GUSTO ONBOARDING¶

This procedure outlines the process for onboarding new employees using Gusto, our payroll and HR platform. For OVI-GC operations in Idaho, follow these instructions to ensure smooth employee onboarding.

ADDING A NEW HIRE TO THE TEAM¶

The onboarding process consists of two main phases: sending an offer letter with background check, and adding the employee to payroll once the offer is accepted.

PHASE 1: RUN A BACKGROUND CHECK & SEND AN OFFER LETTER¶

1. Sign in to your Gusto admin account

Access the Gusto admin portal using your credentials.

2. Navigate to the People section

In the Gusto dashboard, locate and click on the People section.

3. Click Add a team member

This will initiate the new employee setup process.

4. Enter the new team member's basic information:

• Full name
• Preferred first name (optional)
  • Gusto will use this name to refer to this person in communications where their legal first name is not required
• Personal email
• Country
• Worker type
• Hiring options: Select both "Send an offer letter" and "Run a background check"

5. Click Save and continue

6. Fill out the employee's work information:

• Work location (address)
• Work state (Idaho)
• Job title (optional)
  • Select from existing titles or create a new job title if needed
• Start date
• Department

  • Important

    Select from the existing departments. Do not create a new department.

• Manager (optional)
  • If this is the first direct report for a new manager, leave this field blank for now
  • You can later go to the new manager's profile and add their direct report
  • For now, all employees are assigned to Marcus Downing

7. Click Save and continue

8. Add their compensation details:

• Employee type (e.g., salary, hourly, overtime-eligible, etc.)

  • Note

    Gusto does not currently support paying employees by piece rate (per visit, per bundle, per package)

• Compensation amount
• Employment status
  • This determines their benefits eligibility, if you offer benefits with Gusto
• Any special tax exemption status, if applicable

9. Click Continue to offer letter

10. Review the offer letter:

    • Select an existing template or click "Create new offer template"
    • Enter an expiration date for the letter
    • Manager and job title: If the offer letter includes these fields, they must be completed
    • Click Preview to see what the letter will look like with this employee's details filled out
    • You can edit directly on the offer letter if you want to customize it for this employee
    • Place your cursor where you'd like to make a change, then start typing
    • Insert Smart Text: Use this if you want to add a field that will automatically populate with the employee's info
    • Place your cursor where you want the text to go, then click Insert Smart Text and select the field

11. Once the offer letter is ready, click Save and continue

12. Review background check options

    Your company's default background package will be shown. Click Edit if you want to change it for this candidate.

13. Click Save and continue

14. Review the new team member's info

    Click Edit to change anything.

15. Add a note (optional)

    You can include a personal note to go along with the offer letter.

16. Click Send offer to [name]

Tracking Candidate Progress¶

You can see your candidate's progress in the Background checks section: 1. Go to Hiring 2. Next to "Background checks" click See details

Their status will update when they: - Sign their offer letter - Begin their background check - Authorize the background check and provide personal information (status will change to "Background check in progress")

Gusto will provide you an estimated turnaround time for the background check completion. You'll receive notifications when: - The candidate signs their offer - Their background check is complete

PHASE 2: ONCE THE OFFER IS ACCEPTED, ADD THE EMPLOYEE TO PAYROLL¶

1. Enter the employee's personal email

2. Choose self-onboarding option

Check the box "Invite this employee to enter their own details online" if you want them to self-onboard. - Once they're done, you'll be notified so you can approve the details and get them on payroll - Uncheck the box if you want to enter all of your employee's personal, tax, and payment details to bring them on board -

3. Complete e-Verify (for Idaho)

4. Assign time off policies

If you've set up time off policies, you can assign them to the employee here.

5. Click Save & continue

6. Fill out withholding information (if not self-onboarding)

If you chose not to have the employee self-onboard, you're prompted to fill out their withholding info.

7. File new hire report

Select whether you'd like Gusto to file a new hire report or if you've already filed it yourself.

8. Click Save & continue

9. Set up payment method (if not self-onboarding)

If you chose not to have the employee self-onboard, you're prompted to fill out their payment method info.

10. Select onboarding documents

    Choose which documents you'd like your employee to have during onboarding and click Save & continue.

    Automatic Documents

    Gusto will include the following documents automatically:

    • Federal Form W-4: Employee Tax Withholding
    • Employee Direct Deposit Authorization
    • Employment eligibility Form I-9*

    *Only available for employees who self-onboard. If you entered their details for them, they'll need to complete Form I-9 outside of Gusto.

    Other forms you may need: - State Form W-4 (if required) - Non-resident certificate—for employees living and working in two different states

11. Customize welcome options

    Add personalized welcome elements and click Save & continue: - Email an I-9 reminder (if completing through Gusto) - Add a welcome note (optional) - Create a digital card for the rest of your team to sign (optional) - If this checkbox is selected, team members will be invited to sign the card one week before the new employee's start date - To opt out of sending a digital card, make sure the checkbox is not selected - Click edit if you'd like to add or remove any team members from the invitation to sign the card -

    Timing Note

    If the start date is sooner than one week away, the card sends immediately.

12. Review and send invitation

    Review the onboarding timeline for your new employee and click Send invitation.

    Completion

    On the next page, you'll see their onboarding checklist to review and complete other tasks as needed.

CHECKLIST¶

Use this checklist to track your progress through the onboarding process:

Phase 1: Background Check & Offer Letter¶

• Sign in to Gusto admin account
• Navigate to People section and add team member
• Enter basic information
• Enter work information (Idaho location, existing department)
• Add compensation details
• Create and customize offer letter
• Configure background check
• Send offer to candidate

Phase 2: Add to Payroll¶

• Enter employee email
• Configure self-onboarding options
• Complete e-Verify (Idaho requirements)
• Assign time off policies
• Set up withholding information (if applicable)
• File new hire report
• Set up payment method (if applicable)
• Select onboarding documents
• Customize welcome options
• Review and send invitation

Process Flow Diagram¶

graph TD
    A[Start: New Hire] --> B[Sign in to Gusto]
    B --> C[Add Team Member]
    C --> D[Enter Basic Info]
    D --> E[Enter Work Info - Idaho]
    E --> F[Add Compensation]
    F --> G[Create Offer Letter]
    G --> H[Send Offer & Init Background Check]
    H --> I{Offer Accepted?}
    I -->|Yes| J[Add to Payroll]
    I -->|No| K[Process Ends]
    J --> L[Setup Employee in Payroll]
    L --> M[Complete e-Verify]
    M --> N[Select Documents]
    N --> O[Setup Welcome]
    O --> P[Send Invitation]
    P --> Q[Onboarding Complete]