The Onboarding and Core HR interaction allows the information provided by your new hires in their paperwork to flow into Core HR to eliminate any needless data entry and help you get them started with your organization faster.
We offer a video training for this topic on Arcoro Learning.
Table of Contents
- Onboarded New Hires Tile & Page - Core HR Administrators will have access to incomplete employee information through the Onboarded New Hire Tile (found on the landing page), and the Onboarded New Hires Page.
- Documents - Documents completed during the Onboarding New Hire paperwork will transfer to Core HR. This will include the W4 (s), Direct Deposit, I9, Policies, Acknowledgements, Custom Forms, and the Voluntary Survey.
- Direct Deposit - Additional routing validation added to Onboarding. This is the same validation currently used in Core HR.
- Pay Rates - Prioritization adjustments. Core HR is the priority for pay rates.
- State Taxes - State Taxes will be available in Core HR as part of the employee profile sent from Onboarding to Core HR.
- User Defined Fields - User Defined Fields configured in Core HR are available as a Shared Custom Field in Onboarding.
- Data Fields - How the data from Onboarding comes into Core HR
- Special Consideration for Millennium Payroll Customers
Onboarded New Hire Tile in Core HR
Core HR Administrators will have the Onboarded New Hires tile located on the dashboard in Core HR. Below you can see an example of the Onboarded New Hires tile. This example indicates there are four employees waiting to complete the process by either the HR Admin (Core HR) or the Hiring Manager (Onboarding).
Clicking the number in the "Onboarding New Hire" tile will take you to the Onboarded New Hires page with a list of incomplete new hires imported from your Onboarding module. An "Incomplete New Hire" refers to a New Hire who has completed the employee portion of the new hire paperwork in Onboarding and has not been completed by the Hiring Manager in Onboarding or the HR Admin in Core HR.
Learn more about how to use the Onboarding Hew Hires tile and list from our dedicated article here.
Documents & Forms
After the new hire has been saved in Core HR and the new hire is "Manager Complete" in Onboarding, their completed new hire documents from Onboarding will be available in Core HR for review in the employee's profile.
The Arcoro Onboarding and Human Resource solution facilitates the electronic delivery of the I-9, Employment Eligibility Verification form, as specified by the U.S. Citizenship and Immigration Services. This onboarding process enables both the employee and the hiring manager to electronically sign the form, which is then securely stored in an electronic file cabinet. This onboarding process enables the authorization of electronic signatures of both the employee and hiring manager (company authorized representative)
While a majority of documents associated with the new hire in the Onboarding Electronic Filing Cabinet will be available in Core HR, there are some documents that will not be available, as listed below:
Some examples of the documents that will be available include:
- I9
- Federal W-4
- State W-4 (If applicable for new hire's Onboarding location)
- Voluntary Self Identification
- Direct Deposit
- All Policy Signatures/Acknowledgements in a Single Document (all individual Policy signatures/acknowledgments will be summarized into a single document)
- Each Individual Custom Form
The following document(s) will not be available:
- Job Applications
- Individual Policy Signatures/Acknowledgments (as noted above, all individual Policy signatures/acknowledgments will be summarized into a single document)
Core HR Admins will navigate to the Documents of an employee profile as normal.
- From the side menu, expand Employee and click Documents.
- If already viewing an employee profile, you can hover over "Employee" to show the available pages and click Documents.
New Hire Paperwork Not Completed
If the Hiring Manager in Onboarding has not completed the new hire paperwork, you will see the following message when reviewing the Documents, "New Hire documents from Onboarding are displayed after the Onboarding Manager has completed the Onboarding New Hire process."
Please Note
- Documents added to Onboarding after the Hiring Manager has completed the new hire paperwork will not pass to Core HR. The best practice is to add any additional documents directly to Core HR once the Onboarding paperwork has been completed by the Hiring Manager.
- Documents can take up to 5 minutes to appear in Core HR after the Hiring Manager in Onboarding has completed the manager paperwork.
Direct Deposit
Direct deposit has been enhanced with additional validation for routing number has been added to the Onboarding module (this was released July 2021). This validation is the same functionality that lives in Core HR today. New Hires may enter up to 6 direct deposit records in Onboarding that will be added to Core HR. When a New Hire is saved in Core HR, their direct deposit information will be available as part of their employee record.
