Steps to
Add an EmployeeFrom the Payroll or Human Resources screen, select the Maintenance menu, and then Employees.
Note: If desired, to access the Employee File from Negotiations (if applicable), select the Payroll menu from the Negotiations screen and then Employees.
Select the Options menu and then Process Employee Onboarding.
Note: The Process Employee Onboarding option is only available if the organization uses the School Accounting System-Online version, the organization has licensed the My Benefits Channel software, and the activation for the API connection between the School Accounting System and My Benefits Channel has been completed by Software Unlimited, Inc.
Tip: An alert will appear on the Payroll or Human Resources screen under the Alerts section for users with Full Access rights to the Employee File if there are newly onboarded employees that are waiting to be processed; if applicable, click the alert to access the Process Employee Onboarding option and then continue with the steps below.
The Process Employee Onboarding screen will appear listing the new employees who have completed the onboarding process within the My Benefits Channel software and are waiting to be added to the Employee File (newly onboarded employees show in the School Accounting System within a few seconds after an employee's onboarding record has been created within My Benefits Channel). The information that will be brought into the Employee File for each employee also displays.
Note: To view employees who have been previously processed (or ignored), change the filter for the Completed field (column) to (All) to display all the employees including those who are pending and those who have already been processed, or True to displays only the employees who have already been processed. The employees that are pending are listed with the Process button and Ignore button enabled, while employees that have already been processed show with a checkmark in the Completed column and a disabled Completed button or Ignored button to indicate whether the employee was previously processed (added) or ignored. If an employee is currently being processed, the Processing button or Ignoring button will appear instead until the applicable process is completed.
Complete the process for a newly onboarded employee as desired.
To add a newly onboarded employee to the Employee File, click the Process button and the information brought in from My Benefits Channel for the employee will display in the appropriate fields. If needed, make changes and then complete the remaining fields for adding the employee; and click the Save button. (Note: If the social security number (federal ID) for the newly onboarded employee matches the social security number entered for another employee already set up in the Employee File, a prompt will appear; click OK and the existing employee record will display with the new data from My Benefits Channel being populated in the applicable fields.)
Tip: Required fields (those that must be completed) will display with an error icon to the right of the field; all required fields must be completed (errors resolved) before the data on the selected screen (tab) of the Employee File can be saved. After saving an employee's information on the Name & Address screen (tab), the other screens (tabs) with required fields that need to be completed for the employee appear with the error icon to the left of the tab name; click the appropriate tabs and complete the remaining fields for adding the employee.
Note: The address for the newly onboarded employee (as entered in My Benefits Channel) will appear in the Address 1 and Address 2 (if applicable) fields in the Employee File, the phone number will appear in the Primary Phone Number field, the email address will appear in the Business Email Address field, and the personal email address will appear in the Personal Email Address field.
To ignore (not add) the employee, click the Ignore button, and then click Yes when prompted.
If there are additional pending employees to process, go back to the Process Employee Onboarding screen and repeat Steps 4-5 as many times as needed.
When finished, click the X in the upper right-hand corner to close the Process Employee Onboarding screen.