Remove the need to collect paper forms from your employees with Employee Onboarding. Using this feature, employees can enter in some of their own details before they start their employment.

This feature is only for businesses located in Australia.

This guide will walk you through the Deputy Employee Onboarding process and how it works.

Getting Started 

Employee Onboarding allows you to digitally collect and record vital employee information. This includes:

  • Personal Details
  • Bank (Payment deposit) information
  • Tax File Number
  • Emergency Contacts
  • Superannuation Details

By ticking the boxes when filling in their details, employees are confirming that their details entered are correct. The boxes, when ticked, are considered the equivalent to a written signature and meets the requirements set by the ATO.  

As an employee, please ensure that you have a Tax File Number. To obtain a Tax File Number, please click this link to find out more.

Sending an invitation to your employee to complete their onboarding process will send out an SMS and an email to the specified destinations. You will not be charged for the outbound SMS containing the invitation link.

Employee Onboarding

Manager - Adding an Employee

To begin the Employee Onboarding process, head to the employee page, then click  the 'Add People' dropdown, then click 'Onboard Employee [BETA]'.

A new pop-up window will appear. Here, you will add the details of the employee, which effectively works as the initial invite. Enter in your employee's email, first name, last name, and phone number. You can also add your company's default superannuation/superfund. When all the details are correct, mark the confirmation box and click 'Onboard Now'.

Employee - Filling in the form

Based on the contact information entered by the manager in the previous step, you will receive invites to your email:

And your mobile phone:

Simply click the link to continue.

Onboarding

Please note that the below is the process as shown on a computer. You can complete the onboarding process on mobile, and the experience is similar, if not exactly the same as what is displayed below.

During this process, you will need to fill in important information, such as your bank pay details, tax file number, superannuation information, and emergency contacts. After clicking the link, click 'Get Started'.

You will be presented with 5 options. Click/tap each one to enter in your information.

Personal Details

Enter your date of birth and address here.

Superannuation Fund

Here, you can nominate your superannuation fund in which your employer contributions are deposited. You can either use the one as supplied by the employer, the APRA fund or retirement savings account (RSA), or a self-managed super fund (SMSF).

If you select 'The super fund nominated by my employer', you will only need to provide your Tax File Number (TFN).

Selecting 'Superfund chosen by me (RSA)' requires you to know your super fund's name, your TFN, and to have your super fund member number ready.

Alternatively, selecting 'The self-managed super fund (SMSF)' requires you to print out and fill a form, which needs to be given to your employer as soon as possible. 

You will be shown a link to the form, or you can download the form here.

Bank Details

Here, you can nominate the bank account in which your pay will be deposited into. Please have your account name, BSB number and account number ready.

TFN Declaration

In this step, you will need to answer questions regarding your tax status to ensure that you are taxed correctly. Please note that there are penalties for deliberately making a false or misleading statement.

Emergency Contact

Here, enter the details of the person you would like your employer to contact in the case of an emergency.

Employee - Review and submit form

When you have successfully filled in your forms, you will see a prompt at the bottom of the screen, stating that you have completed your forms. Click the 'Review' button.

You will be given the opportunity to review and edit your forms before submission. If any of the forms need to be edited, click the 'Edit' icon as shown below.

If all the information is correct, click the 'Submit' prompt at the bottom of the screen.

After submitting your form, you will see a page where you can download the Deputy app. You will also receive your Deputy invitation email. For more information on how this works, click this link.

Manager - Viewing Employee Forms

To view the completion status of your employee form submission, simply click their name in the People tab and click the 'HR Forms' tab. Here, you can see what step in the onboarding process they are up to. You will also receive a notification in Deputy indicating the completion of the onboarding forms.

Once they are done, the status bar will be filled.

To view the employee's forms, simply click 'View all forms' at the top of the pop-up.

From here, you can view the information submitted by the employee.

If you notice something is not correct, you can request for a resubmission of the form. To do this, head back to the 'HR Forms' tab, then click 'Request changes'.

The employee will receive a message requesting a resubmission of the form, similar to the initial onboarding message.

Onboarding Process for Current Employees

This process can also be done for current employees. To do this, head to the employee's profile, and click the 'HR Forms' tab.

From here, click 'Onboard new employee'.

The same process as detailed above will then commence for that particular employee.

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