- From the side menu, expand Employee, expand Payroll, and click Direct Deposit.
- If already viewing an employee profile, you can hover over "Payroll" to show the available pages and click Direct Deposit.
Pay Rates
The new process focuses on data priority with Core HR being the number one priority.
Once the pay rate record is created in Core HR, it will be considered the source for pay rate information. Employees' pay rates that are entered in the Applicant Tracking and Onboarding module will be used to create the employee’s compensation/pay rate record in Core HR. Pay rates entered in Applicant Tracking will continue to be available in Onboarding and be added to Core HR.
- Once the Pay Rate has been set in Core HR by the HR Admin, or when the New Hire is Hiring Manager complete in ONB, the Pay Rate will no longer be editable in Onboarding.
- Payrate information that will be used to create the record in Core HR.
- Pay Rate Type
- Hourly or Salary
- Start Date
- Pay Rate
- Pay Rate Type
- From the side menu, expand Employee, expand Payroll, and click Compensation.
- If already viewing an employee profile, you can hover over "Payroll" to show the available pages and click Compensation.
State Taxes
After a new hire has completed their State W4 form in Onboarding, as part of the new hire process, when a Core HR Admin saves an employee record in Core HR with a valid Hire Date, a state tax record will be created with a start date that is populated from the Employee's Core HR Hire Date.
- Expand Employee, expand Payroll, and click Taxes from the menu.
- If already viewing an employee profile, you can hover over "Payroll" to show the available pages and click Taxes.
- Click the State Taxes tab.
State taxes completed during new hire paperwork in Onboarding will pass and create a state tax record in Core HR.
Shared User Defined Fields
User Defined Fields intended to be completed in the Onboarding module by either the employee or hiring manager while completing the new hire paperwork will be added to Core HR first and made available for selection in Onboarding.
All User Defined Fields (User Defined Fields 1-5 and User Defined Lookup FIelds 1-15) added to Core HR will be available to add as Shared Custom Fields in Onboarding for either the employee or manager side. You can have up to seven Shared Custom Fields in Onboarding that originated in Core HR.
For more information about setting up and using shared custom fields in Onboarding, refer to our dedicated resource here.
Existing User Defined Fields
Any User Defined Fields that you currently have mapped from Onboarding to Core HR will need to be added to Core HR so that once the enhancement is enabled you will be able to select these User Defined Fields as ‘Shared Custom Fields’. Once the User Defined fields have been entered in Core HR, you can remove the duplicates in Onboarding.
Shared Data Fields
The data that is entered by and for a new hire in Onboarding will come over to Core HR for the following fields:
| Onboarding | Core HR |
|---|---|
| Social Security | Employee SSN |
| First Name | First Name |
| Middle Name | Middle Name |
| Last Name | Last Name |
| Suffix | Suffix |
| Address Line 1 | Street 1 |
| Address Line 2 | Street 2 |
| Employee City | City |
| State | State |
| Zip Code | Zip |
| Home Phone Number | Home Phone |
| Mobile Phone Number | Mobile Phone |
| Employee Email Address | Home Email |
| Date of Birth | Birth Date |
| Gender | Gender |
| Marital Status | Marital Status |
| Employment Type | Employee Status |
| Location | Facility 1 Name |
| Start Date | Hire Date |
| Job Title | Title |
| Race Ethnicity | EEOC Ethnicity |
| Country | Country |
| Pay Rate Type | Rate Type |
| Start Date | Start Date |
| Pay Rate | Per Pay Rate |
| Emergency Contact First Name | First Name |
| Emergency Contact Last Name | Last Name |
| Emergency Contact Home, Mobile, and/or Work Phone Number | Primary Phone |
| Institution Name | Bank Name |
| Account Number | Account Number |
| Routing Number | Routing Number |
| Account Type | Deposit Account Type |
| Direct Deposit | Amount of Percent |
| State Tax PDF Form | State Tax (Payroll > Taxes) |
| Federal Tax PDF Form | Federal Tax (Payroll > Taxes) |
Special Consideration
Millennium Payroll Customers
Users who start with Core HR and Millennium Payroll and add on the Onboarding module at a later date will have the option to enable the SFTP or not have ONB information pass to Core HR as the Onboarding to Core HR API will not be available.