XpressHR. End User s Guide

Transcription

1 Welcome to XpressHR XpressHR End User s Guide PA Residency and e-wage v 4.9 XpressHR OnBoarding OnBoarding the World, One Click at a Time KMS Software Company, LLC 1901 Avenue of the Stars, Suite 1455 XpressHR End User s Guide v 4.9 Page 1-1 Los Angeles, KMS Software CA Company, LLC (C) Copyright All Rights Reserved Office (323) Fax (323)

2 Welcome to XpressHR 1 Welcome to XpressHR People are the most valuable asset of any enterprise. The products and services that a company or organization provides are the result of the efforts of many people. Welcome to XpressHR, the complete solution to managing your company s hiring and employee provisioning process. This powerful web-based application allows an organization to automate the capture of vital Human Resources information from applicant tracking and employee job acceptance through the new hire process. XpressHR eliminates virtually all of the costs and related errors associated with onboarding new personnel. Your entire new hire package, including I-9s, W4s, direct deposit, and rules and acknowledgements are completed and signed online. XpressHR prevents duplicate data entry and its associated errors while capturing information from the source (i.e., the New Employee). It incorporates online forms, notifications, provisioning, document management, workflow, and electronic signature technology to help your company bridge the gap by shifting the focus from paper to people. 1.1 How This Guide Is Organized Overview This guide details how to use the following modules and features: PA Residency e-wage Intended Audience The information in this Guide is intended to be used by hiring professionals whom are responsible for using XpressHR. Page 1-2 XpressHR End User s Guide v 4.9

3 PA Residency Process 2 PA Residency Process 2.1 Overview The XpressHR Pennsylvania Residency (PA-R) module provides an automated, compliant system for employers who have employees living in Pennsylvania or have work locations in Pennsylvania. The new module adheres to the stringent guidelines set forth in Act 32, a law enacted in 2008 by the Commonwealth of Pennsylvania with mandatory compliance required by employers effective January 1, Pennsylvania s Act 32 is a law that brings standardization to the local earned income tax (EIT) system. It consolidates the process by creating new tax collection districts, standardizing forms and mandating employer withholding starting in 2011 for certain jurisdictions and statewide starting January 1, Employers who maintain worksites in Pennsylvania or employ individuals who may work from their homes are required to withhold applicable EIT from those employees. Under Act 32, employers are required to withhold the higher of the employee's resident EIT amount (rate of total resident EIT where the employee resides) vs. the employee s municipal non-resident EIT amount (rate of non-resident EIT where the employee is employed). Starting in 2012, every Pennsylvania employer must require each employee to complete a Local Earned Income Tax Residency Certificate form this includes new hires as well as all existing employees. Any employee who changes his/her name or address has to complete a new Local Earned Income Tax Residency Certificate. This form is to be used by employers and/or taxpayers to report essential information for the collection and distribution of local EITs. This form must be utilized by employers when a new employee is hired or when a current employee notifies the employer of a name and/or address change. In addition, due to these changes in Pennsylvania's EIT legislation under Act 32, Political Subdivision (PSD) codes have been formulated to designate each of the 69 tax collection districts, along with the school districts and municipalities therein. Act 32 requires that employers and tax officers use PSD codes prescribed by the Department of Community and Economic Development (DCED). These PSD codes identify the municipalities and school districts for each tax collection district and aid in ensuring that employee EIT withholding is remitted and distributed to the proper taxing authority. The XpressHR PA Residency module supports the compliant completion of the Pennsylvania Local Earned Income Tax Residency Certificate Form to all applicable new hires and employees as mandated by Act 32. It supports both New Employees and Existing Employees. KMS has created automation within the XpressHR PA-R Module to support all the required data fields on the Pennsylvania Local Earned Income Tax Residency Certificate Form. The following data fields are included: New Hire/Existing Employee Name of Employee City, State and ZIP Code County Social Security Number Daytime Phone Number PSD Code Address Municipality (City, Borough, Township) Total Resident EIT Rate XpressHR End User s Guide v 4.9 Page 2-1

4 PA Residency Process Employer Employer Federal ID name City, State and ZIP Code PSD Code Employer FEIN Municipality (City, Borough, Township) Municipal Non-Resident EIT Rate Address (no PO Boxes) County Per the requirements of the Act, the employer must have the employee fill out and sign the Pennsylvania Local Earned Income Tax Residency Certificate Form when: The employee is hired The employee notifies the employer of an address or name change The existing employee (as of January 1, 2012) does not have a form on file the employee must fill out the form and have it on file by January 2012 (specific deadline not provided by the State of Pennsylvania) English is the only language supported by the XpressHR PA-R module since that is the only language supported on the Pennsylvania Local Earned Income Tax Residency Certificate Form. The Pennsylvania Local Earned Income Tax Residency Certificate Form requires only one signature by the employee and will include: The employee s e-signature The employee s address The employee s phone number Date of signature Employee Information The following information must be gathered for each employee: First, Middle, Last Name Social Security Number First and Second Line Address City/State/ZIP Code/Phone Number County XpressHR has a County database that will be incorporated Counties will be provided in the County DDL Tax Collection District/Municipality KMS Software Company will use the Pennsylvania table that is updated twice yearly. PSD This will be derived based on the County/Tax Collection District/Municipality selected. Resident EIT This will be derived from the County/Tax Collection District/Municipality selected. Page 2-2 XpressHR End User s Guide v 4.9

5 PA Residency Process Employer Information The following information will need to be gathered for each employer location: Employer Name Employer FEIN First Line of Address Second Line of Address City/State/Zip/Phone Number Municipality/County/PSD Code/Municipal Non-Resident EIT Rate These fields will be needed in the location profile for each company location in Pennsylvania. Your company will need to provide KMS with a file containing this information for each of these locations. Refer to section PA Residency Import File Information in the Appendix of this user guide for file specifications. 2.2 Entering PA Residency Information PA Residency information can be entered for both New Employees and Existing Employees into the XpressHR system as part of the New Hire OnBoarding and 3-Step I-9 Plus process New Employees PA Residency information is automatically entered for New Employees via the New Employee Step as part of the New Hire OnBoarding and 3-Step I-9 Plus process. Refer to section Step I-9 Verification, Step I-9 Verification Plus W4, or Step I-9/W4/SW for further details on how to how to initiate a New Employee and complete the Form I-9 as an onboarding activity which includes the entry of the required information on the Pennsylvania Local Earned Income Tax Residency Certificate Form. XpressHR will auto-fill this information onto the form based on the location chosen Existing Employees There are two options for creating activities in the XpressHR PA-R Module for Existing Employees: Create existing employee activity via data entry wizard Activities can be created using the PA Residency process tab. The Corporate Representative will initiate the process and then either turn the keyboard over to the Employee to complete the address and PA Certification Information panels or the Employee can complete the process via . Create existing employee activity via an import file Activities can be created automatically via an import file. The data import file option is optimal if there is a large volume of employees. Once the activity is created, an notification will be sent to the Employee with a link to complete the PA Residency process. Refer to section PA Residency Import File Information in the Appendix of this user guide for further details on how the import file needs to be set up by your company. XpressHR End User s Guide v 4.9 Page 2-3

6 PA Residency Process This section focuses on entering and managing activities via the data entry wizard using these three easy steps: Initial Step The Corporate Representative sets up the activity by entering the Employee s information. Employee Step The Employee enters their SSN and PA residency information. Signature Step Once the data has been gathered and verified, all forms are automatically completed and presented for electronic signing. 2.3 Initial Step Perform the following steps to complete the PA Residency information for an Existing Employee using the PA Residency process in the XpressHR system: 1. Click on the Process link on the menu bar. 2. Click on the PA Residency process tab (example shown below). Figure 2-1. Pennsylvania Residency Process Tab (Welcome to the First Step Page) 3. Click the button. Page 2-4 XpressHR End User s Guide v 4.9

7 PA Residency Process 4. The Employee Set-up Information panel appears (example shown below). Figure 2-2. Initial Step Wizard Panels (Employee Set-up Information) 5. The Corporate Representative types in the employee data in the required fields of the Employee Set-up Information panel. (a) If the radio button is selected, the Corporate Representative types in the Employee s e- mail address. An notification will be sent to the employee with a link to the next step. Refer to section 6.5 Employee Step via for further details. (b) If the Employee is with the Corporate Representative, then the selected. In Person radio button should be 6. Click the button to complete the Initial Step of the PA Residency process. XpressHR End User s Guide v 4.9 Page 2-5

8 PA Residency Process Review and Approve Once the Initial Step wizard has been completed, the Review and Approve Initial Step page appears providing the information that has been previously entered (example shown below). Figure 2-3. Review and Approve Initial Step Page 7. Review all of the information that was previously entered in the Initial Step data entry wizard panel. If you need to change any information on this page, click on the appropriate information link. 8. The Initial Step data entry wizard panel will appear to make the desired changes (example shown below). Figure 2-4. Initial Step Wizard Panel (Change Required Information) 9. Perform the changes to the required information and then click the button. Page 2-6 XpressHR End User s Guide v 4.9

9 PA Residency Process 10. The Review and Approve Initial Step page reappears. 11. When the review of the Review and Approve Initial Step page has been completed, click the button (example shown below). Figure 2-5. Review and Approve Initial Step (Click to Submit Page) This completes the Initial Step and the Employee s information advances to the next PA Residency activity in the Work Queue the Employee Step. Refer to section 6.4 Employee Step for further details. XpressHR End User s Guide v 4.9 Page 2-7

10 PA Residency Process 2.4 Employee Step The next activity that is required to be performed in the PA Residency process once the Corporate Representative has completed the Initial Step is the Employee Step. This step is completed by the Employee either together with the Corporate Representative or by the Employee via an notification (if the Employee has an address). If an address was entered for the Employee in the Initial Step activity, then the Employee Step will be performed by the Employee after receiving an notification. Refer to section 6.5 Employee Step via for further details. Perform the following steps to launch the Employee Step wizard for on-site completion: 12. Click on the New Employee s name associated with the Employee Step activity in the PA Residency process tab of the Work Queue (example shown below). Figure 2-6. Work Queue (Launch the Employee Step Wizard) The following Employee Step wizard panels are samples of how your company can configure the PA Residency process. Additional panels can be added or configured based on your company s requirements. Page 2-8 XpressHR End User s Guide v 4.9

11 PA Residency Process Create Your Password and Security Question The next panel appears in the PA Residency process to create the Employee s login account within XpressHR (example shown below). Figure 2-7. Employee Step Wizard Panel (Create Your Password and Security Question) The New Employee s login name is automatically assigned by the system. The password requirements are based on your company s requirements. For example, the password must contain between seven (7) and thirty (30) characters and include at least one number and one symbol. The security answer is case sensitive. The Employee should perform the following steps to enter the password and security question in XpressHR : 13. If the New Employee has an address, select the Yes radio button and then type in the address in the Please enter your address field. 14. Type in the same address (that was just entered in the Please enter your address field) in the Re-enter your address field. 15. Type in the desired password in the Password field. 16. Type in the same password (that was just entered in the Password field) in the Re-Enter Password field. 17. Click the Security Question drop down menu and select the desired security question. 18. Type in the answer to the security question (selected in step 3) in the Security Answer field. 19. Click the button to save data and exit the wizard. Otherwise, proceed to step Click the button to continue the PA Residency process. XpressHR End User s Guide v 4.9 Page 2-9

12 PA Residency Process Enter Your Name The next panel appears in the PA Residency process to enter the name and social security number of the Employee (example shown below). Figure 2-8. Employee Step Wizard Panel (Enter Your Name) 21. The Employee types in the Social Security number in the Please enter your SSN field. 22. The Employee clicks the check box to verify that the name and social security number entered is the same as on the Employee s social security card. Otherwise, click the check boxes indicating that the Employee s last name is different than what appears on the Social Security card and that the Employee will call to obtain a new or replacement card. 23. Click the button to save data and exit the wizard. Otherwise, proceed to step Click the button to continue the PA Residency process. Page 2-10 XpressHR End User s Guide v 4.9

13 PA Residency Process Physical Address The next panel appears in the PA Residency process to enter the physical address for the Employee (example shown below). Figure 2-9. Employee Step Wizard Panel (Physical Address) 25. The Employee types in the physical address and phone number information in the corresponding fields. 26. Click the button if you want to return to the previous wizard panel. Otherwise, proceed to step Click the button to save data and exit the wizard. Otherwise, proceed to step Click the button to continue the PA Residency process. XpressHR End User s Guide v 4.9 Page 2-11

