Add employees and contractors

Welcome aboard to your new team member! We've designed a user-friendly onboarding workflow to make getting them settled in a breeze.

Here's how it works:

• Step-by-step guidance: Each page in the onboarding workflow contains all the necessary information for your new hire. Complete each section and click Save & Continue.
• Save as you go: On each page of the onboarding workflow, enter the relevant information and click Save & continue. If you exit the workflow at any time, your progress from previous pages will be saved and the team member will have the Profile incomplete tag in your People list.
• Progress indicators: You can keep track of your progress in the navigation bar. Look for green checkmarks to indicate complete sections. If you see an X, it means we need a little more information before proceeding.
• Don't hesitate to return later: You can always come back and fill in any missing details at your convenience. Remember, the onboarding process is not finalized until every section has that green checkmark!

Before you start

To make the onboarding process as smooth as possible, we recommend getting clear on these items before you start:

• Do you want your employees to complete some of the onboarding steps themselves?
  You may need to adjust your permissions to allow employee self-onboarding. The default security settings allow personal information and tax information, but not banking or SIN information.
  You might also consider passing along this guide that walks employees through the process (and shows them around their new Employee portal, too!).
• Have you added your pay groups?
  If not, we recommend you add your pay groups first. It's a quick step that saves time later on.
• Have you set up your Workers' Compensation rates?
  If not, we recommend setting up your workers' compensation rates before you start onboarding team members.
• Do you have your new team members' details?
  You can save your progress and come back to the workflow at any time, but if you're hoping to finish up right away, you'll want to make sure you have your new team member's details on hand!

Video: Add people workflow, from start to finish

 

 

Navigate to Add people workflow

1. In the navigation menu, go to People > People list.

2. Click Add people.

 

Step 1: Add a new person

To begin the workflow, indicate the following:

• Employment type
  Choose whether the individual is an Employee or Contractor. This setting impacts the permissions associated with the individual as well as the available payment methods.
• Employment status
  Select Active, Terminated, or On leave (unavailable for contractors).
• Self-onboarding information
  Check the boxes to indicate which information you would like this individual to add in the employee portal:
  • Personal information
  • Social insurance number
  • Bank account details for direct deposit
  • Tax information

What's self-onboarding?
Self-onboarding lets new hires easily complete some onboarding tasks within their own Employee portals so that, well, you don't have to do it!

If you have self-onboarding selected, then you can skip entering the selected information yourself. Instead, you'll send out an email inviting your new employee to access our secure portal. This portal guides them through entering some basic onboarding information. Learn more about the employee experience of self-onboarding.

6. Click Start onboarding to enter the onboarding workflow.

 

Step 2: Basic information

1. Under Personal information, enter the following:

• First and Last name**
• Middle name
• Preferred name
• Province of employment**
• Personal email**
  • The email address for an individual can only be edited before they have signed into their Employee portal. Once they have signed in, this field will be locked.
• Date of birth
• Social insurance number (SIN)
  • If the new person is a contractor, you will also need to complete the Vendor type field. If the vendor is an individual, then you can update their SIN. If the vendor is a business entity, then you can update the business name and business number fields.
• External ID
• Phone number

**these fields are required to send out an invitation to the employee portal

2. Under Home address, enter the individual's home address. 

• If you skip this step now, you'll need to make sure that the employee has a home address before you can create an ROE or tax forms.

3. Under Payment method, indicate how this person should be paid: cheque, or direct deposit.

• If you select direct deposit, enter the relevant details. If the appropriate bank does not appear in the dropdown list, select Other and enter the bank details manually.
• Click Add another bank to add additional bank details and confirm priority of deposit. You can add up to four banks.

4. (Optional) Click Add emergency contact information and enter the emergency contact's name, phone number, and email address.

5. Click Save & continue.

6. In the confirmation window, indicate your preference for sending an invitation to the employee. This email invitation will include instructions for how to set up their employee portal and complete any onboarding options.

• Select Invite to send an invitation to the employee now.
• Select Invite later if you do not wish to send the invitation now. You can send the invitation later from the People list.

 

Step 3: Job details

1. Under Hire date, enter the hire date for the employee.

2. Under Pay group, use the dropdown list to select the relevant pay group.

3. Under Primary job, add the relevant job details:

• If the Pay type is hourly, then you'll also need to enter:

  • Rate of pay per hour
  • Fixed or Variable hours.
    If the hours are Fixed, then enter the Expected hours in a pay period. When you run payroll, the expected hours will be entered by default but you can make changes.

  
  

• If the Pay type is salary, then you'll also need to enter:
  • Annual salary
  • Employment type: Full-time or Part-time
  • Expected hours in a pay period: When you run payroll, the expected hours will be entered by default but you can make changes.
    
• Under Job title, use the dropdown list to select the relevant job title.
  • For an existing job title, simply select from the dropdown list.
  • To add a new job title, use the dropdown list to select Create new, enter the details, then click Create. You will then be able to select the job title from the dropdown list.
    
    
• Under Department, use the dropdown list to select the relevant department.
  • For an existing department, simply select from the dropdown list.
  • To add a new department, use the dropdown list to select Create new, enter the details, then click Create. You will then be able to select the department from the dropdown list.
    
    
• Under Work location, select the work location that applies for this individual. Additional locations can be added from the Company > About tab. 
  
• Under Workers' Compensation, use the dropdown menu to select the workers' compensation rate for this individual. Only rates created for the employee’s province of employment will be displayed.
  

