Purpose Statement
This document outlines what needs to be done to add an EIN on the HR side.
Benefit Plans
Once the new EIN has been set up, you can start making changes regarding the new EIN. You need to find out if the new EIN will be using the same benefit plans as the previous EIN or if new plans need to be set up.
If the new EIN will be using previous benefit plans, the only thing you need to do is make sure the new EIN has been added to the deduction/earning codes.
From the Admin Tab, go to Company Settings>Payroll Setup>Deductions Codes or Earnings Codes. Click to View Deduction (Earning). On the left side of the screen, you can add the new EIN to the code. This will prevent errors from being received when enrolling the employees in the benefit plans.
If new plans are needed, you will do a benefit discovery and proceed as if a new client. You will need to ensure that if the same deduction/earning codes will be used as previously used the EIN is added to the existing deduction/earning code. If new codes are needed, set those up, assign the EIN, and add to the new plans
Jobs
Client needs to determine if the jobs that are currently in the job look up list encompass what is needed for the new EIN or if new job titles will be needed.
If new job titles are needed, you can add them to the list by navigating from the Admin Tab to Company Settings>HR Setup>Jobs.
You will set up a job as usual by clicking Add New and completing the necessary fields. Once you hit save, a warning will pop us saying Company EIN is not specified. Click OK. On the left side of the job screen, you will see an area to select the EIN that this job is associated with.
If the client does not need new jobs set up, you will still need to update the existing job titles with the new EIN to be able to add the title to employee records.
Navigate to the job table and click on View Job for the title that needs updated. Once inside the job, on the left side, you can click to add the new EIN. Hit Save. This will now make this job available to employees in the new EIN.
Positions
Similar to jobs, the client needs to determine if the positions that are currently in the position list encompass what is needed for the new EIN or if new positions will be needed.
If new job titles are needed, you can add them to the list by navigating from the Admin Tab to Company Settings>HR Setup>Positions.
You will set up a position as usual by clicking Add Position and completing the necessary fields. Once you hit save, a warning will pop us saying Company EIN is not specified. Click OK. On the left side of the position screen, you will see an area to select the EIN that this position is associated with.
If the client does not need new positions set up, you will still need to update the existing positions with the new EIN to be able to add the title to employee records.
Navigate to the position table and click on View Position for the position that needs updated. Once inside the position, on the left side, you can click to add the new EIN. Hit Save. This will now make this position available to employees in the new EIN.
Employees
You will need to find out if existing employees in WFR will be moving to the new EIN or if new employees will be entered in WFR for the new EIN.
If you are moving existing employees to the new EIN, you will need to determine if the current record will be maintained as active. This usually occurs when the employee will be tracking hours in multiple EINs.
If they will be maintained as active, you will just need to add the new record in the new EIN through hiring the employee in the new EIN. You will need to set up a Sync Profile to be able to hire the employee in the new EIN.
If you are importing new employees that have not currently been entered, you will import those employees as normal noting the new EIN on the import template.
Miscellaneous
There are other areas that may need to be revisited as part of the new EIN addition. Please work with the client to confirm if current configuration meets their needs in this area.
Performance Reviews
HR Actions
Checklists
Custom Forms
Trainings/Certifications
Pay Grades
Credentials