Onboarding New Hires into Aaniie Payroll
Document is attached and available to download for office use.
Onboarding New Hires into Aaniie Payroll
All employees must have a staff profile in Aaniie in order to be added to Aaniie Payroll.
Once the worker has a staff profile, these sections will need to be completed in order to pay your employee.
Employer Responsible For:
Pay Group Assignment
Contract
Pay Types (if needed)
Benefits (if needed)
Employee Responsible For:
Personal Info
Tax Info
Payment Method
To pay an employee in Aaniie Payroll, both the employer and the employee must complete required setup steps.
This guide walks you through exactly what needs to be done and what setup is required within the employer profile in the event things change after your payroll onboarding.
Prepare Your Employer Profile - If Applicable
Before onboarding a new worker, ensure your Employer Profile is up to date. This is typically completed during your Aaniie Payroll onboarding, but as your agency grows or payroll policies change, these settings may need to be updated before adding new employees.
Employer Setup:
Employer Profile
Add to Paygroup
Pay Type (if applicable)
Time Off Policy (if not utilizing or combining with Aaniie time off features)
Benefits Policy (if applicable)
Deduction Policy (if applicable)
Worker Payroll Profile
Contract
Pay Type (if applicable)
Deduction (if applicable)
Time Off (if applicable)
Benefits (if applicable)
Garnishments (if applicable)
If required information is missing, your worker cannot be paid.
Employer Responsibility
Report all new hires/rehires through your state’s New Hire Reporting Directory
Worker Setup:
Personal Information
Tax Information (not applicable for contractors)
Payment Method
If required information is missing, your worker cannot get paid.
Step 1: Confirm Worker Has a Staff Profile
All employees must have a staff profile in Aaniie before payroll can be set up.
View Screenshot example of employer view from the staff profile
Step 2: Prepare Your Employer Profile (Required)
These settings are typically completed during your Aaniie Payroll onboarding. However, as your agency grows or payroll requirements change, these areas should be reviewed and updated before onboarding new workers.
Review:
Pay Types - ie: if new stipend has been added for worker(s), update this here
Important: review the Pay Types tipsheet to know exactly how to use this feature in employer profile to prevent double entries in payroll dashboard
Deductions - if new deduction policy has been created, update this here
Garnishments - if new hire has garnishments, create here
Benefits - if new benefit policy has been created, add it here
Time Off - if new time off policy has been created, add it here
To learn more about each of these features, please review their relevant articles in the knowledge base, under Aaniie Payroll, or contact Aaniie Support for help.
Step 3: Complete Employer Setup for New Hire (Required)
These steps are completed by the employer.
1. Assign the Worker to the Correct Pay Group
Go to:
Menu → Aaniie Payroll → Employer Profile → Pay Groups
Click Manage Workers
Select the worker.
Click Save
New hires are automatically assigned to the default pay group. Always verify they are assigned to the correct one.
To add, select worker. To remove, de-select worker. Then click save.
2. Complete the Worker's Payroll Profile
Within the worker's payroll profile, complete the following sections.
Contract
Verify:
Employee or Contractor classification
Hire Date - important for tax reporting purposes and end of year W2 or 1099
Overtime eligibility
Note:
New workers default to Employee and Overtime Eligible. Review these settings before processing payroll.
Pay Type
Assign a Pay Type only when applicable.
Examples include:
Salaried workers
Monthly or recurring stipends
Workers who are not paid from hours and shifts automatically flowing over from the Aaniie Scheduling Dashboard
Creating paytypes for the following will create double entries in your payroll dashboard (hourly rates, overtime rates, holiday rates, mileage reimbursement, expense reimbursement, and bonuses)
Important:
For hourly caregivers using the Aaniie Scheduling Dashboard, you do not need to enter default hours or hourly rates. Hours and rates are automatically transferred from completed shifts.
Note: Aaniie is automatically calculating rates from shifts via the scheduling dashboard. So it is not necessary to create pay types associated with shifts that are clocked in/out of.
Deduction Policies
Assign any applicable deduction policies to the worker.
Time Off Policies
Assign the appropriate Time Off Policy and current balance, if applicable.
Benefits Policies
Assign the appropriate Benefits Policy if applicable.
Garnishments
Create the appropriate Garnishment, if applicable.
Step 4: Report the New Hire
After hiring a worker, report the new hire through your state's New Hire Reporting Directory within your state's required reporting timeframe.
Step 5: Worker Completes
Payroll setup is not currently available through the mobile app.
The worker will complete:
Personal Information
Legal Name
Address
Date of Birth
Social Security Number
Tax Information
Employees will complete their Federal and State tax withholding information.
Contractors are not required to complete this section.
Payment Method
The worker will choose:
Direct Deposit
Paper Check (if offered by the employer)
If selecting Direct Deposit, they will enter:
Routing Number
Account Number
Account Type
Important: Have them double-check the routing number and account number before submitting.
Incorrect banking information is one of the most common reasons workers do not receive their direct deposit on payday. If incorrect information is entered, payment may be delayed while the funds are returned through the banking system.
Once onboarding has been completed, workers may return at any time to update:
Personal Information
Tax Information
Payment Method
Workers can also access their paystubs from within the Aaniie web browser.
Final Checklist Before Payroll
Before running payroll, confirm:
Employee is assigned to the correct pay group
Contract is completed and accurate
Pay types, deductions, garnishments, time off and benefits created if applicable
Worker has completed all onboarding steps (personal, tax, payment)
Common Issues That Delay Payroll
Worker not assigned to a pay group
Contract not updated from default settings
Last minute new hire, deposit not showing
Delete payroll and start over or for their first paycheck, write them a check
Worker has not logged in to complete onboarding
Missing bank or tax information
Need Help?
If you need assistance, contact: support@aaniie.com
Related Articles
New Hire Staff Handout: How to set up your payroll account
Please see attached template that you can download to give to your staff, to guide them through setting up their payroll. It is important that you edit and add the correct agency portal name, for your agency, in the document. Every agency has their ...Aaniie Payroll Setup Process
Aaniie Payroll Setup We simplify the process of paying workers by gathering crucial data, conducting compliance checks, and seamlessly transferring payroll totals from previous providers. The process is divided into three core stages: onboarding, ...Aaniie Payroll Year-End Checklist
Aaniie Payroll Year-End Checklist November • December • January Preparing for year-end payroll doesn't have to be stressful. Use this checklist throughout the season to ensure your payroll information is accurate and you're ready for tax reporting ...Process of Enrolling in Aaniie Payroll
Process of Enrolling in Aaniie Payroll If you are interested in signing up for Aaniie Payroll, you can schedule a demo here. Outlined below is the process to expect once you enroll. Onboarding → First Live Payroll Below is the simple process your ...Offboarding a Worker in Aaniie Payroll
Offboarding a Worker in Aaniie Payroll Overview When a worker leaves your organization, there are several important steps to complete in both Aaniie and Aaniie Payroll. Properly offboarding workers helps maintain accurate payroll records, reporting, ...