4. Under Vacation pay, select the appropriate vacation pay details:

• Vacation pay calculation: Select your preferred method of vacation pay calculation
  • Accrued each pay
  • Be paid out each pay
  • Not tracked in Wagepoint
• Vacation pay percent (If accrued or paid out each pay): This percentage will automatically populate if you have selected both a work location and hire date for the individual.
• Year-to-date vacation balance (If accrued): Enter the year-to-date vacation balance for the individual.

5. Click on Save & continue.

Does the employee do multiple jobs with different rates of pay? Wagepoint supports this with the additional jobs feature. Click here to see our additional jobs FAQ.

 

Step 4: Tax information

1. Under What tax treatment should be applied?, indicate the preferred tax treatment for the individual:

• Standard
• Self-employed

The default settings will be applied based on your selected tax treatment. Use the checkboxes to indicate any changes to the default settings. 

2. Under Federal TD1 claim code, use the dropdown list to select the appropriate claim code.

• Click Add or deduct additional taxes to reduce or increase the amount of taxes paid each paycheque.

3. Under Provincial TD1 claim code, use the dropdown list to select the appropriate claim code.

• Click Add or deduct additional taxes to reduce or increase the amount of taxes paid each paycheque.

4. Click Save & continue.

 

Step 5: Incomes, deductions, and benefits

1. Add any income, deduction, or benefit codes for this individual.

You can add one-time or recurring codes from this screen, but you'll also be able to add codes from within the payroll process.

If you are onboarding many employees within the same pay group that have the same codes, you might also use the bulk assign option from the people menu.

• 1. Click Add incomes.

  

  2. In the slide-out window, enter the code details and click Add.

  

• 1. Click Add deductions.

  

  2. In the slide-out window, enter the code details and click Add.

  

• 1. Click Add benefits.

  

  2. In the slide-out window, enter the code details and click Add.

  

2. Once you've entered the relevant income, deduction, and benefits code, click Save & continue.

 

Step 6: Prior payrolls

If you've paid the employee outside of Wagepoint within the calendar year, whether that was manually or through another payroll provider, you'll need to enter their prior payroll information here. This ensures that payroll calculations work as expected and that all the individual's details are in one place come year-end.

1. Under Have you paid this employee in this calendar year?, indicate whether you have previous payroll data to enter for the employee.

• If you have prior payroll data to enter: Select Yes, then follow the steps below to complete the prior payroll information.
• If you have no prior payroll data to enter: Select No, then click Save & Continue.

2. Use the last paystub for the relevant individual to fill out the year-to-date (YTD) information, including Wages and additional incomes, Benefits, and Deductions.

3. Under Pensionable and Insurable earnings, review and adjust as needed.

4. Under Taxes, enter the employee YTD amounts. 

5. Click Save & continue.

 

Step 7: Final review

1. Review the employee's details.

• Use the dropdown arrow to review the information entered in each section.
• Click Edit to go back and make changes.

2. Click Done to complete the workflow.

Woohoo! Your new team member is now listed in the People list. 

 

 

FAQs: Self-onboarding

• If you are unable to select one or more self-onboarding options for your employees or contractors, it's likely that you have the permission setting turned off.
  

  To edit permissions for Employees and contractors, follow the steps below:

  1. In the navigation bar, click Settings. 

  2. Select Roles & permissions.

   

  3. Locate the relevant role and click View.

  

   

  4. On the Permission settings tab, review the permission settings for the role. To make changes, click Edit.

  

   

  5. Make any changes to the permission settings using the radio buttons. Then, click Save.

  

• 1. In the navigation bar, click Settings. 

  2. Select Roles & permissions.

  

   

  3. Locate the relevant role and click View.

  

   

  4. On the Permission settings tab, review the permission settings for the role. To make changes, click Edit.

  

   

  5. Make any changes to the permission settings using the radio buttons. Then, click Save.

  

   

FAQs: Add people

• At this time, all provinces are available in Wagepoint 2.0 except Québec. We understand how important it is to support businesses, employees, and contractors in Québec and in French, and we're working on it! In the meantime, if Quebec support is non-negotiable for you, please get in touch with our support team to explore options.

• This error most often occurs when an employee profile has been archived. To check if this is the case, follow these steps:

  1. Log into your Wagepoint account. In the navigation bar, go to People.
  2. Under People, click Filter.
  3. Check View archived records, then click Show result.

  If the individual is on this list, you can either restore or delete the profile.
  
  If you are not able to find a relevant archived profile, double-check your data to ensure you have entered everything correctly and received the correct information from your employee. If that does not work, please reach out to us at [e-mail] so we can work through this together!

• Wagepoint will calculate income tax, CPP, and EI (if applicable) for employees, but not for contractors. If you use the year-end workflow to create year-end forms, then you'll be able to generate a T4 for employees and T4As for contractors.

• You can add sales tax for contractors in their People profile.
  1. Navigate to the People list, locate the relevant contractor, and click View.
  2. On the Incomes, deductions, & benefits tab, click Add Incomes.
  3. Select Contractor Pay.
  4. Enter a per job amount and frequency. If desired, you can also enter the hours and sales tax province.
  5. Click Save. 

  To remove the sales tax you need to remove it from the People profile where it was added.

• A TD1 (Personal Tax Credits Return) is crucial for both employers and employees in Canada as it determines how much tax should be deducted from an employee’s income. Employers are legally required to collect and use this form to determine payroll deductions and remain compliant with the CRA.
• The employee should provide you with their TD1 claim code. If you're unsure what to list as your TD1 claim code, please contact the CRA. This resource may be a good starting point.
• No, at this time, there is no bulk import option.