Entering a New Hire and Terminating an Employee in IOIPay
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- Winfred Cannon
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1 Issued: Fall 2017 New Hire Page 1 Entering a New Hire and Terminating an Employee in IOIPay Entering a New Hire Follow these step-by-step instructions to enter a new employee into the payroll system. 1. Click on Employee Maintenance on the left hand navigation. Then click on New Hire Express. 2. The screen will open up to the Multiple Location Lookup screen. Enter the Social Security Number for the new hire and click on the Verify button. There are three verification messages that would pop up based on the Social Security Number entered. a. No previous history for this employee (1.a) b. Employee already exists in this division. Use the Rehire Date field on the Employee Demographics screen to prevent duplicate employee records. (1.b) c. (AN Division Listed) Employee is listed in another division. Please note the division that may be affected by the changes you are entering. (1.c) No Previous History New Hire Express - Multiple Location Lookup Not located in the Archdiocese (1.a)
2 Issued: Fall 2017 New Hire Page 2 3. Once you click on the OK button, the screen will automatically navigate you to the New Hire Express screen. It will auto populate the Social Security Number for you. Individual Already Exists in this Division Exists in Current Division (1.b) 1. Once you click the OK button. The screen will refresh presenting you with the employee s information that matches the Social Security Number you ve entered. 2. If the individual already exists in your division, you can view the information on the Employee Demographics screen by clicking on the button View on Demographic Screen. 3. Once on the Employee Demographics screen, you can rehire the individual. Change the individual s status back to Active and delete the initial term date and enter a Rehire Date. 4. You will need to re-enter the following fields: - Voluntary Deductions - Employee Benefits - Pay Information - Direct Deposits Individual Exists in Another Division Exists in Another Division (1.c) 1. If the individual is located in another division within the Archdiocese you will receive a pop up message letting you know. Once you click OK it will display the employee details.
3 Issued: Fall 2017 New Hire Page 3 Employee Details in Another Division 2. To hire the individual in your location, click on the Hire button. The screen will then redirect you to the New Hire Express screen to complete the fields necessary to hire the individual. New Hire Express 1. Populate the new hire screen by filling in all the fields. Required fields are indicated by an (*) and (**) indicate required fields if applicable.
4 Issued: Fall 2017 New Hire Page 4 2. There are 3 fields under the demographics section that apply only to divisions using AOD time & attendance. If your location is not using that system, those can be left blank. - Clock Group - Patterns - Pay Class 3. The Taxable Status is an important field to set up Priest/Sisters correctly. If left blank, it will default to Not tax exempt. - Not Tax Exempt- W-2 employee: wages are fully taxable/federal and state withholding applies. - Tax Exempt Independent Contractor, no taxes are withheld
5 Issued: Fall 2017 New Hire Page 5 - FICA/MHI-Tax exempt- W-2 employee: FICA/MHI federal and state tax exempt (use only for active priests). - FICA Tax exempt only- Exempt from federal taxes. - Tax Override-1099R- FICA/MHI exempt, federal and state taxes can be withheld - Tax Exempt-no No W-2 or 1099: Completely tax exempt (Use for religious priest; sisters and brothers). 4. The Primary Location field will need to be populated. This field will default to Y if this new hire is not working anywhere else in the Archdiocese. If an employee is working at another location within the Archdioceses: a. Between the divisions where the employee is employed, only one location can be marked as the Primary Location. You will need to coordinate with the other divisions to identify which location will be responsible for benefits. The division responsible for the benefits will mark the field Y for the employee. b. If more than one division has the Primary Location flag set to Y for that employee, a pop up message will appear listing the other divisions that are marked Y for Yes. The divisions will need to coordinate to identify which division will be responsible for the employee s benefits and mark the employee Y. The other divisions will be set to N. c. If all locations are marked with N, a pop up message will appear stating that no primary locations have been set. This employee will not be reported to the 401K provider. 5. Once you ve populated all the necessary fields, click on the Save button at the bottom of the screen. A message will appear alerting you that your employee has been successfully added into the system. *Reminder: You will need to set up deductions as well as benefits for the employee. Follow the HR Benefit, GTL & ACA document.
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Please see the more in depth process guide attached to this document, which includes screen shots from the systems.
This is for benefits eligible new hires during the dual entry period, any time between 7/1/2018 until the auto-feeds are in place between IOI and Benefits Connect. The Office of Human Resources will send
Please see the more in depth process guide attached to this document, which includes screen shots from the systems.
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