How to complete employee onboarding for multiple locations

Question

If an employee works at multiple locations in the same 7shifts account, do they need to fill in an onboarding package for each location?

Answer

Whether an employee must complete multiple onboarding packages depends on if the locations share the same Business Entity (EIN) and if they are located in different states.

Multiple locations with different EINs

If your account uses a multi-EIN setup with 7shifts Payroll, each EIN is treated as a separate legal entity. Employees assigned to multiple EINs must complete a separate onboarding package for every Business Entity they are assigned to.

Admin users must select the correct Business Entity when sending an onboarding package. 7shifts cannot send packages if the specific entity’s payroll setup is incomplete. Because these are separate legal entities, onboarding documents cannot be transferred between them. The employee must fill out the required documentation each time they are onboarded to a new entity.

Locations in different states

If the locations fall under the same EIN but are located in different states, the employee should complete a package for each state to ensure 7shifts captures state-specific tax forms.

Only one active package is allowed per employee at a time. The employee must wait until the first package is fully completed before they can start a second one. Federal forms, such as the W-4 or I-9, only need to be completed once. The employee can complete the state tax forms in the first package and skip the federal forms, then complete both the state and federal forms in the second package.

Onboarding requirements by scenario

• If locations share the same EIN and are in the same state, only one package is required.
• If locations share the same EIN but are in different states, the employee must complete one package per state.
• If locations have different EINs, the employee must complete one package per Business Entity.