14 PA Residency Process Pennsylvania Residency Certification Information The next panel appears in the PA Residency process to enter the residency information associated with the state of Pennsylvania for the Employee which is required for the collection and distribution of Local Earned Income Taxes (example shown below). Figure Employee Step Wizard Panel (Pennsylvania Residency Certification Information) 29. The New Employee clicks on the Your County drop down menu and selects the Pennsylvania county associated with their residence address. 30. The New Employee clicks on the Your Tax Collection District drop down menu and selects the Pennsylvania tax collection district associated with the New Employee s home address. 31. The New Employee clicks on the Your Municipality drop down menu and selects the Pennsylvania municipality associated with the New Employee s home address. (a) If the New Employee does not know what County, Tax Collection District, and/or Municipality they reside, the New Employee can click on the Click here to find it. link that will display the Municipal Statistics Tax Reports website ( to type in their home address which will provide the appropriate information (example shown below). Page 2-12 XpressHR End User s Guide v 4.9

15 PA Residency Process Figure Municipal Statistics Tax Reports Website (b) The New Employee then clicks on the Find Your Municipality link on the left side of the web page. The Find Your Municipality page appears (example shown below). Figure Municipal Statistics Tax Reports Website (Enter New Employee s Home Address) (c) The New Employee types in the home address in the fields provided and then clicks the button. (d) The Find Your Municipality page refreshes and displays the corresponding municipality, county, and tax collection district (example shown below). Figure Municipal Statistics Tax Reports Website (Find Your Municipality Results) (e) The New Employee clicks on the button to display the Municipal Tax Rate Summary report page which indicates the total Local Earned Income Tax percentage (example shown below). XpressHR End User s Guide v 4.9 Page 2-13

16 PA Residency Process (f) Figure Municipal Statistics Tax Reports Website (Municipal Tax Rate Summary Report) The employee can then return to XpressHR and select the appropriate County, Tax Collection District, and Municipality. (g) Once the selection is completed at the Your Municipality drop down menu, the Pennsylvania Residency Certification Information panel refreshes and displays the calculated Local Earned Income Tax percentage (example shown below). Figure Employee Step Wizard Panel (Local EIT Percentage Calculated) 32. Click the button if you want to return to the previous wizard panel. Otherwise, proceed to step Click the button to save data and exit the wizard. Otherwise, proceed to step Click the button to complete the PA Residency process. Page 2-14 XpressHR End User s Guide v 4.9

17 PA Residency Process Review and Approve Once the Employee Step wizard has been completed for the PA Residency process, the Review and Approve Employee Step page appears providing the information that has been previously entered (example shown below). Figure Review and Approve Employee Step Page The displayed review page can be configured based on your company s request in the XpressHR Administration module. 35. Review all of the information that was previously entered in the Employee Step data entry wizard panel. If the Employee needs to change any information on this page, click on the appropriate information link. 36. The Employee Step data entry wizard panel will appear to make the desired changes (example shown below). Figure Employee Step Wizard Panel (Change Required Information) 37. Perform the changes to the required information and then click the button. XpressHR End User s Guide v 4.9 Page 2-15

18 PA Residency Process 38. The Review and Approve Employee Step page reappears. 39. When the review of the Review and Approve Employee Step page has been completed, the Employee clicks the button (example shown below). Figure Review and Approve Employee Step (Click to Submit Page) 40. A page appears indicating that the first step has been completed. The Employee has the option to proceed with signing the required forms or return to the XpressHR home page (example shown below). Figure Congratulations First Step Completed Page (a) To proceed with signing of the required forms, click the (b) To return to the XpressHR Dashboard home page, click the button. button. Page 2-16 XpressHR End User s Guide v 4.9

19 PA Residency Process 2.5 Employee Step via 41. If the Corporate Representative entered an address for the Employee in the Initial Step wizard panel, then the Employee will receive an notification with a link to XpressHR. The Employee Step wizard is initiated by simply clicking on the associated link (example shown below). Figure Pennsylvania Residency Form Message Sample 42. The Create Your Password and Security Question page appears to create the Employee s account within XpressHR (example shown below). Figure Create Your Password and Security Question Page The Employee s login name is automatically assigned by the system. The password requirements are based on your company s requirements. For example, the password must contain between seven (7) and thirty (30) characters and include at least one number and one symbol. The security answer is case sensitive. 43. Type in the desired password in the Password field. 44. Type in the same password (that was just entered in the Password field) in the Re-Enter Password field. 45. Click the Security Question drop down menu and select the desired security question. XpressHR End User s Guide v 4.9 Page 2-17

20 PA Residency Process 46. Type in the answer to the security question (selected in step 5) in the Security Answer field. 47. Click the button. 48. The Enter Your Name wizard panel appears (example shown below). Figure Employee Step Wizard Panel (Enter Your Name) (a) The Employee types in the Social Security number in the Please enter your SSN field. (b) The Employee clicks the check box to verify that the name and social security number entered is the same as on the Employee s social security card. Otherwise, click the check boxes indicating that the Employee s last name is different than what appears on the Social Security card and that the Employee will call to obtain a new or replacement card. (c) Click the (d) Click the button to save data and exit the wizard. Otherwise, proceed to step 8(d). button to continue the PA Residency process. Page 2-18 XpressHR End User s Guide v 4.9

21 PA Residency Process 49. The next panel appears in the process to enter the physical address for the Employee (example shown below). Figure Employee Step Wizard Panel (Physical Address) (a) The Employee types in the physical address and phone number information in the corresponding fields. (b) Click the proceed to step 9(c). (c) Click the button if you want to return to the previous wizard panel. Otherwise, button to save data and exit the wizard. Otherwise, proceed to step 9(d). (d) Click the button to continue the PA Residency process. XpressHR End User s Guide v 4.9 Page 2-19

22 PA Residency Process 50. The next panel appears in the process to enter the residency information associated with the state of Pennsylvania for the Employee which is required for the collection and distribution of Local Earned Income Taxes (example shown below). Figure Employee Step Wizard Panel (Pennsylvania Residency Certification Information) (a) The Employee clicks on the Your County drop down menu and selects the Pennsylvania county associated with their residence address. (b) The Employee clicks on the Your Tax Collection District drop down menu and selects the Pennsylvania tax collection district associated with the Employee s home address. (c) The Employee clicks on the Your Municipality drop down menu and selects the Pennsylvania municipality associated with the Employee s home address. (1) If the Employee does not know what County, Tax Collection District, and/or Municipality they reside, the New Employee can click on the Click here to find it. link that will display the Municipal Statistics Tax Reports website ( to type in their home address which will provide the appropriate information (example shown below). Page 2-20 XpressHR End User s Guide v 4.9

23 PA Residency Process Figure Municipal Statistics Tax Reports Website (2) The Employee then clicks on the Find Your Municipality link on the left side of the web page. The Find Your Municipality page appears (example shown below). Figure Municipal Statistics Tax Reports Website (Enter New Employee s Home Address) (3) The Employee types in the home address in the fields provided and then clicks the button. (4) The Find Your Municipality page refreshes and displays the corresponding municipality, county, and tax collection district (example shown below). Figure Municipal Statistics Tax Reports Website (Find Your Municipality Results) (5) The Employee clicks on the button to display the Municipal Tax Rate Summary report page which indicates the total Local Earned Income Tax percentage (example shown below). XpressHR End User s Guide v 4.9 Page 2-21

24 PA Residency Process Figure Municipal Statistics Tax Reports Website (Municipal Tax Rate Summary Report) (6) The Employee can then return to XpressHR and select the appropriate County, Tax Collection District, and Municipality. (7) Once the selection is completed at the Your Municipality drop down menu, the Pennsylvania Residency Certification Information panel refreshes and displays the calculated Local Earned Income Tax percentage (example shown below). Figure Employee Step Wizard Panel (Local EIT Percentage Calculated) (d) Click the proceed to step 10(e). (e) Click the button if you want to return to the previous wizard panel. Otherwise, button to save data and exit the wizard. Otherwise, proceed to step 10(f). (f) Click the button to complete the PA Residency process. Page 2-22 XpressHR End User s Guide v 4.9

25 PA Residency Process Review and Approve Once the Employee Step wizard has been completed for the PA Residency process via , the Review and Approve Employee Step page appears providing the information that has been previously entered (example shown below). Figure Review and Approve Employee Step Page The displayed review page can be configured based on your company s request in the XpressHR Administration module. 51. Review all of the information that was previously entered in the Employee Step data entry wizard panel. If the Employee needs to change any information on this page, the Employee clicks on the appropriate information link. 52. The Employee Step data entry wizard panel will appear to make the desired changes (example shown below). Figure Employee Step Wizard Panel (Change Required Information) 53. Perform the changes to the required information and then click the button. XpressHR End User s Guide v 4.9 Page 2-23

26 PA Residency Process 54. The Review and Approve Employee Step page reappears. 55. When the review of the Review and Approve Employee Step page has been completed, the Employee clicks the button (example shown below). Figure Review and Approve Employee Step (Click to Submit Page) 56. A page appears indicating that the first step has been completed. The Employee has the option to proceed with signing the required forms or return to the XpressHR home page (example shown below). Figure Congratulations First Step Completed Page (a) To proceed with signing of the required forms, click the (b) To return to the XpressHR Dashboard home page, click the button. button. Page 2-24 XpressHR End User s Guide v 4.9

27 PA Residency Process 2.6 Signature Step 57. If the button is selected after completing the Review and Approve pages (either in person or via ), the Electronic Signature Step login page appears (example shown below). Figure Electronic Signature Step Page (New Employee Login) If you forgot your password, you will be required to create a new password in order to continue with signing of the required forms. Click the Forgot Password link to proceed with resetting your password. Refer to section Resetting Your Password for further details. 58. To begin the Signature Step, the Employee must login to the XpressHR system by typing in the password established at the beginning of the Employee Step, agree to sign all forms presented electronically, and click the button. 59. The Signature Step page appears displaying the Employee s Forms tab to begin the electronic signature process for the PA Local Earned Income Tax Residency Certification Form (example shown below). Figure Signature Step Click to Sign Page (Employee s Forms) XpressHR End User s Guide v 4.9 Page 2-25

28 PA Residency Process (a) If there is a need to correct any information on the currently displayed form, click the Correct Data tab. The Review and Approve Employee Step page appears (example shown below). Figure Review and Approve New Employee Step Page (Correct Data Tab) (b) Perform any required changes, as applicable and then click the button on the last page. When a change is made to a wizard panel, the New Employee will be required to log in to the Electronic Signature Step login page to continue the Signature Step activity. Once this has been completed, the Employee s Forms tab reappears to continue with e-signing of the required forms. 60. Click the button to e-sign the currently displayed form. 61. Once the Employee has completed e-signing the form, a page appears indicating that all forms have been signed and documents are ready to be printed (example shown below). Figure Signature Step Click to Sign Page (All Forms Completed for Employee E-Signature) 62. Click the button to print the Employee document. Page 2-26 XpressHR End User s Guide v 4.9

29 PA Residency Process 63. The Print dialog box appears (example shown below). Figure Print Dialog Box 64. Select the appropriate settings and then click the button to print the document. 65. Click the button to submit the document and save the data on the signed form in the XpressHR database. (a) If the PA Residency process was performed in person, a page appears requesting that the Employee give control of the keyboard back to the Corporate Representative (example shown below). Figure All Forms Signed Congratulations Page (8) The Corporate Representative clicks on the button. XpressHR End User s Guide v 4.9 Page 2-27

30 PA Residency Process (b) If the PA Residency process was performed via , a page appears indicating that you have successfully signed all forms (example shown below). Figure All Forms Signed Congratulations Page (9) The Employee clicks the Home menu link at the top of the page. The XpressHR Dashboard home page appears and updates the activity in the Work Queue for the Corporate Representative indicating that the Signature Step has been completed by the Employee (example shown below). Figure Work Queue (Activity Updated to Signature Step) 66. The Corporate Representative clicks on the Signature Step activity. The signed PA Local Earned Income Tax Residency Certification Form appears (example shown below). Page 2-28 XpressHR End User s Guide v 4.9

31 PA Residency Process Figure Signature Step Click to Sign Page (Signed PA Local EIT Residency Certification Form) 67. The Corporate Representative clicks the button to print the Employee document. The Print dialog box appears. 68. The Corporate Representative selects the appropriate settings and then click the button to print the document. 69. The Corporate Representative clicks the button to submit the document and save the data on the signed form in the XpressHR database. XpressHR End User s Guide v 4.9 Page 2-29

