New Hire Processing

MLW will continue to set up new employees in the payroll system and initiate the employee's self-onboarding process.

What the Client Provides

Clients will provide MLW with the employee's basic employment information:

• Employee name
• Hire date
• Pay rate
• Job title
• Email address

This information can be submitted in either of the following ways:

Client Portal:
Upload the information through the Client Uploads section on the home screen.

Resources Tab:
Use the MLW's Employee Payroll Information Form under the Resources tab to enter the information and submit it directly to your CSS.

What the Employee Completes

Once MLW receives the employee's basic information, we will add the employee to Gusto and initiate the self-onboarding process.

The employee will receive an email invitation from Gusto to enter their own personal and sensitive information, including:

• Social Security number
• Date of birth
• Home address
• W-4 tax information
• Direct deposit information

Employees should complete their onboarding before the payroll in which they will first be paid is processed.

Please let your new employee know to watch for the Gusto invitation and complete the onboarding as soon as possible. The invitation link expires after 24 hours, so it is important that they complete the process promptly.

Employee Information Updates

To protect employee information, employees will be responsible for updating the following information directly through their Gusto account:

• Home address
• W-4 tax information
• Direct deposit information

Employees should log in to their Gusto profile to make these changes.

If an employee has trouble locating where to make an update, they can contact MLW for assistance, and we can help direct them to the appropriate section.

Benefits, PTO & Pay Rate Changes

MLW will continue to process changes related to PTO, pay rates, and employee benefits.

PTO & Pay Rate Changes

For basic PTO and pay rate changes, clients can submit the MLW Employee Change Form.

These requests can be submitted through either:

• Client Portal: Upload the completed form through the Client Uploads section on the home screen.
• Resources Tab: Use the MLW's Employee Payroll Information Form to submit the requested change directly to your CSS.

Medical Insurance Changes

For medical insurance changes, MLW will need the appropriate election form completed and signed by the employee.

401(k) Changes

For 401(k) changes, MLW will need the appropriate employer deferral form completed.

Any supporting documentation can be uploaded through the Client Portal → Client Uploads section.

Why Are We Making These Changes?

These updates are intended to:

• Enhance data security and address ongoing security concerns.
• Reduce the exchange of sensitive employee information between clients, employees, and MLW.
• Minimize administrative work and paperwork for both employers and employees.
• Improve accuracy by having employees enter and maintain their own personal information.
• Ensure employee information is securely maintained within the appropriate systems.

Our goal is to make the payroll process more secure, more efficient, and easier for everyone involved, while continuing to provide the same level of support from the MLW team.