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      Add Employees to Payroll
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        Add Employees to Payroll

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          Article summary

          Once your company has been onboarded to Steelhead Payroll, the next step is to add employees to your Payroll. The Payroll Admin will do the initial step of adding the employee, and then the employee can add all their personal information themselves, or the Payroll Admin can fill everything in for them.

          Add New Payroll Employee

          1. Navigate to the Timesheets dashboard from your Steelhead homepage.

          2. Click the dropdown next to Configuration, then Payroll and open the Employees tab.

          3. Click NEW PAYROLL EMPLOYEE to add a new employee to the Payroll.

          4. Fill in the information for the New Payroll Employee

          • Selecting a Steelhead User from the dropdown will auto-fill the First and Last Name
          • Select a Workplace address from the dropdown
            • Required for tax purposes
          • Select the employee Start Date from the Calendar (same as User Start Date)
            • This is needed for CheckHQ to understand employment history for W2 purposes

          Click SAVE

          Add Pay Rate

          1. Click the pencil under the Pay Rate column to add a new Pay Rate or View Pay Rate History.

          6. Click CREATE NEW PAY RATE

          7. Select an Effective Date, put in the new Pay Rate, and click SAVE

          8. You can also Archive a Pay Rate and View Archived Pay Rates.

          When done, click OK.

          Terminate Employee in Payroll

          1. When an employee is terminated, uncheck the box under the Active column.

          10. Confirm you want to make that employee inactive.

          Edit Basic Employee Profile

          1. Clicking the Pencil icon under the Edit Profile icon will allow you to edit basic Employee information.

          12. Edit info as desired and click SAVE.

          Payroll Onboards Employee

          1. Select ONBOARD PROFILE next to the employee you just added in order to finish their Payroll Profile.

          Employees can also add their own information from their User page. See those instructions here.

          14. Click "Get Started"

          15. In the Personal Information section, fill out:

          • Employee Name
          • Date of Birth
          • Social Security Number
          • Employee Address

          16. Check the checkbox to give W2 consent.

          17. In the Payment Method section, select how employee would like to be paid, then click Continue.

          18. If selecting Direct Deposit, click Authorize. You will then be prompted to fill out bank account information where funds will be deposited.

          19. If selecting Cash or Paper Check, check the "My employer has agreed to pay me directly by cash or paper check." field, then click Continue.

          20. In the Tax Withholding section, complete the payroll forms then click Continue.

          21. You can now close the dialog box.

          21. You can now close the dialog box.

          Add Employee to Pay Schedule

          Now you will add the new employee to a Pay Schedule.

          You can have different Users on different Pay Schedules, for example your salary employees may get paid biweekly, and hourly employees get paid weekly.

          22. Under Configuration, click Timesheets, User Pay Schedules.

          Click the Plus icon next to any employee name.

          23. Select the Pay Schedule and add or delete any Users from the list.

          24. You can also change the Effective Start (the date you'd like the Users to start the given Pay Schedule), and View All User Pay Schedule Changes.

          25. Click SAVE when done.

          When all employees have been added and onboarded to Steelhead Payroll, you can then Run Payroll.

          Payroll Employee Self-Onboarding

          1. From your Steelhead User page, scroll down to the Settings section. You have two options for Payroll Onboarding:

          • Click on ONBOARD AND EDIT PAYROLL INFORMATION
            • This will display the onboarding dialog box
          • Click on View All Payroll Information
            • This will open your Payroll User page

          You can also come back to this section at any time and view any Paystubs that are created.

          2. From your Payroll User page, click the ONBOARD AND EDIT PAYROLL INFORMATION button.

          3. Click Get Started.

          4. In the Personal Information section you'll fill out:

          • Employee Name
          • Date of Birth
          • Social Security Number
          • Employee Address

          5. Check the checkbox to give W2 consent.

          1. In the Payment Method section, select how you would like to be paid, then click Continue.

          7. If selecting Direct Deposit, click Authorize. You will then be prompted to fill out bank account information where funds will be deposited.

          8. If selecting Cash or Paper Check, check the "My employer has agreed to pay me directly by cash or paper check." field, then click Continue.

          9. In the Tax Withholding section, complete the payroll forms then click Continue.

          10. You can now close the dialog box.

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