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33 3 e-wage Process The XpressHR e-wage process is used to electronically capture the required wage information for a new or existing employee and also provide written notice of this information to the employee as mandated by the Wage Theft Prevention Act (WTPA) 1. Currently, KMS Software company supports the New York and California version of the WTPA. The e-wage module will also support other states as they become required. NY Wage Theft Prevention Act Effective April 9, 2011, the New York State Department of Labor (DOL) Wage Theft Prevention Act extends the protections under Labor Law 215. It also gives the DOL more power to enforce this law. The law already required employers to give notice to New Employees of their wage rates at the time of hire. Now, the WTPA requires employers to give a written notice to each New Hire and to all Existing Employees by February 1 each year. The notice must include: Rate or rates of pay, including overtime rate of pay (if it applies) How the employee is paid: by the hour, shift, day, week, commission, etc. Regular payday Official name of the employer and any other names used for business (DBA) Address and phone number of the employer s main office or principal location Allowances taken as part of the minimum wage (tip, meal and lodging deductions) In the past, the notices were in English. Now, the notice must appear both in English and in the employee s primary language (if the Labor Department offers a translation). Employers must have each employee sign and date the completed notice. Employers must provide a copy to each employee. If any data in the notice changes: The employer must tell Existing Employees at least a week before it happens unless they issue a new paystub that carries the notice. The employer must notify an Existing Employee in writing before they reduce the Existing Employee s wage rate. Employers in the hospitality industry must give notice every time a wage rate changes. Employers that do not give notice may have to pay damages of up to $50 per week, per employee, unless they paid employees all wages required by law. (This stops at $2,500 per employee in civil lawsuits filed by workers.) The NY WTPA requires employers to report overtime. Most non-exempt employees must receive overtime pay at 1½ times their regular rates of pay for all hours worked over forty in a workweek. New York State Labor Law requires that employees are paid at least 1½ times the minimum hourly rate for overtime hours. Unless otherwise noted, the overtime rate will be calculated at 1½ times the regular rate of pay for all hours worked over forty in a work week. 1 A new law, effective April 9, 2011, that gives greater protection to workers, and makes changes in the way they are notified of their pay rates and receive wage statements. XpressHR End User s Guide v 4.9 Page 3-1

34 For more information, the Wage Theft Prevention Act Fact Sheet can be found at the New York State DOL website: Refer to section NY Wage Theft Prevention Act Forms in the Appendix for a sample of the forms that will be provided for e-signature in the Signature Step of the e-wage module. The XpressHR e-wage module for New York supports the following types of employees: Employees Paid an Hourly Rate Employees Paid Multiple Hourly Rates Employees Paid a Weekly Rate or a Salary for a Fixed Number of Hours (40 or Fewer in a Week) Employees Paid a Salary for Varying Hours, Day Rate, Piece Rate, Flat Rate, or Other Non- Hourly Basis Employees Paid the Prevailing Rate and Other Jobs Exempt Employees CA Wage Theft Prevention Act Effective January 1, 2012, California Assembly Bill 469, also known as The Wage Theft Prevention Act of 2011, was signed into law by Governor Brown and adds Section to the California Labor Code and is similar to the wage theft statutes enacted in other states, such as New York. It requires employers to provide all new nonexempt hires with written notice of specific wage information and increases the penalties for nonpayment of all wages due, including overtime premiums and minimum wage for all hours worked. Additionally, the Act mandates that the Labor Commissioner prepare a template of the written notice, which the Division of Labor Standards and Enforcement (DLSE) issed on December 28, A copy of the template is available online at the California Department of Industrial Relations website: Existing law requires an employer to post the minimum wage labor law poster which specifies wage and hour information in a location where it can be viewed by Existing Employees. Now, in addition to existing law, employers will also be required to provide each New Employee with written notice at the time of hiring which specifies the rate and basis of compensation, whether hourly or salary, commission, or otherwise. Additionally, employers must notify each Existing Employee in writing of any changes to this information within 7 calendar days of the changes. Under the law, an employer who pays or causes an employee to be paid wages less than the minimum wage is subject to penalties. Refer to section CA Wage Theft Prevention Act Forms in the Appendix for a sample of the forms that will be provided for electronic signature in the Signature Step of the e- Wage module. Although the WTPA requires that a notice be given only at the time of hire and within seven days after a change in information, the DLSE states that it would be a best practice to also provide the notice to Existing Employees. The notice need not be provided to exempt employees or to employees covered by union contracts that include certain wage and hour terms as specified in the statute. The new statute for California specifically requires that all employees hired on or after January 1, 2012, receive the notice except: Page 3-2 XpressHR End User s Guide v 4.9

35 An employee directly employed by the state or any political subdivision thereof, including any city, county, city and county, or special district An employee who is exempt from the payment of overtime wages by statute or the Wage Orders of the Industrial Welfare Commission. This exception covers employees properly classified under the wage laws as professional, executive, or administrative, outside salespersons, and some members of an employee's family, and can cover some employees such as those in particular occupations who receive more than half their compensation in commissions, truck and other drivers (including taxi cab drivers), broadcasting industry employees, irrigators, and motion picture projectionists. An employee who is covered by a valid collective bargaining agreement (CBA) if the CBA expressly provides for: Wages Hours of work Working conditions of the employee Premium wage rates for all overtime hours worked A regular hourly rate of pay for those employees of not less than 30 percent more than the state's minimum wage 3.1 Overview The e-wage module can be used for both new and existing employees in the XpressHR system. Your company can utilize the e-wage module using the New Hire OnBoarding or I-9 Plus process or by using the e-wage process tab New Employees The e-wage module can be incorporated into the New Hire OnBoarding process for New Employees if you are using one or more of the following: OnBoarding I-9 Plus If you are using OnBoarding or I-9 Plus, the information can be entered by the Corporate Representative in one of three ways: Entered in the Post Hire Verification (PHV) Step using the data entry wizard. Entered in the Orientation Step if there is no PHV Step using the data entry wizard. Automatically entered by import file those fields that are available in the new hire XML record will be pre-populated on the data entry wizard panels. XpressHR End User s Guide v 4.9 Page 3-3

36 In the New Employee Step, the same panels that were used for data entry in the PHV Step by the Corporate Representative appear for the New Employee to: Review and acknowledge that the New Employee received the WTPA information Choose his/her primary language for the WTPA form(s) (NY e-wage) In California, the employer chooses the primary language to communicate the notice to the New employee Sign the WTPA form(s) The applicable WTPA form will be based on pay type and language A Special Pay Rate Information form will be displayed, if applicable If your company is using I-9 Plus, the information can be gathered in one of two ways: Entered in the I-9 Plus process using the data entry wizard. Automatically entered by data imported in the new hire XML or delimited record. Those fields that are available in the new hire XML record will be prepopulated on the panels. The information that will be communicated to the New Employee is as follows: The employee s rate or rates of pay The overtime rate of pay, if the employee is subject to overtime regulations The basis of wage payment (per hour, per shift, per week, piece rate, commission, etc.) Any allowances the employer intends to claim as part of the minimum wage including tip, meal and lodging allowances The regular payday The employer s name and any names under which the employer does business (DBA) The physical address of the employer s main office or principal place of business and, if different, the employer s mailing address The employer s telephone number Any special pay instructions this is a variable by company and pay type Importing New Hire Information The wage data fields can be added to the end of your company s current new hire record import. Refer to section e-wage Fields in the Appendix which provides the file layout to determine which fields are available to be added to the new hire record layout. Page 3-4 XpressHR End User s Guide v 4.9

37 3.1.2 Existing Employees The XpressHR e-wage module notifies existing employees (EEs) based on the following parameters: NY Employees The employee has had a change in pay Annually as required by law before February 1 of each year The employer must provide the employee notice of wage change at least seven (7) calendar days prior to any changes to the employee's pay or other terms contained in the notice. There are special rules regarding the timing of the annual notices: Each year, the employee notice of wage change must be received by the employee between January 1 and February 1. Your company will need to schedule the annual communication to their employees with KMS prior to issuing the notice CA Employees The employee has had a change in pay With both these events, a new wage form must be presented to the employee and must be signed by the employee. The notification has to be within 7 days of the change unless one of the following applies: All changes are reflected on a timely wage statement furnished in accordance with Labor Code section 226, or Notice of all changes is provided in another writing require by law within seven days of the changes The employee notice of wage change must be received by the employee at least seven (7) calendar days after any changes to the employee's pay or other terms contained in the notice Creating WTPA Activities There are three ways that the WTPA activities can be created in the XpressHR e-wage module: Entered using the ewage process tab a corporate representative will initiate the process and enter the salary information. A notification will then be sent to the employee with a link to login to the e-wage process. The employee will go through the same set of panels that are presented in the New Employee Step of the New Hire OnBoarding process. Refer to section 11.4 e-wage Process Tab for further details. Scheduled upload automatically created by a delimited import file or an XML file. Refer to section e-wage XML Import File Layout in the Appendix for further details. On a scheduled basis a file will be sent to XpressHR from the HRIS. KMS will import the records into the XpressHR e-wage process and a new activity will be created. If delimited, the KMS preference is pipe delimited. An notification with a link will be sent to the employee. The employee will click the link, view the same set of panels that are presented XpressHR End User s Guide v 4.9 Page 3-5

38 in New Employee Step of the New Hire OnBoarding or I-9 Plus process, and then sign the form. Real time upload - automatically created by web services and an XML file. Refer to section e-wage XML Import File Layout in the Appendix for further details. Using the KMS Web Service, employee activities will be sent to the XpressHR e-wage process and a new activity will be created. An notification with a link will be sent to the employee. The employee will click the link, view the same panels that are presented in New Employee Step of the New Hire OnBoarding or I-9 Plus process, and then sign the form. 3.2 New Hire OnBoarding Process (NY) If your company is using the OnBoarding module, the e-wage data entry wizard panels are incorporated into the New Hire OnBoarding process. Perform the following steps to complete the requirements for the NY Wage Theft Prevention Act for a New Employee using the New Hire OnBoarding process in XpressHR : 70. Click on the Process link on the menu bar. 71. The OnBoarding process tab appears (example shown below). 72. Click the button. Figure 3-1. OnBoarding Process Tab Page Page 3-6 XpressHR End User s Guide v 4.9

39 3.2.1 PostHire Verification Step The following PostHire Verification Step wizard panels are samples of how your company can configure the New Hire OnBoarding process. The data entry wizard panels associated with the e- Wage module have been incorporated into this version. Additional panels can be added or configured based on your company s requirements New Hire Set-up Information Perform the following steps to enter the new hire set-up information in XpressHR : 73. The PostHire Verification Step wizard launches (example shown below). Figure 3-2. PostHire Verification Step Wizard Panel (New Hire Set-up Information) 74. Type in New Employee information in the required fields of the New Hire Set-up Information panel. If the New Employee has an address and a Welcome Letter is sent to the New Employee via , a link to the XpressHR portal can be included. When the New Employee clicks on the link, the XpressHR portal appears and the New Employee can type in personal data. The Welcome Letter can also have corporate documents attached (e.g. a Health and Benefits Brochure). Refer to section 3.3 New Employee Step Via for further details. 75. Click the button to save data and exit the wizard. Otherwise, proceed to step Click the button to continue the OnBoarding process. XpressHR End User s Guide v 4.9 Page 3-7

40 New Hire Salary Information The next panel appears in the process to enter the salary information of the New Employee (example shown below). Figure 3-3. PostHire Verification Step Wizard Panel (New Hire Salary Information) 77. Click on the Full-Part Time drop down menu and select whether the New Employee is working full or part time at your company. 78. Click on the Regular/Temporary drop down menu and select the whether the New Employee is a permanent (regular) or temporary employee. 79. Click on the Employee Pay Type drop down menu and select the pay type associated with the New Employee. (a) If Multiple Hourly Rate is selected, select the number of hourly rates that are associated with the New Employee s occupation. (b) If Prevailing Rate Work is selected, perform the following: (10) Type in the appropriate occupation(s) in the The rate of pay will be the posted rate for the following occupations(s) text box. (11) Select whether the New Employee will also perform the non-prevailing rate work hours initially appears in the Standard Hours field by default depending on the pay type selected in the Employee Pay Type drop down menu. Your can type over this amount with the desired number of hours, if necessary. 81. Type in the number of dollars and cents (in xx.xx format) in the Pay Rate field. Then click on the Per drop down menu and select the frequency of pay. Page 3-8 XpressHR End User s Guide v 4.9

