System administrators must enable web access rights for the Add US/Canadian/International Employee work event for Employee Administrator and Manager roles.

1. From the Web Access Rights page, expand My Team for your manager role or Employee Admin for your employee administrator role, then expand My Employees and My Employee List.
   
2. In the Add US/Canadian/International Employee row, select the Add box.
3. Select Save.

System administrators must configure the Add Canadian Employee (Hire, Multi-Company Hire, Rehire) business processes, including preference and notification options, using the settings for each role type (Manager and Employee Administrators).

1. From the Business Processes page, use the Find By fields to search for the Add Canadian Employee business process and select Search.
   
2. Select the applicable Add Canadian Employee business process link to open the Detail page where you can configure settings, approvers, or observers.
3. Complete the Enable/Disable Settings section.
   1. Check the Enable Business Process box to activate the business process.
   2. Select the Search icon to select a default administrator. The Default Administrator field is required.
   3. Check the Allow Initiator Comments box if you want to allow initiator comments to be entered.
   4. Check the Allow Edits During Approval Process box if you want to allow changes to be made during the process.
4. Complete the Inbox and Email Settings section.
5. Select Save.
6. Complete the Approvers and Observers sections, as needed.
7. Repeat steps for each business process, as required.

Employers have the option to enable the Name and Employee Number search fields on the Look Up Employee page of the Add US/Canadian/International Employee work event. Hiring managers can perform a more thorough record search using the additional fields before hiring or rehiring an employee.

Navigation:Menu > System Configuration > System Settings > Display Settings

1. From the Display Settings page, select Edit.
2. Switch the Search for Employee Duplicates toggle to YES to search by Name and Employee Number when using the work event.
   

   When the search and related US/Canadian/International Employee business processes are enabled, employee administrators and managers can search for potential record matches using the employee's first name, last name, and employee number. Record matches are not limited by role-based security qualifiers.

   Note If the manager does not have access to view the employee record, administrators must first obtain the employee's National ID of the country in which they were originally hired.

Hiring new employees, rehiring former employees, or hiring current employees to multiple component companies is done using the Add US/Canadian/International Employee work event. To initiate the hire, rehire, or multi-company hire process, search for an employee record by first name, last name, employee number, or national ID.

1. From the Look Up Employee page, search for an employee record by first name, last name, employee number, or National ID.
2. Complete one of the following:
   1. If a match is found, select the employee record to proceed with the rehire or multi-company hire process.
      Important If you are not qualified to see this employee, you must provide the National ID from the original hire country in order to proceed with the rehire process.

      
   2. If a match is not found, a message displays with a link to initiate the new hire process. Select the link.
      
3. From the Company drop-down list, select the company to which you want to hire the employee.
4. In the SIN field, enter the employee's social insurance number and then select Verify ID.
   Note For new hires, you are required to enter the social insurance number in the SIN and Confirm SIN fields.
5. Select Next to proceed to the Personal page.

Add or change personal information for an employee on the Personal page of the Add US/Canadian/International Employee work event.

1. From the Personal page, enter the employee's Social Security Number (SSN). If the employee has previously worked or is currently working in a U.S. company, the SSN is required.
2. Enter the employee's first and last name information (including the suffix). The employee’s name must be entered exactly as it appears on the employee's work authorization documentation.
3. Enter the employee's gender, date of birth, marital status, and ethnicity information.
4. Enter whether the employee is an aboriginal person or member of a visible minority.
5. Select the preferred language for the pay statement.
6. Enter the employee's contact information, including country and address information.
7. Enter the employee's phone and email information.
   Important Each email address must be unique. Do not share email addresses across multiple new hires. If email addresses are shared, new hires may have problems signing into UKG Pro.
8. Select Next to go to the Job page.

Add or change job information for an employee on the Job page of the Add US/Canadian/International Employee work event.

1. From the Job page, if processing a multi-company hire, select a Home Company. The home company is the employee's primary company.
2. Enter the Time Clock ID, if applicable.
3. Enter the employee's hire date. This date automatically populates in the Seniority and Benefits Seniority Date fields, but can be changed, if needed.
4. Enter the employee's seniority date. This date is used to calculate the employee's length of service. It is also used to calculate how the employee accrues PTO and leave balances.
5. Enter the employee's benefit seniority date. This date is used with benefit waiting periods to establish eligibility and coverage start dates.
6. Enter the employee's next salary and performance review dates. The defaults for these dates are based on the company-level settings established during company configuration, but can be overwritten if necessary.
7. Select the employee’s job group and job.
8. Enter an alternate job title.
9. Select the employee’s work location. Selections for the Location field are based on the company in which the employee is being hired. The province of employment defaults based on the location selected.
10. Complete the following, as needed:
    • Hire Source
    • Project Assignment
    • Company's Organization Hirearchy Placement (for example, division or department)
    • National and Local Union Affiliation, if applicable.
11. Select Next to go to the Payroll page.

Add or change payroll information for an employee, such as pay rate, other rates, pay group, shift, earnings group, and deduction/benefit group on the Payroll page of the Add US/Canadian/International Employee work event.

1. From the Payroll page, enter the employee’s pay rate. Indicate how the pay rate is based (per hour, per week, per pay period, or per year).
   
