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Employee self-onboarding

To pay an employee, all their details need to be entered into MYOB. This includes who they are and what they'll be paid.

MYOB makes this easy with self-onboarding. This allows you to send a form to the employee via email and SMS message so they can submit their own personal, banking, tax and superannuation details straight into your MYOB business*.

Then, all you need to do is enter some payroll information. Or, if you prefer, you can enter all of the employee's details yourself.

Your plan may limit the number of employees you can pay each month. Learn about payroll limits and fees.

To add an employee

  1. Go to the Payroll menu > Create employee.

  2. Enter the new employee's name and the email address you'll send their self-onboarding form to. The email address must be unique for each employee. The option Invite employee to fill out their own details will be selected for you.

  3. If you'd like to also send the form via SMS text, enter their Mobile number.

  4. Choose the employee’s Employment basis. When the employee self-onboards, they'll be provided the Fair Work Information Statement (as required by Fair Work). If you choose Casual the employee will also be provided the Casual Employee Information Statement.

    If you don't want to send the employee a self-onboarding invitation, deselect the option Invite employee to fill out their details and click Continue. You can then add all the employee's details yourself.

  5. If you see the option Provide access to employee benefits and you’re inviting the employee to fill out their own details, choose whether you want to give the employee access to employee benefits. If you’ve already set up employee benefits you won’t see this option as your employee will already get access to employee benefits via the Flare app once they’ve completed entering their own details.

  6. Click Create employee.

What happens now?

An email (and SMS text message if you've entered a mobile number) is sent to the employee guiding them through the submission process. Check the FAQs below to see what the employee sees when you send their invitation.

A new employee record is created in MYOB so you can add the employee's payroll information as described in the next task.

You can check the status of the self-onboarding invitation on the Employees screen (Payroll Employees). See below for more details on managing self-onboarding invitations.

Within an hour of the employee submitting their details:

  • you'll receive an email notification that the employee has completed their self-onboarding, and

  • the submitted details will be added to the employee's record.

Adding payroll information for a self-onboarded employee

Once you've sent the employee their self-onboarding form, you can add their pay details. This ensures they're paid correctly and you'll meet the ATO's requirements for Single Touch Payroll (STP) reporting.

Here's what the employee will submit via self-onboarding, and the payroll information you'll need to add.

The employ submits:

  • Personal and contact details

  • Emergency contact details

  • Employment basis (full time, part time or casual)

  • Superannuation details

  • Tax file number and tax status

  • Bank account details (for wage payments)

You need to add:

  • Start date

  • Pay cycle (how often they'll be paid)

  • Wage expense account

  • Pay basis (salary or hourly)

  • Annual salary or hourly rate

  • Assign any additional wage payments, e.g. overtime or allowances

  • Assign any additional superannuation, e.g. salary sacrifice

  • Assign any applicable leave, e.g. annual leave and sick leave

  • Assign any deductions, e.g. union fees

  • Income type

  • Standard pay (confirm what the employee's regular pay will contain). If the employee will be submitting timesheets, remove all hours from their standard pay.

Adding information before the employee submits their details

When your employee submits their details, they'll be entered straight into MYOB Business. If you've already entered any of these details, the employee's version will overwrite what you entered.

We'll tell you which fields the employee will be completing below, so you don't have to do it yourself.

To add payroll information

  1. Go to the Payroll menu > Employees > click the employee's name.

  2. If you have a numbering or code system to identify your employees, enter the employee's Employee number on the Contact details tab. All other fields on this tab will be populated with details submitted via self-onboarding.

  3. Click the Payroll details tab.

  4. Enter the required information on each tab. Each employee is different, so some tabs might not be applicable. But we suggest checking each one – just to be sure.

    Example employee with payroll details tab highlighted

  5. When you're done, click Save.

Managing self-onboarding invitations

You'll see a list of the self-onboarding invites you've sent and their status on the Employees screen (Payroll > Employees).

Within an hour of the employee submitting their details they'll have a Completed status.

Example list of self-onboarding invitations

Resending or cancelling an invitation

Click the ellipsis button to the right of the request and choose Resend invite or Cancel invite.

If you resend an invitation and the employee was part way through completing their first invitation, their progress will be saved and they'll be able to continue filling in their details when they receive the resent invitation.

Cancelling an invitation removes it from the Self-onboarding invites list, and you'll also have the option to delete the employee's contact record.

Viewing a self-onboarded employee's details or super choice form

You can see the employee's submitted details on the applicable tabs in their employee record (Payroll menu > Employees > click the employee's name).

Example employee record with tabs highlighted

For example: 

  • on the Contact details tab you'll see their personal and contact details

  • on the Payroll details tab > Superannuation tab you'll see their chosen super fund details (you can also view a completed super choice form)

  • on the Payroll details tab > Taxes tab you'll see their tax file number and tax table (used to calculate the right amount on their pay)

  • on the Payment details tab you'll see their bank details

  • in the Notes field on the Contact details tab you'll see their emergency contact details. 

Download a PDF of the employee's submitted details

You can download a PDF containing the employee's submitted details, which you can print or save for your records (Payroll menu > Employees > click the employee's name > Contact details tab > View employee details).

Download a completed super choice form

You can also download a completed Superannuation Standard choice form containing the employee's submitted super details, which you can print or save for your records (Payroll menu > Employees > click the employee's name > Payroll details tab > Superannuation tab > View employee's super choice form).

What about the tax file number declaration form?

You'll only need to send a TFN declaration (available from the ATO) to the ATO for new employees if you're on STP Phase 1. Once you're on STP Phase 2, a new employee's tax details will be sent to the ATO when you declare their first pay run from MYOB, so you won't need to submit a TFN declaration. Learn how to move to STP Phase 2.

Adding all the employee's details yourself

If you already have all of the employee's personal, banking, tax and superannuation details, you can add them straight into your MYOB Business without sending an onboarding email.

To add the employee's details yourself:

  1. Go to the Payroll menu and choose Create employee.

  2. When prompted to send the self-onboarding form, click Skip this, I'll add the employee's details myself to display a blank employee record.
    The three tabs on the Create employee page allow you to enter the employee's information, including who they are, what they're paid, and how you'll pay them.

  3. On the Contact details tab, enter these details:

    • name, address and other contact details

    • if you have a numbering or code system to identify employees, use the Employee number field to record it

    • use the Notes field to record any additional contact information, such as emergency contact details.

  4. On the Payroll details tab, click through each of the tabs to set up the employee's pay details. For example, on the Salary and wages tab you'll set up how much the employee will be paid, and so on.

    Here's an overview of each tab:

  5. On the Payment details tab, choose how you'll pay the employee (ElectronicCheque or Cash).

  6. When you're done, click Save.

Check that you're happy with the employee's pay setup via the Payroll details tab > Standard pay. This shows what a regular pay will look like for the employee. Learn more about reviewing standard pay details.

FAQs

*This service is provided by our related entity Flare HR Pty. Ltd.