Adding a new sub-company in the Sprout System might sound simple but we strictly need to follow certain steps to make sure that you won't have any issues in adding the employees in both HR and Payroll.
The common mistake is when Admins are done creating a new Company in HR, Admins are already adding employees which should not be the case, with this, allow us to share the step-by-step guide on how to create a new Company as a guide.
Important Note: Do not add any employees yet to the new sub-company.
1. Create a new sub-company in HR and set up the Company Profile:
How to Create a New Company in Sprout HR
Set Up the Company Sprout HR Profile
2. Once done, you may reach out to your Customer Success Manager/ CSM, to create your Payroll (PR) Account. Your CSM will then give the credentials to you.
3. After this, you will need to access your Payroll Account to complete the Company Profile fields of your Payroll Account. See here: Sprout Payroll Company Profile Fields for Setup.
4. Once step 3 is done, you can send the Change request from/ CRF (you may also reach out to your CSM for this) to link the HR sub-company to the new PR Code. On the CRF, kindly provide your HR URL, new sub-company name, and new payroll code.
5. Before proceeding to step 6, since Department is required when adding new Employees, you have to add the Departments first in Sprout HR. Here's How to Add a New Department on Sprout HR.
Note: Departments should be synced in Payroll as well so we recommend creating a new Department so it will sync to Payroll automatically since Default Department does not automatically sync.
In addition, to make sure that the newly Departments will sync to Payroll, it should follow the below:
- Department name should be unique
- Department code should be unique and less than 10 characters including spaces
- Departments should be added after linking HR and Payroll
6. Once done, you may now finally add the employees to the new HR sub-company. Here's How to Add a New Employee via Administration Tools?
You may also add employees via Bulk: What is the Bulk Upload? And for additional reference, here's A Comprehensive Guide on the Bulk Upload (Employee Information).
Note: Only after you have requested to link the new sub-company in Sprout HR and the new Payroll account (Step 4) you can add Departments and Employees so that it will automatically sync to Payroll and adding will only be done in HR.
If you encounter issues when adding/creating an employee profile, you may refer to our KB guide here: Error Creating Employee in Payroll Prompt for Synced Accounts.
We hope this helps. If you have other questions, please don't hesitate to contact us.
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