In this article we will go over how the Smartforce Quick Hire process works and what information (both mandatory and optional) needs to be entered into the system when hiring a new employee.
Basic Employee New Hire Information
To add a new employee's basic information:
1. Log into the Portal at https://live.portal.valiant.com/ and enter your Username and Password, then click Sign In
2. Click on Human Resources, click on Quick Hire
3. Enter in the Employee’s Social Security Number.
(Note: This field validates the employees Social Security Number. If an incorrect SSN is entered, you will not be able to move forward)
4. After you have entered the Valid Social Security Number, click Apply
5. Click the Drop-Down Arrow in the Business Unit row
6. Choose the Business Unit the employee is going to be assigned to, then click Select OR you can double click on the line item to select it.
The Company, Department, Job, and Status, fields will auto populate when you select the Business Unit
If you have not chosen to have your Employee No to be on auto populate, you will be asked to manually enter in the number
NOTE: Employee No is required and if you do not enter in a number into this field, you will receive the error message
Enter the Employee’s Last Name, First Name, and Middle Initial (if applicable)
7. Enter the Employee’s Mailing Address
Note: There is an option to add a Foreign Address.
8. Enter the Employee’s Email Address and Phone Number
NOTE: this field is not required but it is necessary if you choose to use the Employee Self Service (ESS) feature
9. Enter the Employee’s Hire Date, Original Hire Date, and Seniority Date
Hire Date is usually used if/when an employee is rehired
Original Hire Date is usually used when the employee is first hired with the company
Seniority Date is usually used if you have incumbent employees whose seniority is greater than the date they started with your company or on the contract
Select the Pay Type
Select the Payment Method
You have the option to enter the Employee’s Regular Rate or Base Rate and Regular Hours
Please note that the Regular Rate can be overridden according to hierarchy that you choose to set up the system with
Optional: choose the Gender
The EEOC Code will auto populate based on your system settings (usually “Service Workers” is chosen for Security Officers)
Optional: choose an Ethnicity
10. Enter the Date of Birth
Please note that this field is not required but it is necessary if you choose to use the Employee Self Service (ESS) feature
Tax Information
To add a new employee's tax information:
1. The Taxes section will auto populate based on your Business Unit’s system set up
2. Click on the “down arrow” next to the Federal Filing Status row to open the possible selections
3. Choose the correct status for the employee then click Select
NOTE: this can be found on the employees completed and signed W4
Year of W4 will be auto populated based on the Business Units settings
4. You have more options you can populate based on what the employee completed on their W4
5. Click on the “down arrow” next to the State Filing Status row to open the possible selections
6. Choose the correct status for the employee then click Select
7. You have more options you can populate based on what the employee completed on their state tax form
8. You have the option to add any local taxes that may be applicable
9. Click Save once all the employee’s information has been entered, an employee record will be created
