If your company or broker subscribes to EaseCentral Enhanced Onboarding, employees will be asked to enter emergency contacts, W-4 withholding designations, I-9 required identification, and direct deposit details when they complete their onboarding and enrollment in EaseCentral. Onboarding options will be displayed to newly hired employees based on the number of days specified in Marketplace > Human Resources > Onboarding > Onboarding Preferences.
Employee Onboarding Experience:
Employees can enter any emergency contacts that should be referenced if needed by the employer.
If onboarding is activated for your company's portal, employees will enter their W-4 filing status and any additional withholdings and allowances.
State W-4 forms will be generated along with the Federal W-4 form W-4 (STATE LEVEL) is enabled in Marketplace > Human Resources > Onboarding > Onboarding Preferences and the employee is a resident of a supported state. Supported states are AZ, CA, CT, DC, IL, IN, IA, KS, LA, ME, MD, MA, MI, MN, MO, NJ, NY, NC, OH, PA (Local Taxes), SC, VA, and WV. We are continuing to add state W-4 forms to our list of supported states on an ongoing basis.
At this time this information is not mapped onto any state tax forms for non-supported states but can be referenced and updated in payroll if needed.
When employees are at the I-9 step in the onboarding process they will be asked to confirm their citizenship and enter evidence of identity and employment authorization by uploading identifying documents from the IRS list of acceptable documents.
Employees will then enter their banking information for direct deposit purposes in the Direct Deposit step of the onboarding process.
Accessing Employee Onboarding Information:
Company Administrators can access Emergency contacts entered by employees in the employee's profile in the Contacts page.
The completed and signed W-4 and I-9 documents will be available in the employee's Documents > Shared page in EaseCentral when the employee completes the onboarding process.
Direct deposit information entered by the employee during onboarding will be accessible in the Direct Deposit tab.
Note: Please be aware that once an employee has completed onboarding, the system will not re-show any onboarding tasks nor documents to the employee. Should an employee need to redo onboarding or re-review any of the documents listed under the Documents > Onboarding tab, after already completing onboarding, their ONBOARDING STATUS should be reset on the Coverage tab of their profile.
The reset option will show based on the duration of days that onboarding is offered to employees and can be reviewed by going to Marketplace > Human Resources > Onboarding > Onboarding Preferences. If the reset option does not show, likely the employee is outside of the specified window. The DAYS TO SHOW ONBOARDING AFTER HIRE DATE can be updated temporarily in the rare occurrence that the above scenario has occurred. Remember to update the DAYS TO SHOW ONBOARDING AFTER HIRE DATE once the employee has been able to redo any necessary tasks.