41 82. Click on the FLSA Status drop down menu and select whether the New Employee is Exempt of Non- Exempt. 83. Click the button if you want to return to the previous wizard panel and make further changes. Otherwise, proceed to step Click the button to save data and exit the wizard. Otherwise, proceed to step Click the button to continue the OnBoarding process NY Guidelines for Written Notice of Rates of Pay and Regular Payday The next panel appears in the process to display the NY Wage acknowledgement (based on the location selected in the Where Will the New Hire be Employed? panel) that details the written notice guidelines for the Corporate Representative (example shown below). Figure 3-4. PostHire Verification Step Wizard Panel (NY Guidelines for Written Notice of Rates of Pay and Regular Payday) 86. Click the button if you want to return to the previous wizard panel. Otherwise, proceed to step Click the button to save data and exit the wizard. Otherwise, proceed to step Click the button to continue the OnBoarding process. XpressHR End User s Guide v 4.9 Page 3-9

42 Additional Information for Employees The next panel appears in the process for the Corporate Representative to enter additional information associated with the NY Wages and Rates Notice for the New Employee (example shown below). Figure 3-5. PostHire Verification Step Wizard Panel (NY Additional Information for Employees) 89. The rate from the New Hire Salary Information panel automatically appears in the Employee s rate of pay field. If there is a need to change the rate of pay, click the New Hire Salary Information panel. 90. Select the allowances taken and enter the amount, as applicable. button to return to the 91. The Overtime Pay Rate automatically calculates at 1.5 times the above rate of pay. The Corporate Representative can modify the amount, if applicable. 92. Select the payday and pay frequency for the New Employee. 93. Click the button if you want to return to the previous wizard panel. Otherwise, proceed to step Click the button to save data and exit the wizard. Otherwise, proceed to step Click the button to complete the OnBoarding process. Page 3-10 XpressHR End User s Guide v 4.9

43 Review and Approve Page Once the PostHire Verification Step wizard has been completed, the Review and Approve PostHire Verification Step page appears providing the information that has been previously entered (example shown below). Figure 3-6. Review and Approve PostHire Verification Step (Initial Page) 96. Review all of the information that was previously entered in the data entry wizard panels. If you need to change any information on this page, click on the appropriate information link. 97. The corresponding data entry wizard panel will appear to make the desired changes (example shown below). Figure 3-7. PostHire Verification Step Wizard Panel (Change Required Information) 98. Perform the changes to the required information and then click the button. XpressHR End User s Guide v 4.9 Page 3-11

44 99. The Review and Approve PostHire Verification Step page reappears. Depending on how your XpressHR system has been configured, you may have to review more than one Review and Approve page to complete the review of information. Click the button in order to review all pages When you have completed the review of all Review and Approve PostHire Verification Step pages, click the button (example shown below). Figure 3-8. Review and Approve - PostHire Verification Step (Click to Submit Page) 101. The XpressHR Dashboard home page appears and updates the activity in the OnBoarding process tab of the Work Queue as ready for the New Employee Step process (example shown below). Refer to section New Employee Step for further details. Figure 3-9. Work Queue (Activity Updated to New Employee Step) Page 3-12 XpressHR End User s Guide v 4.9

45 3.2.2 New Employee Step The next activity that is required to be performed in the OnBoarding process is the New Employee Step. The wizard panels in the New Employee Step allow the New Employee to type in information that is not collected during the applicant phase (i.e., I-9, direct deposit, EEO Information, etc). The New Employee Step activity can be initiated either by the Corporate Representative and New Employee on-site or by the New Employee via the link sent by (refer to section 3.3 New Employee Step Via for further details). Perform the following steps to launch the New Employee Step wizard for on-site completion: 102. Click on the New Employee s name associated with the New Employee Step activity in the OnBoarding process tab of the Work Queue (example shown below). Figure Work Queue (Launch the New Employee Step Wizard) The following New Employee Step wizard panels are samples of how your company can configure the OnBoarding process. The data entry wizard panels associated with the e-wage module have been incorporated into this version. Additional panels can be added or configured based on your company s requirements. XpressHR End User s Guide v 4.9 Page 3-13

46 Welcome to the New Employee Step Once the New Employee Step activity is launched in the Work Queue, the Welcome to the New Employee Step panel appears (example shown below). Figure New Employee Step Wizard Panel (Welcome to the New Employee Step) 103. Click the button to continue the OnBoarding process. Page 3-14 XpressHR End User s Guide v 4.9

47 Create Your Password and Security Question The next panel appears in the process to create the New Employee s login account within XpressHR (example shown below). Figure New Employee Step Wizard Panel (Create Your Password and Security Question) The New Employee s login name is automatically assigned by the system. The password requirements are based on your company s requirements. For example, the password must contain between seven (7) and thirty (30) characters and include at least one number and one symbol. The security answer is case sensitive. The New Employee should perform the following steps to enter the password and security question in XpressHR : 104. If the New Employee has an address, select the Yes radio button and then type in the address in the Please enter your address field Type in the same address (that was just entered in the Please enter your address field) in the Re-enter your address field Type in the desired password in the Password field Type in the same password (that was just entered in the Password field) in the Re-Enter Password field Click the Security Question drop down menu and select the desired security question Type in the answer to the security question (selected in step 5) in the Security Answer field Click the button if you want to return to the previous wizard panel. Otherwise, proceed to step Click the button to save data and exit the wizard. Otherwise, proceed to step 9. XpressHR End User s Guide v 4.9 Page 3-15

48 112. Click the button to continue the OnBoarding process NY Guidelines for Written Notice of Rates of Pay and Regular Payday The next panel in the process displays the NY Wage acknowledgement (based on the location selected in the Where Will the New Hire be Employed? panel of the PostHire Verification Step) that details the written notice guidelines for the New Employee (example shown below). Figure New Employee Step Wizard Panel (NY Guidelines for Written Notice of Rates of Pay and Regular Payday) 113. Click the button if you want to return to the previous wizard panel. Otherwise, proceed to step Click the button to save data and exit the wizard. Otherwise, proceed to step Click the button to continue the OnBoarding process. Page 3-16 XpressHR End User s Guide v 4.9

49 Notice of Pay Rate and Payday for Employees The next panel appears in the process for the New Employee to review the information regarding the pay rate, overtime rate, allowances, and designated payday associated with the NY Wages and Rates Notice (example shown below). Figure New Employee Step Wizard Panel (Notice of Pay Rate and Payday for Employees) 116. Click the button if you want to return to the previous wizard panel. Otherwise, proceed to step Click the button to save data and exit the wizard. Otherwise, proceed to step Click the button to continue the OnBoarding process. XpressHR End User s Guide v 4.9 Page 3-17

50 Special Pay Rate Information for Hourly Employees The next panel appears in the process for the New Employee to view the special pay rate information for hourly employees (example shown below). Figure New Employee Step Wizard Panel (Special Pay Rate Information for Hourly Employees) 119. Click the button if you want to return to the previous wizard panel. Otherwise, proceed to step Click the button to save data and exit the wizard. Otherwise, proceed to step Click the button to continue the OnBoarding process. Page 3-18 XpressHR End User s Guide v 4.9

51 Acknowledgement of Pay Rate and Payday The next panel appears in the process for the New Employee to choose his/her primary language and to view and acknowledge the Notice of Pay Rate form (example shown below). Figure New Employee Step Wizard Panel (Acknowledgement of Pay Rate and Payday) 122. The New Employee clicks on the Please choose your primary language drop down menu and selects the desired language for viewing the notice The New Employee clicks on the Click here to view the Notice of Pay Rate form in English link. (c) If the New Employee selects a language other than English and would like to view the notice in English and his/her primary language, he/she can click on the Click here to view the Notice of Pay Rate form in English and your primary language link. XpressHR End User s Guide v 4.9 Page 3-19

52 (d) If the New Employee selects Other from the Please choose your primary language drop down menu because his/her language is not listed, then the The Pay Rate notice is not available in your primary language at this time. The notice will be presented to you in English message appears (example shown below). The New Employee clicks on the Click here to view the Notice of Pay Rate form in English link to view the notice in English. Figure New Employee Step Wizard Panel (Acknowledgement of Pay Rate and Payday Other Primary Language Entered) Page 3-20 XpressHR End User s Guide v 4.9

53 124. The Notice and Acknowledgement of Pay Rate and Payday form pop-up window appears for review (example shown below). Figure Notice and Acknowledgement of Pay Rate and Payday Form Pop-Up Window (e) The New Employee closes the Notice and Acknowledgement of Pay Rate and Payday form popup window when the review has been completed The New Employee clicks on the check box in the Pay Notice Language Acknowledgement section indicating that he/she has been given the pay notice in your company s primary language The New Employee clicks on the check box in the Employee Acknowledgement section that he/she has been notified of the pay rate, overtime rate, allowances, and designated payday. (f) The New Employee selects whether she/she agrees to sign the Pay Rate Notice Click the button if you want to return to the previous wizard panel. Otherwise, proceed to step Click the button to save data and exit the wizard. Otherwise, proceed to step Click the button to continue the OnBoarding process. The rest of the panels that appear in the process are the same ones that are appear in the New Hire OnBoarding process (depending on your company s configuration). Refer to section 3 New Hire Onboarding Process for further details. Click the button at the last panel to complete the OnBoarding process. XpressHR End User s Guide v 4.9 Page 3-21

54 Review and Approve Page Once the New Employee Step wizard has been completed, the Review and Approve New Employee Step page appears providing the information that has been previously entered (example shown below). Figure Review and Approve - New Employee Step (Initial Page) 130. Review all of the information that was previously entered in the data entry wizard panels. If you need to change any information on this page, click on the appropriate information link The corresponding data entry wizard panel will appear to make the desired changes (example shown below). Figure New Employee Step Wizard Panel (Change Required Information) 132. Perform the changes to the required information and then click the button. Page 3-22 XpressHR End User s Guide v 4.9

55 133. The Review and Approve New Employee Step page reappears. Depending on how your XpressHR system has been configured, you may have to review more than one Review and Approve page to complete the review of information. Click the button to review all pages When the New Employee has completed the review of all Review and Approve New Employee Step pages, click the button A page appears indicating that the first step has been completed. The New Employee has the option to proceed with signing the required forms or return to the XpressHR Dashboard home page (example shown below). Figure Congratulations First Step Completed Page (a) To proceed with signing of the required forms, click the (b) To return to the XpressHR Dashboard home page, click the button. button. XpressHR End User s Guide v 4.9 Page 3-23

56 Signature Step 136. If the button is selected after completing the Review and Approve pages, the Electronic Signature Step login page appears (example shown below). Figure Electronic Signature Step Page (New Employee Login) If you forgot your password, you will be required to create a new password in order to continue with signing of the required forms. Click the Forgot Password link to proceed with resetting your password. Refer to section Resetting Your Password for further details To begin the Signature Step, the New Employee must login to the XpressHR system by typing in the password established at the beginning of the New Employee Step, agree to sign all forms presented electronically, and click the button The Signature Step page appears displaying the Employee s Forms tab to begin the electronic signature process for all required forms. (a) If there is a need to correct any information on the currently displayed form, click the Correct Data tab. The Review and Approve New Employee Step page appears (example shown below). Figure Review and Approve New Employee Step Page (Correct Data Tab) (b) Perform any required changes, as applicable and then click the button on the last page. When a change is made to a wizard panel, the New Employee will be required to log in to the Electronic Signature Step login page to continue the Signature Step activity. Once this has been completed, the Employeee s Forms tab reappears to continue with e-signing of the required forms Click the button to e-sign the currently displayed form. Page 3-24 XpressHR End User s Guide v 4.9

57 140. A check mark appears next to the e-signed form (on the left side of the page) and the next form will automatically appear for electronic signature (example shown below). Figure Signature Step Click to Sign Page (Next Form Appears for Employee E-Signature) 141. Repeat step 4 to e-sign each form in the Employee s Forms tab Once the New Employee has completed e-signing all of the forms, a page appears indicating that all forms have been signed and documents are ready to be printed (example shown below). Figure Signature Step Click to Sign Page (All Forms Completed for Employee E-Signature) XpressHR End User s Guide v 4.9 Page 3-25

58 143. Click the button to print the package of signed New Employee documents. The Print dialog box appears (example shown below). Figure Print Dialog Box 144. Select the appropriate settings and then click the button to print the documents Click the button to submit all of the documents and save the data on the signed forms in the XpressHR database A page appears requesting that the New Employee give control of the keyboard back to the Corporate Representative (example shown below). Figure All Forms Signed Congratulations Page 147. The Corporate Representative clicks on the button. Page 3-26 XpressHR End User s Guide v 4.9

59 148. The XpressHR Dashboard home page appears and updates the activity in the Work Queue as ready for the Orientation Step activity (example shown below). Figure Work Queue (Activity Updated to Orientation Step) The New Employee Step activity is now complete and the New Employee information proceeds to the next OnBoarding activity in the Work Queue the Orientation Step. Refer to section Orientation Step for further details. XpressHR End User s Guide v 4.9 Page 3-27

