The employee details are filled partially during the initial onboarding process the employee and admin can add the details later.

Using Deskera HRIS, you can add employee’s information and Contractor information for creating their profile required during the pay run.

Following are the below steps to add employees in the system

1. Go to the employee tab located on the sidebar menu>>A screen will appear>>Select the employee option>>click on +Add Employee, to add a new employee in the system.

2. A screen will appear and the user/admin need to fill in the mandatory fields before starting the payroll,

3. Under Employee Section fill in the following fields,

Employee Detail Section (Mandatory fields):

- Name

- Employee ID- Auto-populated

- Designation

- Email id

- Date of birth

- Date of Joining

- Date of confirmation

Contact Details Section:

- Address

- City

- State

- Zipcode

- Country

Compensation Details Section

- Employment type - Select the option from the drop-down menu

- Basic Salary

- Period- Select period (Per year/Per month) from the drop-down menu

Payment Details Section

- Payment Method- Select the payment option from the drop-down menu (Cash, Cheque and Direct Deposit)

- Account Type- Select the account type(Savings/Current) from the drop-down menu

- Swift code/Routing

- Account Number

4. Once all these employee details are correctly filled, click on the Next button which will take you to the next screen of Components,

5. Next, you need to add the component details as per the components added to the system.

6. You can add the amount in front of each component as per applicability and also if any component is not applicable you have an option to delete it by clicking on the Bin icon.

7. After entering the component details, click on the Next button which will take you to the next screen of Compliance Details


8. Fill in the following details,

Under Federal Tax details:

  • Social Security Number (SSN) - Fill in the United States, a Social Security number (SSN) is a nine-digit number issued to U.S. citizens, permanent residents, and temporary (working) residents.
  • Federal Filing Status: Select from the dropdown menu(Head of Household Exemption/Married Filing Jointly (or Qualifying Widower/Single or Married Filing Separately
  • Dependents Claimed in Dollars- Enter the amount as applicable
  • Other income- if any
  • Deduction
  • Extra Withholding

Click on the checkbox if, If 2c is marked in W-4, then check here

State Tax Details:

  • Filing Status-  Select from the dropdown menu(Head of Household Exemption/Married Filing Jointly (or Qualifying Widower/Single or Married Filing Separately
  • Tick the checkbox if Tax exempt

9. After filling in all the details on the right side of the screen you can also view employees compensation summary information, Basic Salary,  components details, Total estimated salary

10. Lastly, once all the information is filled and verified click on the Save button to add the employee to the list and will be viewed on the employee module screen.

Following are the below steps to add Contractor in the system

1. Go to the employee tab located on the sidebar menu>>A screen will appear>>Select the Contractor option>>click on +Add Contractor, to add a new Contractor in the system.

2. A screen will appear and the user/admin need to fill in the mandatory fields before starting the payroll,

Fill in the following details:(Mandatory fields)

  • Select the customer type: Individual/Business
  • First Name
  • Last Name
  • Display Name
  • Social Security Number
  • Email id
  • Address
  • City
  • State
  • Zip Code

Note: If you select the Contractor type to Business, only two fields will be changed 1). Business Name, 2). Employee Identification Number. Rest all fields will remain the same as Individual fields.

3. Once All these details are filled, click on the Save button to the contractor details reflected in the system.

Congratulations!  You have successfully learned how to add the employee/Contractor details for US using Deskera HRIS