There are three stages in the onboarding process.
Invite the new employee to onboard.
New Employee completes and submits the onboarding form.
Complete the New Employee Wizard and add to payroll.
Watch a video on How to use Onboarding in WageEasy
Stage One - Invite the new employee to onboard
Go to Access WageEasy, select Onboarding from the dashboard.
You are also able to access Onboarding by going to Employee, New Employee Wizard, you will get a pop-up box that will ask you to Set up Employee Manually or Continue.
Onboarding Maintenance, Add.
Enter the employee's First Name and Last Name.
In Personal Email enter the email address to send the Onboarding Invite to.
Enter a valid Australian Mobile Number. The new employee will also receive a text notification welcoming them to the company and asking them to check their email for their onboarding invite.
The Payroll Company Name displayed on Invitation will default to the Company Name defined in the Company Details under File, Company Details. You can overwrite this for this invitation only.
Choose the Fair Work Information Statement(s) to be included in the onboarding invitation. You need to select at least one but can select more than one if required.
Click Invite Employee. This will send an invitation email and text message to the employee.
You will receive a confirmation message that the invitation has been sent. Click OK. The Onboarding Status will be updated to Invite Sent, and the Invite Employee button will be replaced with Resend Invite and Cancel Invite.
Once you have sent the invite, your Onboarding Maintenance will return with the employee having a message under Onboarding Status with Invite Sent, Close.
Note: If you do not wish to use Onboarding within WageEasy, you are able to Opt out of Onboarding Access WageEasy: Opt out of Onboarding.
Stage Two - New Employee Completes and Submits the Onboarding Forms
The new employee will receive an email and a text message inviting them to complete their onboarding forms. The Email will include the Complete Onboarding button, which they will use to open the Onboarding Welcome page.
From the Welcome page, the employee clicks the Sign In button.
The sign in will automatically authenticate if it is the employee's first time; after that, they will need to enter a six-digit security code that will be sent to their mobile. If they can't use their mobile for the code, they will have the option to send the code via email.
The Onboarding Form contains multiple pages, which the employee will need to complete.
Page | Details |
Personal Details | Employee enters details such as Name, Date of Birth, Gender, and address. Some of the fields will be auto-filled from the onboarding details in WageEasy |
Bank Details | The employee must add only one bank account through onboarding, but can add more after the onboarding process is completed through WageEasy. |
Tax Details | This is where the new employee will enter their TFN and the applicable TFN Declaration options. By clicking Save and Continue on this page, they are declaring that the information they have provided is correct. |
Super Selection | Before nominating a fund, employees must review and acknowledge information provided about the choice of super and featured super options in Onboarding. Employees will then be able to select a Super Fund from:
They will need to confirm their nomination, which is the equivalent of the Choice of Super fund form. |
Fair Work | Employees open and review the Fair Work Statements before clicking Accept to confirm. They can also download the statements. |
4. Once the Fair Work page is complete, the employee can Submit their form. This will update the New Employee information in WageEasy and change their status from Invite Sent to Complete.
Stage Three - Complete the New Employee Wizard and Add the Employee to Payroll
The Onboarding Icon on the dashboard will now have an exclamation mark to advise that the Onboarding Maintenance grid status will now be Completed. The information from the Onboarding will be updated:
TFN Declaration
Personal Details
Contact Details
Superannuation
Bank Accounts
In WageEasy, you will need to:
Go to Onboarding on the dashboard, which will now have an exclamation mark.
Highlight the new employee who has Completed under Onboarding Status, Edit.
Click on New Employee Wizard, Next.
Check information on Personal Information, Next, Next.
Tick the box if required Use this email address for pay slip delivery, Next
Select Department, Next.
Fill in Employment information, Next.
Under Payment, use the drop down to select the correct Bank, Next.
On the Taxation screen, fill in the required information, Next.
In Superannuation, if the employee nominated a Super Fund in Onboarding where the USI or ESA Alias does not match an existing Fund in WageEasy, you can click Add New Fund, Next.
On the Confirmation page, click on Finish.
Click OK when you receive the message Onboarding has been implemented.
Click Close on the Onboarding Maintenance screen.
Go to the Employee icon on the dashboard.
Review the employee record. There are some details that you will need to configure, e.g.:
Allowances
Unions
Additional Bank Accounts
Additional Superannuation, Salary Sacrifice, Voluntary Super
Note: If you have used the feature of Add New Fund in the wizard, you will need to go to Setup, Superannuation Funds, highlight the new Fund, Edit, and check the Delivery tab to select the correct delivery method.