60 3.2.3 Orientation Step The next activity that is required to be performed in the New Hire OnBoarding process once the New Employee has completed the New Employee Step either via or together with the Corporate Representative is the Orientation Step. Both the New Employee and Corporate Representative must be present in order to complete the Orientation Step. Perform the following steps to launch the Orientation Step wizard for on-site completion: 149. Click on the New Employee s name associated with the Orientation Step activity in the OnBoarding process tab of the Work Queue (example shown below). Figure Work Queue (Launch the Orientation Step Wizard) The following Orientation Step wizard panels are samples of how your company can configure the OnBoarding process. Additional panels can be added or configured based on your company s requirements. Page 3-28 XpressHR End User s Guide v 4.9

61 Welcome to the Orientation Step Once the Orientation Step activity is launched in the Work Queue, the Welcome to the Orientation Step panel appears (example shown below). Figure Orientation Step Wizard Panel (Welcome to the Orientation Step) 150. Click the button to continue the OnBoarding process. The rest of the panels that appear in the process are the same as the panels provided in the Orientation Step of the New Hire Onboarding process. Refer to section 3.4 Orientation Step for further details. XpressHR End User s Guide v 4.9 Page 3-29

62 3.2.4 Review and Approve Page Once the Orientation Step wizard has been completed, the Review and Approve Orientation Step page appears providing the information that has been previously entered in the three step wizards PostHire Verification, New Employee, and Orientation for the NY WTPA. The displayed review pages can be configured based on your company s request in the XpressHR Administration module Review all of the information that was previously entered in the data entry wizard panels. If you need to change any information on this page, click on the appropriate information link The corresponding data entry wizard panel will appear to make the desired changes Perform the changes to the required information and then click the button The Review and Approve Orientation Step page reappears. Depending on how your XpressHR system has been configured, you may have to review more than one Review and Approve page to complete the review of information. Click the button to review all pages. This is the final review of the information used to populate each of the new hire forms. Please carefully review the data and make any required changes before you proceed to clicking of the button When the review of all Review and Approve Orientation Step pages have been completed, click the button (example shown below). This completes the Orientation Step and the New Employee s information advances to the next onboarding activity in the Work Queue the Signature Step. Page 3-30 XpressHR End User s Guide v 4.9

63 Signature Step When Corporate Representative and New Employee are together during the Orientation Step, the Signature Step may be completed on site if the New Employees forms have not been signed after the New Employee Step. Once the Corporate Representative and New Employee have completed the data entry wizards, the data collected is populated onto all federal, state and corporate new hire forms. The signing procedure consists of the following steps: New Employee Signature Login New Employee s Forms Signing Corporate Representative Signature Login Corporate Representative s Forms Signing Translator s Signature Login (if selected on the New Employee Step) Translator s Form Signing (if selected on the New Employee Step) Once the button is selected on the last Review and Approve Orientation Step page, the Electronic Signature Step login page appears for the Corporate Representative to log in (example shown below). Figure Electronic Signature Step Page (Corporate Representative Login) If you forgot your password, you will be required to create a new password in order to continue with signing of the required forms. Click the Forgot Password link to proceed with resetting your password. Refer to section Resetting Your Password for further details To begin the Signature Step, the Corporate Representative must login to the XpressHR system by typing in his/her assigned password and then click the button. XpressHR End User s Guide v 4.9 Page 3-31

64 157. The Signature Step page appears displaying the Corporate Representative s Forms tab to begin the electronic signature process for all required forms. (a) If there is a need to correct any information on the currently displayed form, click the Correct Data tab. The Review and Approve Signature Step page appears. (b) Perform any required changes, as applicable and then click the button on the last page. When a change is made to a wizard panel, the Corporate Representative will be required to log in to the Electronic Signature Step login page to continue the Signature Step activity. Once this has been completed, the Corporate Representative s Forms tab reappears to continue with e- signing of the required forms Click the button to e-sign the currently displayed form A check mark appears next to the e-signed form (on the left side of the page) and the next form will automatically appear for electronic signature Repeat step 3 to e-sign each form in the Corporate Representative s Forms tab Once the Corporate Representative has completed e-signing all of the forms, a page appears indicating that all forms have been signed and documents are ready to be printed (example shown below). Figure Signature Step Click to Sign Page (All Forms Completed for Corporate Representative E-Signature) After all the forms are signed by the New Employee, Preparer/Translator (if necessary), and Corporate Representative, they are digitally sealed and encrypted to prevent alteration. The Corporate Representative can now print the forms. Page 3-32 XpressHR End User s Guide v 4.9

65 162. Click the button to print the package of New Employee documents. The Print dialog box appears (example shown below). Figure Print Dialog Box 163. Select the appropriate settings and then click the button to print the documents Click the button to submit all of the documents and save the data on the signed forms in the XpressHR database A page appears indicating that you have successfully signed all forms (example shown below). Figure All Forms Signed Congratulations Page XpressHR End User s Guide v 4.9 Page 3-33

66 166. Click the Home menu link at the top of the page. The XpressHR Dashboard home page appears and updates the activity in the Work Queue. The Orientation Step activity is now complete and the New Employee information proceeds to the e-verify Process to perform employment verification. Refer to section 7 e-verify Process for further details. Each evening, the following steps automatically occur: The data collected from each of the completed onboarding processes is uploaded to the HRIS, Payroll, Time and Attendance and other back office systems. The electronic PDF new hire packet is uploaded either into DocumentCenter or your company s document management system. Page 3-34 XpressHR End User s Guide v 4.9

67 3.3 New Hire OnBoarding Process (CA) If your company is using the OnBoarding module, the e-wage data entry wizard panels are incorporated into the New Hire OnBoarding process. Perform the following steps to complete the requirements for the CA Wage Theft Prevention Act for a New Employee using the New Hire OnBoarding process in XpressHR : 167. Click on the Process link on the menu bar The OnBoarding process tab appears (example shown below) Click the button. Figure OnBoarding Process Tab Page XpressHR End User s Guide v 4.9 Page 3-35

68 3.3.1 PostHire Verification The following PostHire Verification Step wizard panels are samples of how your company can configure the New Hire OnBoarding process. The data entry wizard panels associated with the e- Wage module have been incorporated into this version. Additional panels can be added or configured based on your company s requirements New Hire Set-up Information Perform the following steps to enter the new hire set-up information in XpressHR : 170. The PostHire Verification Step wizard launches (example shown below). Figure PostHire Verification Step Wizard Panel (New Hire Set-up Information) 171. Type in New Employee information in the required fields of the New Hire Set-up Information panel. If the New Employee has an address and a Welcome Letter is sent to the New Employee via , a link to the XpressHR portal can be included. When the New Employee clicks on the link, the XpressHR portal appears and the New Employee can type in personal data. The Welcome Letter can also have corporate documents attached (e.g. a Health and Benefits Brochure). Refer to section 3.3 New Employee Step Via for further details Click the button to save data and exit the wizard. Otherwise, proceed to step Click the button to continue the OnBoarding process. Page 3-36 XpressHR End User s Guide v 4.9

69 New Hire Salary Information The next panel appears in the process to enter the salary information of the New Employee (example shown below). Figure PostHire Verification Step Wizard Panel (New Hire Salary Information) 174. Click on the Full-Part Time drop down menu and select whether the New Employee is working full or part time at your company Click on the Regular/Temporary drop down menu and select the whether the New Employee is a permanent (regular) or temporary employee Click on the Employee Pay Type drop down menu and select the pay type associated with the New Employee. (a) If Multiple Hourly Rate is selected, select the number of hourly rates that are associated with the New Employee s occupation. (b) If Prevailing Rate Work is selected, perform the following: (12) Type in the appropriate occupation(s) in the The rate of pay will be the posted rate for the following occupations(s) text box. (13) Select whether the New Employee will also perform the non-prevailing rate work hours initially appears in the Standard Hours field by default depending on the pay type selected in the Employee Pay Type drop down menu. Your can type over this amount with the desired number of hours, if necessary Type in the number of dollars and cents (in xx.xx format) in the Pay Rate field. Then click on the Per drop down menu and select the frequency of pay Click on the FLSA Status drop down menu and select whether the New Employee is Exempt of Non- Exempt. XpressHR End User s Guide v 4.9 Page 3-37

70 180. Click the button if you want to return to the previous wizard panel and make further changes. Otherwise, proceed to step Click the button to save data and exit the wizard. Otherwise, proceed to step Click the button to continue the OnBoarding process CA Guidelines for Written Notice of Rates of Pay and Regular Payday The next panel appears in the process to display the CA Wage acknowledgement (based on the location selected in the Where Will the New Hire be Employed? panel) that details the written notice guidelines for the Corporate Representative (example shown below). If Exempt is selected in the FLSA Status drop down menu on the New Hire Salary Information panel, the California Guidelines for Written Notice of Rates of Pay and Regular Payday panel will not appear based on the guidelines of the CA Wage Theft Protection Act. The Review and Approve PostHire Verification Step page will appear instead after clicking the button. Figure PostHire Verification Step Wizard Panel (CA Guidelines for Written Notice of Rates of Pay and Regular Payday) 183. Click the button if you want to return to the previous wizard panel. Otherwise, proceed to step Click the button to save data and exit the wizard. Otherwise, proceed to step Click the button to continue the OnBoarding process. Page 3-38 XpressHR End User s Guide v 4.9

71 Additional Information for Employees The next panel appears in the process for the Corporate Representative to enter additional information associated with the CA Wages and Rates Notice for the New Employee (example shown below). Figure PostHire Verification Step Wizard Panel (NY/CA Additional Information for Employees) 186. The rate from the New Hire Salary Information panel automatically appears in the Employee s rate of pay field. If there is a need to change the rate of pay, click the New Hire Salary Information panel Select the allowances taken and enter the amount, as applicable Select whether a written agreement exists providing the rate(s) of pay. button to return to the (a) If the Yes radio button is selected, select whether all rate(s) of pay and bases are contained in the written agreement The Overtime Pay Rate automatically calculates at 1.5 times the above rate of pay. The Corporate Representative can modify the amount, if applicable Select the payday and pay frequency for the New Employee Click the button if you want to return to the previous wizard panel. Otherwise, proceed to step Click the button to save data and exit the wizard. Otherwise, proceed to step Click the button to continue the OnBoarding process. XpressHR End User s Guide v 4.9 Page 3-39

72 Employee Worker s Compensation Information The next panel appears in the process for the Corporate Representative to enter the worker s compensation information (example shown below). Figure PostHire Verification Step Wizard Panel (Employee Worker s Compensation Information) 194. If the Yes radio button is selected for Self-Insurance, type in the certificate number for consent to self-insure If the No radio button is selected for Self-Insurance, the company s insurance carrier s information appears. Type in the policy number in the Policy No. field Click the button if you want to return to the previous wizard panel. Otherwise, proceed to step Click the button to save data and exit the wizard. Otherwise, proceed to step Click the button to continue the OnBoarding process. Page 3-40 XpressHR End User s Guide v 4.9

73 Acknowledgement of Pay Rate and Payday The next panel appears in the process for the Corporate Representative to select the primary language that the company normally uses for communicating employment related information to the New Employee (example shown below). Figure PostHire Verification Step Wizard Panel (Acknowledgement of Pay Rate and Payday) 199. Click on the Please choose your primary language drop down menu and select the primary language Click the button if you want to return to the previous wizard panel. Otherwise, proceed to step Click the button to save data and exit the wizard. Otherwise, proceed to step Click the button to complete the OnBoarding process. XpressHR End User s Guide v 4.9 Page 3-41

74 Review and Approve Page Once the PostHire Verification Step wizard has been completed, the Review and Approve PostHire Verification Step page appears providing the information that has been previously entered (example shown below). Figure Review and Approve PostHire Verification Step (Initial Page) 203. Review all of the information that was previously entered in the data entry wizard panels. If you need to change any information on this page, click on the appropriate information link The corresponding data entry wizard panel will appear to make the desired changes (example shown below). Figure PostHire Verification Step Wizard Panel (Change Required Information) 205. Perform the changes to the required information and then click the button. Page 3-42 XpressHR End User s Guide v 4.9

