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.
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.
For managers - adding an employee
To begin the Employee Onboarding process, head to the People tab, then click the 'Add People' dropdown, then click 'Onboard Employee [BETA]'.
A form will appear. Here, you will add the details of the employee, which effectively works as the initial invite. Enter the following employee details:
- First and last name
- Mobile number
Then select your company's default superannuation/superfund*. When all the details are correct, mark the confirmation box and click 'Onboard Now'. Your employee should receive both an SMS and email with an invitation link to start onboarding.
*the next time you onboard an employee, the superfund will will default to the previously selected one.
Onboard Existing Employees
This process can also be done for employees you've added into the Deputy account. To do this, head to the employee's profile, and click the 'HR Forms' tab.
From here, click 'Onboard new employee'.
For employees - completing the forms
You will receive an invitation link via email and SMS inviting you start filling out your new starter details. Simply click the link to continue and Get Started!
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:
- Personal details (D.O.B and address)
- Bank details (BSB & account number)
- Tax declaration form
- Emergency Contacts
Click into each section to complete the onboarding.
Enter your date of birth and address here.
First, you'll need to identify whether you're eligible for superannuation.
If No, you won't need to fill out the Superannuation section, just click Save.
If Yes, you will need to nominate where your superannuation fund contributions will be deposited to:
- The superfund nominated by your employer, this is the company's superfund
- APRA fund or retirement savings account (RSA)
- Self-managed super fund (SMSF)
- If you select 'The super fund nominated by my employer', you will only need to provide your full name and Tax File Number (TFN).
2. Selecting 'Superfund chosen by me (RSA)' requires you to know your super fund's name or USI, 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.
Here, you can nominate the bank account in which your pay will be deposited into. You'll need the following details:
- Account holder name
- BSB number
- Account number
In this step, you will need to answer questions regarding your tax status to ensure that you are taxed correctly. Here's a guide on how to fill out a tax form.
Please note that there are penalties for deliberately making a false or misleading statement.
If you select that you don't have a TFN or exempt from providing one, you will need to specify a reason.
Here, enter the details of the person you would like your employer to contact in the case of an emergency. Just fill in the following:
- Their full name
- Mobile number
- Relationship you have with that person
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 (on the right side of each form)
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 and instructions on how to login. More information on how this works, here.
For managers - reviewing submitted 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 a onboarding.
Once they are done, the status bar will be filled
To review the employee's forms, click 'View all forms', and it will open a new window.
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.