Add Employees

The final step in the program’s onboarding process is to add your employees. This step consists of three smaller substeps:

1. Gathering Employee Data
2. Submitting & Validating the Data
3. Finish Onboarding 

Below, we will walk through each step in greater detail. 

1. Gathering Employee Data

To complete the registration process for your company, you must provide the required data for at least one employee. However, you are required to support all eligible employees in the program, so be sure to gather and enter all the required information for all employees.

To begin gathering your employees’ data, you will start on a screen that says, “Time to add your employees.” This page outlines which employee information is required. 

Once you are ready to begin, press the Continue button to submit and validate your employees’ data. 

Note: Please take your time and be sure that all employee information you enter is accurate. You will not be able to edit the information once their status is “Active.”

2. Submitting & Validating the Data

After clicking Continue, you will be brought to the “Add employees to the program” screen to submit your employee’s data. There are two methods for you to choose from when submitting this information. You can either:

1. Manually enter the information into the table that is populated on this page
2. Upload a file that contains all of this information

We will walk through both experiences below. 

Manual Entry 

If you choose to enter the data manually into the grid, please be sure to scroll to the right within the grid to fill out all required fields. The required fields are:

• SSN
• First Name
• Last Name
• Birthdate
• Physical Address 1
• Physical State
• Physical Zip Code 
• Email OR Phone Number

Note: All employees should have a unique SSN or ITIN number. You won't be able to add the employees without it.

Continue to scroll to the right to ensure all required fields have been completed. The final column should be listed as External Payroll ID. 

Simply click on the cells within the table to type the information. Once you have finished adding this information and verified that it is accurate, click Save & Continue. 

If the data you entered contains any errors, the system will detect them and highlight the error in red. Click on the cell highlighted in red to correct the error. You may also use the switch in the upper right corner to view only the columns with errors.

File Upload

To submit employee data through the file upload option, select the Upload File button to upload an Excel or CSV file from your computer. For help creating your employee list file, you may also reference our article, "How to Create a File of Your Employee List."

Here are a few helpful tips for submitting your employees via file upload:

• All fields highlighted with an asterisk in the column header are required data elements for each employee.
• Those required fields include SSN, First Name, Last Name, Birthdate, Physical Mailing address, and Email or Phone Number.
• The valid formats for Date of Birth are Month/Day/Year or Month-Day-Year. (i.e 01/25/1970 or 01-25-1970)
• If you are missing data for a required field, that cell will be highlighted in red.

If the file you have uploaded contains any errors, the system will detect them and highlight the error in red. Click on the cell highlighted in red to correct the error. You may also use the switch in the upper right corner to view only the columns with errors.

After correcting any errors detected in the file, please select Save & Continue at the bottom of the screen.

3. Finish Onboarding 

After you click Save & Continue, you will see a success message. In this message, you can click the Finish Onboarding button to complete your company's registration. 

Congratulations, you've successfully completed the onboarding steps.

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