75 206. The Review and Approve PostHire Verification Step page reappears. Depending on how your XpressHR system has been configured, you may have to review more than one Review and Approve page to complete the review of information. Click the button in order to review all pages When you have completed the review of all Review and Approve PostHire Verification Step pages, click the button (example shown below). Figure Review and Approve - PostHire Verification Step (Click to Submit Page) 208. The XpressHR Dashboard home page appears and updates the activity in the OnBoarding process tab of the Work Queue as ready for the New Employee Step process (example shown below). Refer to section New Employee Step for further details. Figure Work Queue (Activity Updated to New Employee Step) XpressHR End User s Guide v 4.9 Page 3-43

76 3.3.2 New Employee Step The next activity that is required to be performed in the OnBoarding process is the New Employee Step. The wizard panels in the New Employee Step allow the New Employee to type in information that is not collected during the applicant phase (i.e., I-9, direct deposit, EEO Information, etc). The New Employee Step activity can be done either by the Corporate Representative and New Employee on-site or by the New Employee via the link sent by (refer to section 3.3 New Employee Step Via for further details). Perform the following steps to launch the New Employee Step wizard for on-site completion: 209. Click on the New Employee s name associated with the New Employee Step activity in the OnBoarding process tab of the Work Queue (example shown below). Figure Work Queue (Launch the New Employee Step Wizard) The following New Employee Step wizard panels are samples of how your company can configure the OnBoarding process. The data entry wizard panels associated with the e-wage module have been incorporated into this version. Additional panels can be added or configured based on your company s requirements. Page 3-44 XpressHR End User s Guide v 4.9

77 Welcome to the New Employee Step Once the New Employee Step activity is launched in the Work Queue, the Welcome to the New Employee Step panel appears (example shown below). Figure New Employee Step Wizard Panel (Welcome to the New Employee Step) 210. Click the button to continue the OnBoarding process. XpressHR End User s Guide v 4.9 Page 3-45

78 Create Your Password and Security Question The next panel appears in the process to create the New Employee s login account within XpressHR (example shown below). Figure New Employee Step Wizard Panel (Create Your Password and Security Question) The New Employee s login name is automatically assigned by the system. The password requirements are based on your company s requirements. For example, the password must contain between seven (7) and thirty (30) characters and include at least one number and one symbol. The security answer is case sensitive. The New Employee should perform the following steps to enter the password and security question in XpressHR : 211. If the New Employee has an address, select the Yes radio button and then type in the address in the Please enter your address field Type in the same address (that was just entered in the Please enter your address field) in the Re-enter your address field Type in the desired password in the Password field Type in the same password (that was just entered in the Password field) in the Re-Enter Password field Click the Security Question drop down menu and select the desired security question Type in the answer to the security question (selected in step 5) in the Security Answer field Click the button if you want to return to the previous wizard panel. Otherwise, proceed to step Click the button to save data and exit the wizard. Otherwise, proceed to step 9. Page 3-46 XpressHR End User s Guide v 4.9

79 219. Click the button to continue the OnBoarding process CA Guidelines for Written Notice of Rates of Pay and Regular Payday The next panel in the process displays the CA Wage acknowledgement (based on the location selected in the Where Will the New Hire be Employed? panel of the PostHire Verification Step) that details the written notice guidelines for the New Employee (example shown below). If Exempt is selected in the FLSA Status drop down menu on the New Hire Salary Information panel, the California Guidelines for Written Notice of Rates of Pay and Regular Payday panel will not appear based on the guidelines of the CA Wage Theft Protection Act. The Review and Approve New Employee Step page will appear instead after clicking on the button. Figure New Employee Step Wizard Panel (CA Guidelines for Written Notice of Rates of Pay and Regular Payday) 220. Click the button if you want to return to the previous wizard panel. Otherwise, proceed to step Click the button to save data and exit the wizard. Otherwise, proceed to step Click the button to continue the OnBoarding process. XpressHR End User s Guide v 4.9 Page 3-47

80 Notice of Pay Rate and Payday for Employees The next panel appears in the process for the New Employee to review the information regarding the pay rate, overtime rate, allowances, and designated payday associated with the CA Wages and Rates Notice (example shown below). Figure New Employee Step Wizard Panel (Notice of Pay Rate and Payday for Employees) 223. Click the button if you want to return to the previous wizard panel. Otherwise, proceed to step Click the button to save data and exit the wizard. Otherwise, proceed to step Click the button to continue the OnBoarding process. Page 3-48 XpressHR End User s Guide v 4.9

81 Special Pay Rate Information for Hourly Employees The next panel appears in the process for the New Employee to view the special pay rate information for hourly employees (example shown below). Figure New Employee Step Wizard Panel (Special Pay Rate Information for Hourly Employees) 226. Click the button if you want to return to the previous wizard panel. Otherwise, proceed to step Click the button to save data and exit the wizard. Otherwise, proceed to step Click the button to continue the OnBoarding process. XpressHR End User s Guide v 4.9 Page 3-49

82 Acknowledgement of Pay Rate and Payday The next panel appears in the process for the New Employee to view and acknowledge the Notice of Pay Rate form in the primary language that the company normally uses for communicating employment related information (example shown below). Figure New Employee Step Wizard Panel (Acknowledgement of Pay Rate and Payday) 229. The primary language that was previously set for your company in the PostHire Verification Step is displayed in the Primary Language Selection and Viewing of Notice section. The New Employee clicks on the Click here to view the Notice of Pay Rate form link to view the notice. Page 3-50 XpressHR End User s Guide v 4.9

83 (g) The Notice To Employee form pop-up window appears for review (example shown below). Figure Notice To Employee Form Pop-Up Window (h) The New Employee closes the Notice To Employee form pop-up window when the review has been completed The New Employee clicks on the check box in the Pay Notice Language Acknowledgement section indicating that he/she has been given the pay notice in your company s primary language The New Employee clicks on the check box in the Employee Acknowledgement section that he/she has been notified of the pay rate, overtime rate, allowances, and designated payday. (i) The New Employee selects whether she/she agrees to sign the Pay Rate Notice. (14) If the Yes radio button is selected, the New Employee must click the I understand that if I will sign the acknowledgement of receipt, it does not constitute a voluntary written agreement check box Click the button if you want to return to the previous wizard panel. Otherwise, proceed to step Click the button to save data and exit the wizard. Otherwise, proceed to step Click the button to continue the OnBoarding process. The rest of the panels that appear in the process are the same ones that are appear in the New Hire OnBoarding process (depending on your company s configuration). Refer to section 3 New Hire Onboarding Process for further details. Click the button at the last panel to complete the OnBoarding process. XpressHR End User s Guide v 4.9 Page 3-51

84 Review and Approve Page Once the New Employee Step wizard has been completed, the Review and Approve New Employee Step page appears providing the information that has been previously entered (example shown below). Figure Review and Approve - New Employee Step (Initial Page) 235. Review all of the information that was previously entered in the data entry wizard panels. If you need to change any information on this page, click on the appropriate information link The corresponding data entry wizard panel will appear to make the desired changes (example shown below). Figure New Employee Step Wizard Panel (Change Required Information) 237. Perform the changes to the required information and then click the button. Page 3-52 XpressHR End User s Guide v 4.9

85 238. The Review and Approve New Employee Step page reappears. Depending on how your XpressHR system has been configured, you may have to review more than one Review and Approve page to complete the review of information. Click the button to review all pages When the New Employee has completed the review of all Review and Approve New Employee Step pages, click the button (example shown below) A page appears indicating that the first step has been completed. The New Employee has the option to proceed with signing the required forms or return to the XpressHR Dashboard home page (example shown below). Figure Congratulations First Step Completed Page (a) To proceed with signing of the required forms, click the (b) To return to the XpressHR Dashboard home page, click the button. button. XpressHR End User s Guide v 4.9 Page 3-53

86 Signature Step 241. Once the button is selected after completing the Review and Approve pages, the Electronic Signature Step login page appears for the New Employee (example shown below). Figure Electronic Signature Step Page (New Employee Login) If you forgot your password, you will be required to create a new password in order to continue with signing of the required forms. Click the Forgot Password link to proceed with resetting your password. Refer to section Resetting Your Password for further details To begin the Signature Step, the New Employee must login to the XpressHR system by typing in the password established at the beginning of the New Employee Step, agree to sign all forms presented electronically, and click the button The Signature Step page appears displaying the Employee s Forms tab to begin the electronic signature process for all required forms. Page 3-54 XpressHR End User s Guide v 4.9

87 (a) If there is a need to correct any information on the currently displayed form, click the Correct Data tab. The Review and Approve New Employee Step page appears (example shown below). Figure Review and Approve New Employee Step Page (Correct Data Tab) (b) Perform any required changes, as applicable and then click the button on the last page. When a change is made to a wizard panel, the New Employee will be required to log in to the Electronic Signature Step login page to continue the Signature Step activity. Once this has been completed, the Employeee s Forms tab reappears to continue with e-signing of the required forms Click the button to e-sign the currently displayed form A check mark appears next to the e-signed form (on the left side of the page) and the next form will automatically appear for electronic signature (example shown below). Figure Signature Step Click to Sign Page (Next Form Appears for Employee E-Signature) 246. Repeat step 4 to e-sign each form in the Employee s Forms tab. XpressHR End User s Guide v 4.9 Page 3-55

88 247. Once the New Employee has completed e-signing all of the forms, a page appears indicating that all forms have been signed and documents are ready to be printed (example shown below). Figure Signature Step Click to Sign Page (All Forms Completed for Employee E-Signature) 248. Click the button to print the package of signed New Employee documents. The Print dialog box appears (example shown below). Figure Print Dialog Box 249. Select the appropriate settings and then click the button to print the documents. Page 3-56 XpressHR End User s Guide v 4.9

89 250. Click the button to submit all of the documents and save the data on the signed forms in the XpressHR database A page appears requesting that the New Employee give control of the keyboard back to the Corporate Representative (example shown below). Figure All Forms Signed Congratulations Page 252. The Corporate Representative clicks on the button The XpressHR Dashboard home page appears and updates the activity in the Work Queue as ready for the Orientation Step activity (example shown below). Figure Work Queue (Activity Updated to Orientation Step) The New Employee Step activity is now complete and the New Employee information proceeds to the next OnBoarding activity in the Work Queue the Orientation Step. Refer to section Orientation Step for further details. XpressHR End User s Guide v 4.9 Page 3-57

90 3.3.3 Orientation Step The next activity that is required to be performed in the New Hire OnBoarding process once the New Employee has completed the New Employee Step either via or together with the Corporate Representative is the Orientation Step. Both the New Employee and Corporate Representative must be present in order to complete the Orientation Step. Perform the following steps to launch the Orientation Step wizard for on-site completion: 254. Click on the New Employee s name associated with the Orientation Step activity in the OnBoarding process tab of the Work Queue (example shown below). Figure Work Queue (Launch the Orientation Step Wizard) The following Orientation Step wizard panels are samples of how your company can configure the OnBoarding process. Additional panels can be added or configured based on your company s requirements. Page 3-58 XpressHR End User s Guide v 4.9

91 Welcome to the Orientation Step Once the Orientation Step activity is launched in the Work Queue, the Welcome to the Orientation Step panel appears (example shown below). Figure Orientation Step Wizard Panel (Welcome to the Orientation Step) 255. Click the button to continue the OnBoarding process. The rest of the panels that appear in the process are the same as the panels provided in the Orientation Step of the standard New Hire Onboarding process. Refer to section 3.4 Orientation Step for further details. XpressHR End User s Guide v 4.9 Page 3-59

92 3.3.4 Review and Approve Page Once the Orientation Step wizard has been completed, the Review and Approve Orientation Step page appears providing the information that has been previously entered in the three step wizards PostHire Verification, New Employee, and Orientation (example shown below) for the CA WTPA. The displayed review pages can be configured based on your company s request in the XpressHR Administration module Review all of the information that was previously entered in the data entry wizard panels. If you need to change any information on this page, click on the appropriate information link The corresponding data entry wizard panel will appear to make the desired changes (example shown below) Perform the changes to the required information and then click the button The Review and Approve Orientation Step page reappears. Depending on how your XpressHR system has been configured, you may have to review more than one Review and Approve page to complete the review of information. Click the button to review all pages. This is the final review of the information used to populate each of the new hire forms. Please carefully review the data and make any required changes before you proceed to clicking of the button When the review of all Review and Approve Orientation Step pages have been completed, click the button (example shown below). This completes the Orientation Step and the New Employee s information advances to the next onboarding activity in the Work Queue the Signature Step. Page 3-60 XpressHR End User s Guide v 4.9

