Background
Employee self onboarding is a huge timesaver for employers and payroll admins by reducing paperwork and transcription errors.
How to Invite an Employee to Self-Onboard
Go to Payroll > Employees > Add Employee
Choose Employee Self-Onboarding Method.
Fill out Basic Employee Details. See our help article, “How to Add an New Employee,” for field level help.
Employee Name
Job details (hire date, position, location, time zone, work-from-home)
Pay schedule, pay type, and pay rate
EEO classification (Patriot HR)
Email address
If you discover later that you’ve mistyped a new hire’s email address you can update it on the employee’s Portal tab and resend the invite to self onboard!
Update employee email message (optional)
Click “Save & Send Invitation.”
Information the Employee Will Complete in Self-onboarding
Personal details
Contact information
Emergency contact info (Patriot HR)
Federal W-4 Form
Direct deposit (optional)
Demographic information – Gender, Race, Veteran status (Patriot HR)
Electronic W-2 Consent
The admin on the account will receive up to 4 emails as the employee moves through the onboarding process: W-4 federal withholding, Electronic W-2 consent, direct deposit added, and onboarding complete.
Information the Employer Still Needs to Complete
State and local tax configuration (if applicable). See “Adding or Editing Employee Tax Information,” for field level help.
Time card entry type & geotagging requirements (if using Time and Attendance software)
Deductions and Contributions (if applicable)
How to View Self-Onboarding Progress
To view the progress of self-onboarding employees:
Go to Payroll > Employees > Employee List
Employees will have a “Self-onboarding” status (not “Active.”)
The self-onboarding status will be shown in the Portal Registration column under the Portal registration status (portal status will read “Complete”). The onboarding statuses are:
Invited – Employee hasn’t started
In Progress – Employee started but hasn’t finished
Completed – Employee submitted onboarding
How to Take Over Onboarding
If the employee hasn’t finished onboarding and you want to move forward:
Click the employee’s name.
Choose the tab of information you want to add/edit. Be aware that adding or changing information on the “Employee Info” tab disables self-onboarding for the employee.
Adding or editing federal, state and local tax information will not disable self-onboarding for the employee. The employee will still be able to update federal information in the portal
Adding direct deposit info will not disable self-onboarding for the employee.
The employee will still be able to update direct deposit information in the portal.
How to Resend an Onboarding Invite
If you would like to resend the invite to the portal, you can use one of two options:
Go to Payroll > Employee List > {Employee Name} > Portal if an email was sent to the wrong address or you want to resend an invite to the portal.
Go to Payroll > Employee List. Find the employee name click “Resend Invite” under the Portal column if the invitation link has expired.
FAQ’s about Employee Self-Onboarding
Can I edit employee info after onboarding is complete?
Yes. All sections of the employee profile can be updated at any time.
What can my employee edit in the employee portal?
Employees can change their:
•address –as long as it is the same state
•direct deposit info
•emergency contact information (if you have Patriot HR)
•race and veteran status (if you have Patriot HR)
•phone
•email
•birthdate
Employee cannot change:
•Social Security Number (after onboarding is completed)
•an address to a different state
Is Employee Self-Onboarding available in the My Patriot Mobile app?
No. Although self-onboarding works on mobile devices via the browser, it is not a feature within the My Patriot mobile app at this time.