top of page

New Hire Onboarding

If you are an employer using Quickbooks Payroll/Workforce to manage your New Employee onboarding, you are in the right place!!

You Hired a New Employee

Congratulations! Now it is time to onboard them to payroll services. Use this link, to complete the New Hire Onboarding Form

​

During this time, be sure to collect a paper copy of the follwoing documents from yoru employee:

  • Federal I9 -with necessary ID requirements

  • Local Tax Certification

You do not need to get a W4 signed. Your employee will sign one electronically. 

Invitation to  Quickbooks Workforce

Your employee will recieve an invitation to Quickbooks Workforce.

 

Additionally, they will recieve an email from Task It 2 ME, letting them know what information they will need to successfully complete the onboarding process. This email will also provide them some best practices for logging into the system

​

Once the employee has provided their information, the employer will recieve an email confirming that the employee is onboarded for payroll

Employee Manages their  Data

Employees can login to the portal at any time to update general information, such as addresses and W4 withholding information.

​

They will also recieve an email each time payroll is run, letting them know that their paystub is available to view*

*In the State of PA, paperless/electronic paystubs are permissible as long as the employer reasonably ensures that the employee has access to these paystubs. Workforce does a smartphone app; however, if you are concerned that electronic paystubs are not meeting your burden of ensuring that your employees are receiving timely paystubs, please let us know, and we can make other arrangements. All terminated employees will received a paper copy (mailed) of their final paystub.

Workforce has a W2 function; however, your employees may or may not receive their W2 via the portal due to its limitations with proper reporting of local payroll tax withholdings.

Please Remember:​​​​

  • Please do not wait until the pay week to begin the onboarding process. Onboarding should be done as soon as an employee starts to work. An I9, in particular, is a legal requirement before an employee starts working. Additionally, if an employee runs into any issues with logging in or setting themselves up, this can hold up their first paycheck.

  • I9s are not part of the payroll process; therefore, these documents should not be forwarded to Task It 2 ME. This includes the supporting ID requirements.

  • While required, the local tax certificate does not need to be sent to Task It 2 ME. Please keep a paper copy for your records.

  • Your employee will complete a W4 electronically, so you do not need to have them complete a paper copy. If at any time you would like a copy of their signed W4, reach out to Task It 2 ME, and we will make arrangements to send it to you securely.

  • Employees' sensitive data should never be sent via email or text. The purpose of using the Workforce portal is to protect this data. 

Now  What?

Now that your employee is onboarded, what can you do to ensure that they are paid accurately on time each pay period?​

  • Approve your employees' time sheets by the end of business on the Monday of a pay week. 

  • Review the payroll summaries and reports sent to you each pay period. If a change or adjustment is necessary, submit them to Task It 2 ME immediately. Every effort will be made to accommodate changes.

  • Pay attention to emails that provide changes in deadlines. Certain times of the year (November and December) may have adjusted processing timelines due to various bank holidays.

  • Alert Task It 2 ME to changes - pay increases, change in non-tax deductions, terminations etc. Please provide them to us by completing an Employee Update.

  • The employee can handle changes in an employee's personal information, such as address, Direct Deposit information, or W4 withholding, directly in the online portal. Do not send sensitive information via email. If you need to send us a document, please let us know and we will send you a secure link

 

Finally, remember that payroll is part of your company's human resources function, but payroll is not HR. While we are more than happy to provide guidance, there will be times when we recommend that you reach out to an HR professional for advice. Please let us know if you need a referral to an appropriate individual. 
 

bottom of page