93 Signature Step When Corporate Representative and New Employee are together during the Orientation Step, the Signature Step may be completed on site if the New Employees forms have not been signed after the New Employee Step. Once the Corporate Representative and New Employee have completed the data entry wizards, the data collected is populated onto all federal, state and corporate new hire forms. The signing procedure consists of the following steps: New Employee Signature Login New Employee s Forms Signing Corporate Representative Signature Login Corporate Representative s Forms Signing Translator s Signature Login (if selected on the New Employee Step) Translator s Form Signing (if selected on the New Employee Step) Once the button is selected on the last Review and Approve Orientation Step page, the Electronic Signature Step login page appears for the Corporate Representative to log in (example shown below). Figure Electronic Signature Step Page (Corporate Representative Login) If you forgot your password, you will be required to create a new password in order to continue with signing of the required forms. Click the Forgot Password link to proceed with resetting your password. Refer to section Resetting Your Password for further details To begin the Signature Step, the Corporate Representative must login to the XpressHR system by typing in his/her assigned password and then click the button. XpressHR End User s Guide v 4.9 Page 3-61

94 262. The Signature Step page appears displaying the Corporate Representative s Forms tab to begin the electronic signature process for all required forms. (a) If there is a need to correct any information on the currently displayed form, click the Correct Data tab. The Review and Approve Signature Step page appears (example shown below). (b) Perform any required changes, as applicable and then click the button on the last page. When a change is made to a wizard panel, the Corporate Representative will be required to log in to the Electronic Signature Step login page to continue the Signature Step activity. Once this has been completed, the Corporate Representative s Forms tab reappears to continue with e- signing of the required forms Click the button to e-sign the currently displayed form A check mark appears next to the e-signed form (on the left side of the page) and the next form will automatically appear for electronic signature (example shown below). Figure Signature Step Click to Sign Page (Next Form Appears for Corporate Representative E-Signature) 265. Repeat step 3 to e-sign each form in the Corporate Representative s Forms tab. Page 3-62 XpressHR End User s Guide v 4.9

95 266. Once the Corporate Representative has completed e-signing all of the forms, a page appears indicating that all forms have been signed and documents are ready to be printed (example shown below). Figure Signature Step Click to Sign Page (All Forms Completed for Corporate Representative E-Signature) After all the forms are signed by the New Employee, Preparer/Translator (if necessary), and Corporate Representative, they are digitally sealed and encrypted to prevent alteration. The Corporate Representative can now print the forms Click the button to print the package of New Employee documents. The Print dialog box appears (example shown below). Figure Print Dialog Box XpressHR End User s Guide v 4.9 Page 3-63

96 268. Select the appropriate settings and then click the button to print the documents Click the button to submit all of the documents and save the data on the signed forms in the XpressHR database A page appears indicating that you have successfully signed all forms (example shown below). Figure All Forms Signed Congratulations Page 271. Click the Home menu link at the top of the page. The XpressHR Dashboard home page appears and updates the activity in the Work Queue. The Orientation Step activity is now complete and the New Employee information proceeds to the e-verify Process to perform employment verification. Refer to section 7 e-verify Process for further details. Each evening, the following steps automatically occur: The data collected from each of the completed onboarding processes is uploaded to the HRIS, Payroll, Time and Attendance and other back office systems. The electronic PDF new hire packet is uploaded either into DocumentCenter or your company s document management system. Page 3-64 XpressHR End User s Guide v 4.9

97 3.4 e-wage Process Tab The e-wage process tab is used when your company only requires the completion of the WTPA forms for an Existing Employee as an e-wage activity. e-wage activities can be created via the ewage process tab on the XpressHR Dashboard home page (example shown below). There are three steps in the XpressHR e-wage module for Existing Employees: Notifications Initial Step The Initial Step is required when the Existing Employee s information is entered with data entry wizard panels. It is optional when the Existing Employee s information is being imported. Refer to section Creating WTPA Activities for further details concerning the scheduled upload of existing employee import files. Employee Step The Employee Step provides the appropriate WTPA acknowledgement wizard panels and associated form based on pay type. Signature Step Upon completion of the Employee Step, the Existing Employee will be presented with the notice for electronic signature. The Corporate Representative will also be required to provide electronic signature in this step to complete the e-wage process. Notifications can be sent to Existing Employees notifying them to log into XpressHR to acknowledge the receipt of the Pay Day and Pay Rate notice, including: Pay Rate Change Notice A notification will be sent indicating that the pay rate and/or pay day recently changed. Per state law, your company is required to provide notice of the rate change and the eligible overtime rate. Overdue Notice If the Existing Employee has not signed the form within two days of the due date, a reminder notification will be sent Initial Step Perform the following steps to complete the WTPA activities for an Existing Employee using the e-wage process in XpressHR : 272. Click on the Process link on the menu bar. The OnBoarding process tab initially appears Click on the ewage process tab (example shown below). Figure e-wage Process Tab (Welcome to the First Step Page) XpressHR End User s Guide v 4.9 Page 3-65

98 274. Click on the Wage Theft Prevention Act radio button for the appropriate state s Wage Theft Prevention Act Click the button. The following Initial Step wizard panels are samples of how your company can configure the e-wage process: Additional panels can be added or configured based on your company s requirements NY/CA Guidelines for Written Notice of Rates of Pay and Regular Payday The NY or CA Wage acknowledgement panel appears (depending on the location selected in the ewage process tab) that details the written notice guidelines for the Corporate Representative (example shown below). Figure Initial Step Wizard Panel (NY/CA Guidelines for Written Notice of Rates of Pay and Regular Pay Day) 276. Click on the appropriate radio button to select the Annual Notice or Change of Pay Rate Notice to be given to the Existing Employee Click the button to save data and exit the wizard. Otherwise, proceed to step Click the button to continue the e-wage process. Page 3-66 XpressHR End User s Guide v 4.9

99 Employee Set-up Information The next panel appears to enter the Existing Employee s name, employee ID, (if applicable), and location (example shown below). The Corporate Representative will proceed with the following panels with or without the Existing Employee depending on whether the radio button is selected in the Contact Information section below. Figure Initial Step Wizard Panel (Employee Set-up Information) 279. Type in the Existing Employee information in the required fields Click on the Company drop down menu and select the appropriate company where the Existing Employee is located Click on the Division drop down menu and select the appropriate division associated with the selected company Click the button to save data and exit the wizard. Otherwise, proceed to step Click the button if you want to return to the previous wizard panel and make further changes. Otherwise, proceed to step Click the button to continue the e-wage process. XpressHR End User s Guide v 4.9 Page 3-67

100 New Hire Salary Information The next panel appears to select and enter the pay rate and hours associated with the Existing Employee (example shown below). Figure Initial Step Wizard Panel (New Hire Salary Information) 285. Click on the Full-Part Time drop down menu and select whether the Existing Employee is working full or part time at your company Click on the Regular/Temporary drop down menu and select the whether the Existing Employee is a permanent (regular) or temporary employee Click on the Employee Pay Type drop down menu and select the pay type associated with the Existing Employee. (a) If Multiple Hourly Rate is selected, select the number of hourly rates that are associated with the Existing Employee s occupation. (b) If Prevailing Rate Work is selected, perform the following: (15) Type in the appropriate occupation(s) in the The rate of pay will be the posted rate for the following occupations(s) text box. (16) Select whether the Existing Employee will also perform the non-prevailing rate work hours initially appears in the Standard Hours field by default depending on the pay type selected in the Employee Pay Type drop down menu. Your can type over this amount with the desired number of hours, if necessary Type in the number of dollars and cents (in xx.xx format) in the Pay Rate field. Then click on the Per drop down menu and select the frequency of pay Click on the FLSA Status drop down menu and select whether the Existing Employee is Exempt or Non-Exempt Click the button to save data and exit the wizard. Otherwise, proceed to step 5. Page 3-68 XpressHR End User s Guide v 4.9

101 292. Click the button if you want to return to the previous wizard panel and make further changes. Otherwise, proceed to step Click the button to continue the e-wage process. If Exempt is selected in the FLSA Status drop down menu on the New Hire Salary Information panel for an Existing Employee in California, the Review and Approve Initial Step page will appear instead after clicking on the button. Refer to section Review and Approve Page for further details Additional Information for Hourly Employees The next panel appears for the Corporate Representative to enter additional information associated with NY or CA Wages and Rates Notice for the Existing Employee (example shown below). Figure Initial Step Wizard Panel (NY/CA Additional Information for Employees) 294. The hourly rate from the previous panel appears in the employee s rate of pay field. If there is a need to change the rate of pay, click the panel Select the allowances taken and enter the amount, as applicable. button to return to the New Hire Salary Information 296. If the Existing Employee is in California, select whether a written agreement exists providing the rate(s) of pay (example shown above). (a) If the Yes radio button is selected, select whether all rate(s) of pay and bases are contained in the written agreement The Overtime Pay Rate automatically calculates at 1.5 times the above rate of pay. The Corporate Representative can modify the amount, if applicable Select the payday and pay frequency for the Existing Employee. XpressHR End User s Guide v 4.9 Page 3-69

102 299. Click the button to save data and exit the wizard. Otherwise, proceed to step Click the button if you want to return to the previous wizard panel. Otherwise, proceed to step If the Existing Employee is in New York, click the button to complete the e-wage process. The Review and Approve Initial Step page will appear. Refer to section Review and Approve Page for further details. Otherwise, proceed to step If the Existing Employee is in California, click the button to continue the e-wage process Employee Worker s Compensation Information If the Existing Employee is in California, the next panel appears in the process for the Corporate Representative to enter the worker s compensation information (example shown below). Figure Initial Step Wizard Panel (Employee Worker s Compensation Information) 303. If the Yes radio button is selected for Self-Insurance, type in the certificate number for consent to self-insure If the No radio button is selected for Self-Insurance, the company s insurance carrier s information appears. Type in the policy number in the Policy No. field Click the button if you want to return to the previous wizard panel. Otherwise, proceed to step Click the button to save data and exit the wizard. Otherwise, proceed to step Click the button to continue the e-wage process. Page 3-70 XpressHR End User s Guide v 4.9

103 Acknowledgement of Pay Rate and Payday If the Existing Employee is in California, the next panel appears in the process for the Corporate Representative to select the primary language that the company normally uses for communicating employment related information to the New Employee (example shown below). Figure Initial Step Wizard Panel (Acknowledgement of Pay Rate and Payday) 308. Click on the Please choose your primary language drop down menu and select the primary language Click the button if you want to return to the previous wizard panel. Otherwise, proceed to step Click the button to save data and exit the wizard. Otherwise, proceed to step Click the button to complete the e-wage process. XpressHR End User s Guide v 4.9 Page 3-71

104 Review and Approve Page Once the Initial Step wizard has been completed, the Review and Approve Initial Step page appears providing the information that has been previously entered (example shown below). Figure Review and Approve Initial Step (Initial Page) 312. Review all of the information that was previously entered in the data entry wizard panels. If you need to change any information on this page, click on the appropriate information link The corresponding data entry wizard panel will appear to make the desired changes (example shown below). Figure Initial Step Wizard Panel (Change Required Information) 314. Perform the changes to the required information and then click the button. Page 3-72 XpressHR End User s Guide v 4.9

105 315. The Review and Approve Initial Step page reappears. Depending on how your XpressHR system has been configured, you may have to review more than one Review and Approve page to complete the review of information. Click the button in order to review all pages When you have completed the review of all Review and Approve Initial Step pages, click the button (example shown below). Figure Review and Approve - Initial Step (Click to Submit Page) 317. The XpressHR Dashboard home page appears and updates the activity in the OnBoarding process tab of the Work Queue as ready for the Employee Step process (example shown below). Refer to section Employee Step for further details. Figure Work Queue (Activity Updated to Employee Step) XpressHR End User s Guide v 4.9 Page 3-73

106 3.4.2 Employee Step The next activity that is required to be performed in the manual e-wage process is the Employee Step. The wizard panels in the Employee Step allow the Existing Employee to acknowledge receipt of the WTPA information and that the Existing Employee has properly identified his/her primary language to their employer. The Employee Step activity can be done by the Existing Employee on-site or via the link sent by if the Existing Employee works remotely. Perform the following steps to launch the Employee Step wizard for on-site completion: 318. Click on the Existing Employee s name associated with the Employee Step activity in the e-wage process tab of the Work Queue (example shown below). Figure Work Queue (Launch the Employee Step Wizard) The following Employee Step wizard panels are samples of how your company can configure the e-wage process. Additional panels can be added or configured based on your company s requirements. Page 3-74 XpressHR End User s Guide v 4.9

