Employees → Employee Wizard

Employee Wizard Fast Facts:

• Employee Wizard and Employee Quick Hire offer you two options to add employees so that you can choose your preferred layout!
• It has seven short screens rather than one extended screen, like the Employee Quick Hire option.

Check out our Employee Set Up & Maintenance Form!

Required fields will be marked with a Red Asterisk*. You must enter data in each section before continuing. 

Employment Information

Employees → Employee Wizard → Step 1

First is the general employee summary information.

Employee Number*: Defaults to the next number available in sequence. Custom employee numbers can be entered manually.

First, Middle, Last Name*: Enter the employee’s legal name from their government-issued documentation. This will be reported on the W-2, so nicknames and unofficial names shouldn’t be used.

Status*: Employment work status; Active is the default.

Hire Date*: The hire date defaults to the current date. Update this to the date the employee began working for your company to report the new hire’s start date to state agencies accurately. 

Adjusted Service Date: An alternative to the hire date for leave accruals and benefits. Example: John worked for your company for 5 years, left, and was rehired a few years later. Use the adjusted service date to account for his five years of service (backdate by the previous years of service). 

Birth Date: Highly recommended to enter as this is often required for various reporting.

💡 Accounts with Retirement plans: Enter birth dates for all employees, as it determines eligibility for retirement catch-up contributions.

ID Type: Social Security Number is a requirement of the IRS and state tax agencies to properly report wages; it’s mandatory to supply to avoid penalties. ITIN (Individual Taxpayer Identification Number) or Other (FEIN or Federal Employer Identification Number) are often used for 1099 payments.

Verify SSN: (optional) Toggle to Yes to verify the SSN through the Social Security Administration. The verification does not confirm the person's eligibility to work in the United States. This service is available at no additional cost; verification is sent via email.

Address Lines 1 & 2: The employee’s primary home address location.

Zip Code*: Enter the employee’s Zip Code; the City and State will populate based on the zip code entered. Zip codes drive taxability.

💡When applicable, if the zip code encompasses multiple locations, you must select the radio button of the correct corresponding location.

Include in New Hire Report: Defaults to Yes; we recommend leaving this as-is. We report your new hire to the state agencies, which is required of employers.

Employment Category: Full-Time, Part-Time, or Seasonal. Contact your Payroll Support Team to have additional categories added to the account.

TimeClock ID: (optional) This is an additional employee identifier used if the employee number differs from a timekeeping system identifier.  When importing hours, the TimeClock ID can be chosen as the employee key versus the employee number.

Tax Exemption Status Type: Extremely uncommon. This is for an employee that is exempt from specific tax(es). Please contact your accountant to determine an employee’s exemption status and contact your Payroll Support Team to update the employee’s profile accurately.

Self-Service Email Address: To set up Employee Self-Service, enter the employee’s email address in the Self-Service Email Address field (work email is recommended, but a personal email address can be used). Once saved, the system will email the employee to complete their registration. 

💡Employee Self-Service is a free feature, allowing your employees access to their pay stubs and W-2s/1099s. 

Suppress Pay Stub Email Alert: Leave the toggle as No if you want the employee to receive an email when their pay stub is available. Toggle to Yes to prevent the email alert.

Enable Self-Service Access: Leave the toggle as Yes to grant access to Employee Self-Service.

Next. (Continue to Employee Wizard: Step 2, Pay)