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 US Employee (Rehire and Multi-Company Hire) business processes for managers and administrators to implement a review and approval workflow process for the rehire and multi-company hire work events.

1. From the Business Processes page, search for the Add US Employee (Rehire and Multi-Company Hire) business processes using the Find By search feature.
   
2. Select the manager or administrator business process.
3. In the Settings section, select Edit.
4. Select the Enable Business Process box.
5. In the Default Administrator section, select the Search icon to search for and select a default administrator.
6. Complete the remaining settings.
7. Select Save.
8. Complete the settings in the Approvers and Observers sections.

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.
   Note You can search for employees using the National ID field by entering a national ID (International), a Social Security Number (US), or a Social Insurance Number (Canada).
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 SSN field, enter the employee's social security number and then select Verify ID.
   Note For new hires, you are required to enter the social security number in the SSN and Confirm SSN fields.
5. Select Next to proceed to the Personal page.

Add or change personal information for an employee on the Personal page.

1. From the Personal page, enter the employee's first and last name.
2. Enter the employee's gender, date of birth, marital status, ethnicity information, and I-9 verification.
3. Enter the employee's contact information, including country and address information.
4. 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.
5. Select Next to go to the Job page.
   Note This page can be fully configured using Platform Configuration. Your system administrator can customize the entire page to meet your organization’s needs. When configurations are applied to this page, your tasks may not match the default tasks included with this information.

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, enter the Time Clock ID, if applicable.
2. Enter the employee's hire date. This date automatically populates in the Seniority and Benefits Seniority Date fields, but can be changed, if needed.
3. 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.
4. Enter the employee's benefit seniority date. This date is used with benefit waiting periods to establish eligibility and coverage start dates.
5. 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.
6. Select the employee’s job group and job.
7. Enter an alternate job title.
8. Select the employee’s work location. Selections for the Location field are based on the company in which the employee is being hired.
9. Complete the following, as needed:
   • Hire Source
   • Project Assignment
   • Company's Organization Hierarchy Placement (for example, division or department)
   • National and Local Union Affiliation
   • Health Care Measurement Group, if applicable.
10. 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 proceed 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.

1. From the Federal Income Tax page, select the federal tax form submitted.
   
2. Select the employee filing status. If no federal Form W-4 exists for the employee, set up the filing status as single.
3. Check the Multiple Jobs box if an employee:
   • holds more than one job at a time; or
   • is married filing jointly, and their spouse also works
4. Enter the total amount for claimed dependents, other income, deductions, and extra withholding.
5. Select the check box if the employee claims exemption from withholding. If the employee is set up as exempt, income tax will not be withheld from the employee's pay; however, taxable wages are reported on the employee Form W-2, Wage and Tax Statement.
6. Select the check box if the employee has a lock-in letter.
   Note

   A lock-in letter mandates what the employer must withhold from the employee regardless of the employee’s wishes. Employees with lock-in letters are prevented from accessing W-4 forms to ensure that changes are made through their administrator.

7. Select whether the employee is subject to backup withholding.
8. Select if the employee's pension should be reported on Form W-2.
9. Select Next.

Add employee state tax information on the State Taxes page. The information is used to calculate the employee's state payroll withholding taxes and to report the employee's annual tax information on Form W-2, Wage and Tax Statement.

1. From the State Taxes page, in the Work-In Taxes area, complete the following information:
   • Select the employee filing status.
   • Enter the total number of allowances.
   • Enter additional allowances the employee has entered on the state withholding certificate.
   • Enter any additional amount the employee wants withheld from each pay statement.
   • Select if the employee claims exemption from withholding.
2. Select the employee state unemployment insurance/disability insurance plan and whether the employee has a state or private disability insurance plan. (These fields appear only for those states that require a plan and allow private disability insurance plans.)
   
3. In the Resident Taxes area, complete the following information:
   • Select the employee county.
   • Select the employee filing status.
   • Enter the total number of allowances.
   • Enter any additional amount the employee wants withheld from each pay statement.
   • Select if the employee claims exemption from withholding.
4. In the Reciprocal Tax Agreements area, if the employee resides and works in different states, complete the following information to determine if a reciprocal tax agreement applies:
   • Select if you have received a certificate of non-residence from this employee for the state the employee works in.
   • If you have not received a certificate of non-residence from this employee complete one of the following:
     • Select if the employee is subject to state income tax withholding and reporting in the employee resident state.
     • Select if the employee is subject to state income tax withholding and reporting in the employee work-in state.
5. Select Next.

Add employee local tax information on the Local Taxes page.

1. From the Local Taxes page, in the Work-In Taxes area, select if the employee is subject to withholding and reporting for the work-in local tax jurisdiction.
2. Select if the employee is subject to any other taxes such as school district, occupational, and workers' compensation.
   
3. In the Resident Taxes area, select the employee's resident local tax jurisdiction and school district jurisdiction.
4. Select if the employee is subject to withholding and reporting for the resident local tax jurisdiction and school district jurisdiction.
5. Select Next.

Add or change 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 routing number and an account number.
   Important Confirm the ABA routing number that is specific to your Direct Deposit with your financial institution.
4. Select a bank account type.

   

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%.

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 to proceed to the Add/Change PTO/Leave Balances page.

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.
   Note 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.
   Note 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 to proceed to the Summary page.

Review your selections on the Summary page. If needed, return to the applicable page to make edits.

1. From the Summary page, review the information.
2. Select the applicable action to complete the request, such as Save, Submit, and Finish.
   Note

   If approvals are required, the Summary page appears with a Workflow Approvals section.