds and send them to this account. 
  • Frequency: Select the frequency from the drop-down list. The default is “Every Pay.” 
  • Amount: Enter a flat dollar amount to be deposited into any sequence number account. 
  • Percent: Enter a flat percentage to be deposited into any sequence number account. 
  • Routing Number: This is a nine-digit code found on the bottom of your check and is based on the U.S. Bank location where the account was opened. Also called a Transit ABA number. 
  • Account Number: Enter the number that is specific to the employee’s personal account. It is the second set of numbers printed on the bottom of your check, just to the right of the routing number. 
  • Description: Optional but could be an identifier if multiple accounts exist. 

Some other notes about Direct Deposits:  

  1. Employees may have as many direct deposits accounts as they wish. 
  2. To delete an account, click on the “trash can” icon at the beginning of each record.

Organization/Labor/Job  

The Organization/Labor/Job section includes an area to add the organizational section in the company, along with jobs and worker code codes. These drop-down menus are customized based on the legal company selected. Some fields may be required, especially if used in Benefits. Here are some specific details that might help while adding the Organization/Labor/Job information:  

  • Organization Field: Organization fields like Division, Department or Team may be added for the legal company based on their labor or organizational requirements. Select the one applicable for the employee. 
  • Job: Select the job description from the drop-down menu. Jobs must be first set up under Client Management > Jobs. 
  • Workers Comp: Select the workers comp code from the drop-down menu based on the employee’s job duties. Workers comp codes must be first set up under Client Management > Tables > Worker Comp codes. 
  • SOC Code Search: When needed, SOC codes can be entered by keying the first few digits in the code and selecting from the drop-down list.

Tax Location  

The Tax Location section includes an area to add the work location, school district and to select to override the system taxation. These drop-down menus are customized based on the legal companies work locations. Here are some specific details that might help while adding the Tax Location information:  

  • Residence Location: This field automatically populates based on the zip code entered for the employee. 
  • Work Location: Select the work location from the drop-down box. The work locations are customized for the legal company under Client Management > Work Locations. 
  • Taxable School District: This field automatically populates based on the zip code. There may be times when multiple school districts are available. Select the correct one based on the employee’s address. 
  • Reciprocity Rule: The system determines taxation based on residence and work location. If you want to override the system-level determination, you can “Ignore Reciprocity” or select “Resident only,” to base the taxation solely off the employee’s residence.

Income Tax/Exemption  

The Income Tax/Exemption section includes an area to add the income tax withholding selections or special tax exemptions per employee. These are not required fields but if not filled out, the system defaults to “Single” filing status and zero exemptions in order to withhold the most tax applicable based on the wages. Here are some specific details that might help while adding the Tax/Exemption information:  

  • Filing Status: Enter the information from the employee’s federal or state withholding form. If this section is greyed out, that means that state or city does not use a filing status. 
  • Exemptions: Enter the information from the employee’s federal or state withholding form. 
  • Additional: Enter the information from the employee’s federal or state withholding form. Some states have specific additional exemptions or exemption amounts. This would be detailed on the employee’s withholding form. 
  • Tax Exemption: If an employee is exempt from a certain tax due to documentation or special laws, you may select the exemption in the drop-down box. Exempt means the tax for the jurisdiction selected will not be withheld and the wages do not appear on the W-2 Form.