This article outlines the process for onboarding dismissed employees in GroundCloud Payroll. If transitioning after the start of the year, dismissed employees who were paid in the current year must be onboarded to complete External Payroll. Before onboarding, the employee must be enrolled in payroll. Refer to the Company Onboarding Help Center article for detailed steps on adding employees. While this guide is primarily for onboarding dismissed employees, it can also be a resource for employers assisting active employees. However, active employees are encouraged to complete their onboarding when possible.
Note: GroundCloud® Payroll is powered by Gusto®. Depending on the actions performed, the onboarding experience occurs across multiple browser tabs.
Getting Started
The following details are needed to onboard each dismissed employee:
Legal first name
Legal last name
Start (hire) date
Social security number
Date of birth
Work address
Home address
Email address
Onboard Dismissed Employee
To onboard an employee within groundcloud.io:
Navigate to the Payroll Employees page.
Filter on Enrolled.
Locate the employee and click View Employee Details.
Click Payroll Employee Setup.
Click Continue.
On the Personal details page, enter the employee's personal details and click Save & continue. The employee's first and last name should be pre-populated based on their GroundCloud profile. Making sure their full legal first and last name are entered on this page is very important. This information must be accurate for payroll and tax purposes. Changes made on this page are not reflected in their GroundCloud profile.
On the Compensation page, leave compensation information as-is and click Save & continue. Any changes to employee compensation in this flow are ignored and cause issues when attempting to run payroll. Compensation should be managed within groundcloud.io.
Enter the employee's home address on the Home address page and click Save & continue.
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On the Federal Tax page:
Set Federal filing status (1c) to Single.
Leave other information on the page as-is and click Save & continue.
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On the State tax page:
Set Marital Status to Single.
Set any other required fields to zero (0.0) or default values and click Save & continue. Dismissed employees need to be onboarded for External Payroll purposes only. Federal and state tax information does not need to match their previous elections since they are not actually included in the payroll.
On the Payment method page, set the payment method to Check and click Save & continue.
On the Deductions page, leave the information as-is and click Continue to Summary.
You may now close this tab and return to the Payroll Employees page in groundcloud.io to terminate the employee or repeat the process for any other dismissed employees that may need to be onboarded.
Terminate Dismissed Employees
After dismissed employees are onboarded, their payroll status needs to be changed to "Terminated" to be omitted when running payroll.
To terminate an employee within Groundcloud.io:
Navigate to the Payroll Employees page.
Filter on Enrolled.
Locate the employee and click View Employee Details.
Click Terminate Employee.
Enter the Effective Date of termination.
Click Save Termination.
FAQ
Refer to this help center article for frequently asked questions.
Disclaimer: This article should not be taken as tax, legal, benefits, financial or HR advice. Since rules and regulations change over time and can vary by location, consult a lawyer, accountant or HR expert for specific guidance.