The Onboarding process allows you to invite the employee to enter their own information on the onboarding form. Alternatively, you can enter the information directly using the New Employee Wizard. For more information on the wizard, refer to the article How do I create a new Employee?
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.
Stages one and three are performed in MicrOpay. Stage two is completed by the new employee.
Stage One - Invite the new employee to onboard
Open the New Employee Wizard by going to:
Payroll, Maintenance, Employees, Add New Employee
Payroll, Maintenance, Employees, New/Edit Employees, and click Add
Update the Basis of Employment if required. This will default to Employee. If Employee or Labour Hire is selected, the Voluntary Agreement for PAYG Withholding will be disabled in Tax Details.
If you select Contractor as the Basis of Employment, select the Tax Details. The Onboarding page only appears if the new starter is completing a TFN Declaration.
You don't need to tick Superannuation Standard Choice and Bank Account Details for Onboarding. These options will be automatically ticked when the onboarding employee submits their completed forms.
Click Next to open the Onboarding page.
Enter the employee's First Name and Surname.
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.
Select a Payroll Company.
The Payroll Company Name displayed on the Invitation will default to the Company Name defined in the Onboarding tab of the selected Payroll Company. 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 you 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.
Click Save.
Note: You can also onboard employees by going to Payroll, Maintenance, Employees, Employees. If Opt In has been selected in the Onboarding Setup, you will receive a message asking if you would like to use Onboarding to create the employee. Click Continue to use onboarding or Set up Employee Manually to open a blank employee record. Refer to - Opt out of Onboarding to opt out.
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 MicrOpay |
Bank Details | The employee must add at least one bank account, but they can add more. Where there is more than one bank account, they will nominate the primary account, which will become the Balance of Pay account in MicrOpay. |
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 MicrOpay and change their status from In Progress to Complete.
Stage Three - Complete the New Employee Wizard and Add the Employee to Payroll
In the New/Edit Employee grid, the status will now be Complete. The information from the Onboarding will be updated:
TFN Declaration pages 1 and 2
Personal Details
Contact Details
Superannuation
Bank Accounts
In MicrOpay, you will need to:
Go to Payroll, Maintenance, Employees, New/Edit Employees.
Edit the new employee record.
Complete the information on the Employment page.
In Superannuation, if the employee nominated a Super Fund in Onboarding where the USI or ESA Alias doesn't match an existing Fund in MicrOpay, you can click Add Super Fund. This will open the Add New Superannuation Fund page. Some fields will be auto-filled based on the Onboarding information. Complete the remaining fields and click OK to save and close the window.
On the Bank Accounts page, verify that the correct EFT is attached to the Bank Account(s). This will default to the first EFT Parameter by ID if you have more than one EFT Parameter set up for wages.
The Super Fund will now appear in the Super Fund field on the New Employee Wizard. Select the Employer Contribution and click Next.
The Confirmation page will display errors that need to be corrected. If there a no errors, you will receive a message that the employee is ready. Click Add New Employee to Payroll and click Save. This will create the Employee record with basic information.
Go to Payroll, Maintenance, Employees, Employees.
Review and update the employee record. There are some details that you will need to configure, e.g.:
Additions and Deductions
Leave Classes
Other Pay Details
Work Patterns
Click OK to save the record.