2. Select the employee’s pay group. Only active pay groups that you are qualified to view are listed. The pay frequency defaults based on the pay group selected.
3. Enter the employee’s scheduled hours. The hours default based on the pay group selected but can be overwritten.
4. Select the employee's earnings group. Different earnings groups can be created for hourly and salaried employees. Only those earnings that are flagged as "auto add" are assigned to the employee.
5. Select the employee's deduction/benefit group. Only those deductions that are flagged as "auto add" are assigned to the employee.
6. Complete the following, as needed:
   • Employee Type (Regular or Temporary)
   • Employee Pay (Hourly or Salaried)
   • Employee status (Full Time or Part time)
   • Shift Group and Shift
   • Employee Automatic Pay (Yes or No)
7. Select Next to go to the Federal Income Tax page.

For organizations with a time or workforce management solution, a separate page displays after the Payroll step in the Add Employee and Add US/Canadian/International Employee work events. The fields will vary based on the solution that your organization uses.

Add or change employee federal income tax information on the Federal Income Tax page of the Add US/Canadian/International Employee work event.

1. From the Federal Income Tax page, select if the employee is exempt from the following:
   • Federal Income Tax (FIT)
   • Canada Pension Plan (CPP)
   • Employment Insurance (EI)
2. Select if the employee chooses to withhold and report the Canada Pension Plan.
   Note If the withhold and report Canada Pension Plan box is not checked and the employee is exempt from Canada Pension Plan, the withhold and report Canada Pension Plan field is disabled. If the employee is exempt from Canada Pension Plan the box is checked, withhold and report Canada Pension Plan field is disabled.
3. Select if the employee chooses to claim personal tax credits amounts.
4. Select if the employee's total income is less than total claim amount.

   The employer will not deduct taxes from employee earnings.

5. Enter a deduction amount the employee claims for living in a prescribed zone.
6. Enter an additional tax to be deducted if the employee chooses to withhold an additional tax amount.
7. Select if the employee completed Form T1213, Request to Reduce Tax Deductions at Source, to request a reduction in tax deductions.

   Click the Form T1213 link to view a sample form.

8. Select if the employee is commissioned claiming expenses.
9. Select Next.

Add or change employee provincial income tax information on the Provincial Income Tax page of the Add US/Canadian/International Employee work event.

1. From the Provincial Income Tax page, select if the employee is exempt from:
   • Income Tax
   • Quebec Pension Plan
   • Parental Insurance Plan
2. If the employee is not marked exempt from provincial income tax, complete the following personal tax credit information for the employee, as needed. Select the form link to view a sample Form TD1, Personal Tax Credits Return.
   • Select if the employee chooses to claim personal tax credits amounts.
   • Select if the employee's total income is less than the total claim amount. The employer will not deduct taxes from the employee's earnings.
   • Select if the employee completed Form T1213, Request to Reduce Tax Deductions at Source, to request a reduction in tax deductions. Select the TP-1016-V link to view a sample Form T1213.
   • Enter the amount of other provincial tax credits authorized by the District Tax Office.

Add or change employee direct deposit accounts on the Direct Deposit Detail page.

1. From the Direct Deposit page, select Add.
2. Enter a bank name.
3. Enter a branch number and banking institution number.
4. Enter an account number.
   
5. Select a status of Active or Inactive for the account.
6. In the Amount section, complete one of the following:
   • To specify a specific dollar amount, select the Flat Amount radio button and enter the dollar amount without a dollar sign.
   • To specify a specific percentage, select the Percent Amount radio button and enter the percentage without a percent sign.
   • To specify the available balance, select the Available Balance radio button.
   Important UKG Pro rounds direct deposit allocation percentages to the nearest hundredth. For example, you can enter 99.99% as an allocation percentage for an account. If you enter 99.999%, it is rounded up to 100%. If an employee has multiple direct deposit accounts, the total of all accounts must equal 100%. UKG Pro rounds direct deposit allocation percentages to the nearest hundredth.
7. Select Next. The Direct Deposit page appears with the new account. To make changes to a direct deposit account, select the account number link.
8. Select Next.

Add or change PTO or leave balance information for employees using the Add/Change PTO/Leave Balances page.

1. From the PTO/Leave Balances page, select Add.
2. Enter available hours, if applicable.
3. Enter the date in which the PTO or leave balance is earned. The earned through date cannot be prior to the employee’s seniority date when processing a new hire. This date is the key date in determining all accrual calculations and must be populated with the date you want to begin calculating the accrual.
4. Enter the reset date. The reset date cannot be prior to the employee’s seniority date when processing a new hire. This date is the last day on which the employee's PTO plan reset and is determined according to the PTO Plan’s reset calculation rule.
5. Select Next. The PTO/Leave Balances page appears with the new information. To change a PTO plan's information, select the plan link.
6. Select Next.

Review the information entered from the request on the Summary page. Return to the applicable page to make any changes, if needed.

1. From the Summary page, review the entries or modifications.
   
2. Select to return to a previous page to make any changes.
3. Select Save.

   The employee record is saved. View or modify the information that was entered from the Add US/Canadian/International Employee work event by navigating to the employee record (Menu > My Team > My Employees > select employee).

   Note The Summary page appears with a Workflow Approvals section if approvals are required.