How to use the paperless onboarding system to complete your newire paperwork.
March 11, 2014
Table of Contents
ONBOARDING PROCESS 3
Invitation Email 3
Welcome Page 3
Pending Tasks 4
Process Viewer 5
Business Process Viewer 6
Process Completed 6
Onboarding Process Flow 7
Employee Details 7
Electronic Disclosure 8
Employee Information 9
Education Information 10
Prior Work Experience 11
Self-ID Form 12
E-Verify 14
FCRA Rights 15
Background Authorization 16
Enter I-9 18
Payroll & Tax 19
Federal W-4 Tax Information 19
Work State Withholding Information 20
Residency State Withholding 21
Direct Deposit 22
Policy Compliance 23
Substance Abuse and Drug Testing Policy 23
Employee Testing Consent Form 24
Electronic Communications Monitoring 25
Electronic Monitoring Acknowledgement 26
Worker’s Compensation Acknowledgement 27
Conflicts of Interest 28
Ethics Point 29
Benefits 30
Introduction to Benefits 30
Process Complete 30
Submit To HR 31
ONBOARDING PROCESS
Invitation Email
Upon accepting the offer of employment, the Recruiter will send you an invitation email which gives you a link to our system to complete your onboarding paperwork process. You should have your process complete by the date contained within the email to ensure all internal processes can be completed prior to your first day of employment.
When you click on the hyperlink “Click here” in the email it will log you into the Paperless system and you to the Welcome page.
Welcome Page
The welcome page is a landing page that welcomes you to the company and details the activities that are open and pending for you to complete. To begin the process click “Click here” or click the activity that is shown as pending.
Pending Tasks
The Pending Tasks box is dynamic and will continue to change as you move through the process. This will show up to six open pending activities. If you leave and come back several times to complete your process you will notice the details of this box change depending on what you have left to complete. If you have just begun the process the “My Pending Activities” section will begin with the “Electronic Disclosure”. When you click the activity link it will take you to that activity page. If you click the “Click here” link it will take you to the Business Process Viewer. You may leave and come back as often as necessary to complete your process.
Examples of Pending Tasks:
Process has not been started:
Process is in progress:
Process has been completed:
Process Viewer
The Process Viewer allows you to see the entire process that has to be completed. You can expand each section to review what is still pending or what has been completed. You can choose to download individual forms for printing or you can click the Download Signed Forms button and download all the signed forms into a Zip file for printing or saving.
The icons that could be present within the process are shown when you click the Show Icon Descriptions link at the top of the process.
Business Process Viewer
The Electronic Disclosure, Employee Information, Education Information and Prior Work Experience activities must be completed before the other activities will be available. Once the others are open you can complete them linearly or you can move from one to another.
As you complete an activity the system will advance you to the next pending activity. Completed activities will have a check mark next to it. If it is available and pending completion it will have a clock next to it. If it has not been made available yet it will have a lock next to it as indicated below.
Process Completed
Once you have completed all of the activities the Submit to HR page will become available. Once you acknowledge this page your process is complete. You can click the Home icon and it will return you to the process viewer where you can proceed to download all of the forms you have completed.
An email will be sent to your Recruiter once you have acknowledged the Submit to HR activity notifying him/her that you have completed your process and are ready for them to complete their internal processes.
Onboarding Process Flow
Employee Details
Electronic Disclosure
Read and acknowledge this page to be advanced to the Employee Information Activity.
Employee Information
Your legal name, as it shows on your social security card, should be entered on this page if what is showing is not your legal name.
All fields marked with an “*” are required and must be completed before you can save this page.
The second emergency contact is not required unless you complete a portion of it, and then the same fields that are indicated as required on the first emergency contact become required.
Education Information
Choose the highest education level you’ve completed. Once all fields have been completed click the Save button to move on to the next activity.
Prior Work Experience
If you have been previously employed, click Yes and enter at least one prior work history.
To add additional work histories click the “+” button.
When all work history has been added click the Save button to move to the next activity.
Self-ID Form
If you wish to self-identify complete the fields above. If you do not, click the wish to not self-identify check box. Click Submit & Sign to move to the next activity.
E-Verify
This page just requires an acknowledgement to be able to move to the next activity.
FCRA Rights
Once you’ve read the Summary of Rights, acknowledge the form at the bottom to be advanced to the next activity.
Background Authorization
Enter the data on the form and when complete click Submit & Sign to be advanced to the next activity.
Enter I-9
The I-9 will allow you to attach the documents required for verification. Click the attach button to upload your scanned documents. Click Electronic Signature to advance to the next activity.
Payroll & Tax
Federal W-4 Tax Information
Enter the information and click Electronically Sign to move to the next activity.
Work State Withholding Information
Enter the information and click Electronically sign to be advanced to the next activity.
Residency State Withholding
Enter the information and click electronically sign to be advanced to the next activity.
Direct Deposit
If you want to elect Direct Deposit click Yes and the form will expand for you to enter your information.
To add additional accounts lick the Add Another Account text. You can add as many accounts as you need. You must have at least one account listed as “Balance”.
When the entry is complete click electronically sign to be advanced to the next activity.
Policy Compliance
Substance Abuse and Drug Testing Policy
Read the policy and click the acknowledgement at the bottom of the form to be advanced to the next activity.
Employee Testing Consent Form
Once you’ve read the consent form, put a check mark next to the acknowledgement statement and click Electronic Acknowledgement to be advanced to the next activity.
Electronic Communications Monitoring
Read the policy and click the acknowledgement at the bottom of the form to be advanced to the next activity.
Electronic Monitoring Acknowledgement
Once you’ve read the consent form, put a check mark next to the acknowledgement statement and click Electronic Acknowledgement to be advanced to the next activity.
Worker’s Compensation Acknowledgement
Once you’ve read the consent form, put a check mark next to the acknowledgement statement and click Electronic Acknowledgement to be advanced to the next activity.
Conflicts of Interest
Read the policy and click the acknowledgement at the bottom of the form to be advanced to the next activity.
Ethics Point
The conflicts of interest website is a required entry upon employment. You can complete the website information or you can acknowledge the activity to move through the process and complete a paper form upon hire.
Read the policy and click the acknowledgement at the bottom of the form to be advanced to the next activity.
Benefits
Introduction to Benefits
Once you’ve read the details put a check mark next to the acknowledgement statement and click Electronic Acknowledgement to be advanced to the next activity.
Process Complete
Submit To HR
When you have finished reading the page put a check mark next to the acknowledgement statement and click the Electronic Acknowledgement to move to the next activity.
When you have completed the submit to HR activity you will receive a confirmation email shown below.
Submit to HR Email
Print Forms
When you are finished with the process you can print all of your forms by clicking on the home icon to be taken back to the Process Viewer.
Click the Home Icon
Click Download Signed Forms Button
Opens a zip file of PDF’s the employee can print or save to hard drive.
Can print individual forms by clicking on the form next to the Activity Name.
Paperless Onboarding Instruction Manual