107 Create Your Password and Security Question Once the Employee Step activity is launched in the Work Queue, the Create Your Password and Security Question panel appears (example shown below). Figure Employee Step Wizard Panel (Create Your Password and Security Question) The Existing Employee s login name is automatically assigned by the system. The password requirements are based on your company s requirements. For example, the password must contain between seven (7) and thirty (30) characters and include at least one number and one symbol. The security answer is case sensitive. The Existing Employee should perform the following steps to enter the password and security question in XpressHR : 319. If the Existing Employee has an address, select the Yes radio button and then type in the e- mail address in the Please enter your address field Type in the same address (that was just entered in the Please enter your address field) in the Re-enter your address field Type in the desired password in the Password field Type in the same password (that was just entered in the Password field) in the Re-Enter Password field Click the Security Question drop down menu and select the desired security question Type in the answer to the security question (selected in step 5) in the Security Answer field Click the button to save data and exit the wizard. Otherwise, proceed to step Click the button to continue the e-wage process. XpressHR End User s Guide v 4.9 Page 3-75

108 Page 3-76 XpressHR End User s Guide v 4.9

109 NY/CA Guidelines for Written Notice of Rates of Pay and Regular Payday The next panel in the process displays the NY or CA Wage acknowledgement panel (depending on the location selected in the Employee Set-up Information panel of the Initial Step) that details the written notice guidelines for the Existing Employee to review (example shown below). If Exempt is selected in the FLSA Status drop down menu on the New Hire Salary Information panel for an employee, the New York or California Guidelines for Written Notice of Rates of Pay and Regular Payday panel will not appear based on the guidelines of the Wage Theft Protection Act. The Review and Approve Employee Step page will appear instead after clicking on the button. Figure Employee Step Wizard Panel (NY/CA Guidelines for Written Notice of Rates of Pay and Regular Payday) 327. Click the button if you want to return to the previous wizard panel. Otherwise, proceed to step Click the button to save data and exit the wizard. Otherwise, proceed to step Click the button to continue the e-wage process. XpressHR End User s Guide v 4.9 Page 3-77

110 Notice of Pay Rate and Payday for Employees The next panel appears in the process for the Existing Employee to review the information regarding the pay rate, overtime rate, allowances, and designated payday associated with NY or CA Wages and Rates Notice (example shown below). Figure Employee Step Wizard Panel (NY/CA Notice of Pay Rate and Payday for Employees) 330. Click the button if you want to return to the previous wizard panel. Otherwise, proceed to step Click the button to save data and exit the wizard. Otherwise, proceed to step Click the button to continue the e-wage process. Page 3-78 XpressHR End User s Guide v 4.9

111 Special Pay Rate Information for Hourly Employees (NY WTPA) If the Change of Pay Rate Notice radio button was selected at the NY Guidelines for Written Notice of Rates of Pay and Regular Payday panel in the Initial Step activity, then the Special Pay Rate Information for Hourly Employees panel appears to provide your company s customized verbiage informing the Existing Employee of a pay rate change (example shown below). Figure Employee Step Wizard Panel (Special Pay Rate Information for Hourly Employees) 333. Click the button if you want to return to the previous wizard panel. Otherwise, proceed to step Click the button to save data and exit the wizard. Otherwise, proceed to step Click the button to continue the e-wage process. XpressHR End User s Guide v 4.9 Page 3-79

112 Employee Worker s Compensation Information (CA WTPA) If the Existing Employee is located in California, then the next panel appears in the process for the Existing Employee to review the worker s compensation information (example shown below). Figure Employee Step Wizard Panel (Employee Worker s Compensation Information) 336. Click the button if you want to return to the previous wizard panel. Otherwise, proceed to step Click the button to save data and exit the wizard. Otherwise, proceed to step Click the button to continue the e-wage process. Page 3-80 XpressHR End User s Guide v 4.9

113 Acknowledgement of Pay Rate and Payday (NY WTPA) If the Existing Employee is in New York, the next panel appears in the process for the Existing Employee to choose his/her primary language and to view and acknowledge the Notice of Pay Rate form (example shown below). Figure Employee Step Wizard Panel (Acknowledgement of Pay Rate and Payday) 339. The Existing Employee clicks on the Please choose your primary language drop down menu and selects the desired language for viewing the notice The Existing Employee clicks on the Click here to view the Notice of Pay Rate form in English link. (a) If the Existing Employee selects a language other than English and would like to view the notice in English and his/her primary language, he/she can click on the Click here to view the Notice of Pay Rate form in English and your primary language link. XpressHR End User s Guide v 4.9 Page 3-81

114 (b) If the Existing Employee selects Other from the Please choose your primary language drop down menu because his/her language is not listed, then the The Pay Rate notice is not available in your primary language at this time. The notice will be presented to you in English message appears (example shown below). The Existing Employee clicks on the Click here to view the Notice of Pay Rate form in English link to view the notice in English. Figure Employee Step Wizard Panel (Acknowledgement of Pay Rate and Payday Other Primary Language Entered) Page 3-82 XpressHR End User s Guide v 4.9

115 341. The Notice of Acknowledgement of Pay Rate and Payday form pop-up window appears for review (example shown below). Figure Notice of Acknowledgement of Pay Rate and Payday Form (j) Close the Notice of Acknowledgement of Pay Rate and Payday form pop-up window when the review has been completed The Existing Employee clicks on the check box in the Pay Notice Language Acknowledgement section indicating that he/she has been given the pay notice in his/her primary language (if available) and/or English The Existing Employee clicks on the check box in the Employee Acknowledgement section that he/she has been notified of the pay rate, overtime rate, allowances, and designated payday. (k) The Existing Employee selects whether he/she agrees to sign the Pay Rate Notice. (17) If the Yes radio button is selected, the Existing Employee must click the I understand that if I will sign the acknowledgement of receipt, it does not constitute a voluntary written agreement check box Click the button if you want to return to the previous wizard panel. Otherwise, proceed to step Click the button to save data and exit the wizard. Otherwise, proceed to step Click the button to complete the e-wage process. XpressHR End User s Guide v 4.9 Page 3-83

116 Acknowledgement of Pay Rate and Payday (CA WTPA) If the Existing Employee is in California, the next panel appears in the process for the Existing Employee to view and acknowledge the Notice of Pay Rate form in the primary language that the company normally uses for communicating employment related information (example shown below). Figure Employee Step Wizard Panel (Acknowledgement of Pay Rate and Payday) 347. The primary language that was previously set for your company in the Initial Step is displayed in the Primary Language Selection and Viewing of Notice section. The Existing Employee clicks on the Click here to view the Notice of Pay Rate form link to view the notice. Page 3-84 XpressHR End User s Guide v 4.9

117 (l) The Notice to Employee form pop-up window appears for review (example shown below). Figure Notice to Employee Form (CA Employees) (m) Close the Notice to Employee pop-up window when the review has been completed The Existing Employee clicks on the check box in the Pay Notice Language Acknowledgement section indicating that he/she has been given the pay notice in the language that the employer normally uses for communication of employment related information The Existing Employee clicks on the check box in the Employee Acknowledgement section that he/she has been notified of the pay rate, overtime rate, allowances, and designated payday. (n) The Existing Employee selects whether he/she agrees to sign the Pay Rate Notice. (18) If the Yes radio button is selected, the Existing Employee must click the I understand that if I will sign the acknowledgement of receipt, it does not constitute a voluntary written agreement check box Click the button if you want to return to the previous wizard panel. Otherwise, proceed to step Click the button to save data and exit the wizard. Otherwise, proceed to step Click the button to complete the e-wage process. XpressHR End User s Guide v 4.9 Page 3-85

118 Review and Approve Page Once the Employee Step wizard has been completed, the Review and Approve Employee Step page appears providing the information that has been previously reviewed by the Existing Employee (example shown below). Figure Review and Approve - New Employee Step (Initial Page) 353. Review all of the information that was previously viewed in the Employee Step wizard panels. If you need to view any detailed information on this page, click on the appropriate information link The corresponding Employee Step wizard panel will appear for review (example shown below). Figure Employee Step Wizard Panel (Review Required Information) 355. Review the required information and then click the button. Page 3-86 XpressHR End User s Guide v 4.9

119 356. The Review and Approve Employee Step page reappears. Depending on how your XpressHR system has been configured, you may have to review more than one Review and Approve page to complete the review of information. Click the button to review all pages When the Existing Employee has completed the review of all Review and Approve Employee Step pages, click the button (example shown below). Figure Review and Approve - New Employee Step (Click to Submit Page) 358. A page appears indicating that the first step has been completed. The New Employee has the option to proceed with signing the required forms or return to the XpressHR home page (example shown below). Figure Congratulations First Step Completed Page (o) To proceed with signing of the required forms, click the (p) To return to the XpressHR Dashboard home page, click the button. button. XpressHR End User s Guide v 4.9 Page 3-87

120 3.4.3 Signature Step Once the button is selected, the Electronic Signature Step login page appears for the Existing Employee to log in (example shown below). Figure Electronic Signature Step Page (Existing Employee Login) If you forgot your password, you will be required to create a new password in order to continue with signing of the required forms. Click the Forgot Password link to proceed with resetting your password. Refer to section Resetting Your Password for further details To begin the Signature Step, the Existing Employee must login to the XpressHR system by typing in his/her assigned password and then click the button The Signature Step page appears displaying the Employee s Forms tab to begin the electronic signature process for all required forms (example shown below). Figure Signature Step Click to Sign Page (Employee s Forms) Page 3-88 XpressHR End User s Guide v 4.9

121 (q) If there is a need to review any information on the currently displayed form, click the Correct Data tab. The Review and Approve Employee Step page appears (example shown below). Figure Review and Approve Orientation Step Page (Correct Data Tab) (r) Perform any required changes, as applicable and then click the button on the last page. When a change is made to a wizard panel, the New Employee will be required to log in to the Electronic Signature Step login page to continue the Signature Step activity. Once this has been completed, the Employee s Forms tab reappears to continue with e-signing of the required forms Click the button to e-sign the currently displayed form If there is more than one form required for electronic signature, a check mark appears next to the e-signed form (on the left side of the page) and the next form will automatically appear for electronic signature (example shown below). Figure Signature Step Click to Sign Page (Next Form Appears for Employee E-Signature) 363. Repeat step 3 to e-sign each form in the Employee s Forms tab. XpressHR End User s Guide v 4.9 Page 3-89

122 364. Once the Existing Employee has completed e-signing the form(s), a page appears indicating that all forms have been signed and documents are ready to be printed (example shown below). Figure Signature Step Click to Sign Page (All Forms Completed for Employee E-Signature) 365. Click the button to print the package of Employee documents. The Print dialog box appears (example shown below). Figure Print Dialog Box 366. Select the appropriate settings and then click the button to print the documents Click the button to submit all of the documents and save the data on the signed forms in the XpressHR database. Page 3-90 XpressHR End User s Guide v 4.9

123 368. A page appears requesting that the Existing Employee give control of the keyboard back to the Corporate Representative (example shown below). Figure All Forms Signed Congratulations Page 369. The Corporate Representative clicks on the button The XpressHR Dashboard home page appears and updates the activity in the ewage process tab of the Work Queue as ready for the Signature Step process by the Corporate Representative (example shown below). Figure Work Queue (Activity Updated to Signature Step for Corporate Representative) 371. The Corporate Representative clicks on the Signature Step activity in the ewage process tab of the Work Queue. XpressHR End User s Guide v 4.9 Page 3-91

124 372. The Electronic Signature Step login page appears for the Corporate Representative to log in (example shown below). Figure Electronic Signature Step Page (Corporate Representative Login) If you forgot your password, you will be required to create a new password in order to continue with signing of the required forms. Click the Forgot Password link to proceed with resetting your password. Refer to section Resetting Your Password for further details To begin the Signature Step, the Corporate Representative must login to the XpressHR system by typing in his/her assigned password and then click the button The Signature Step page appears displaying the Corporate Representative s Forms tab to begin the electronic signature process for all required forms (example shown below). Figure Signature Step Click to Sign Page (Corporate Representative s Forms) 375. Click the button to e-sign the currently displayed form. Page 3-92 XpressHR End User s Guide v 4.9

125 376. Once the Corporate Representative has completed e-signing the form(s), a page appears indicating that all forms have been signed and documents are ready to be printed (example shown below). Figure Signature Step Click to Sign Page (All Forms Completed for Corporate Representative E-Signature) After all the forms are signed by the New Employee and Corporate Representative, they are digitally sealed and encrypted to prevent alteration. The Corporate Representative can now print the form(s) Click the button to print the package of New Employee documents Select the appropriate settings and then click the button to print the documents Click the button to submit all of the documents and save the data on the signed forms in the XpressHR database. The e-wage process is now complete for the Existing Employee. XpressHR End User s Guide v 4.9 Page 3-93