Payroll - Employee Maintenance
FunctionUse this task to define and maintain employee information used by the payroll system. Information is entered to establish the employee number and department, the pay rate, the normal pay periods, and, if applicable, the appropriate union code. The Display additional options... button provides access to additional features. => To access this task... Select Employees from the Inquiry and Maintenance menu.
Employee maintenance About the FieldsFor each new employee and all employees defined during the data conversion process, pay codes, deduction codes, tax codes, contribution codes and union codes that apply to all employees (i.e., codes for which the Special field is set to ‘N’) are automatically assigned.
The Employee Masterfile Maintenance screen is divided into two sections. The upper section (header) fields are used to enter the employee number, name and display name. The lower section is used to enter supporting information, it is divided into 4 Tabs - Employee Information, Deposit Information, Image, and Comments.
In addition, the additional Options Button leads to a complete inquiry and supporting screens:
Employee Master Options
To Enable Edits to the form select . In the Employee Number field...
NOTE: The format of the employee number is defined in the Payroll Parameter Maintenance task. When you enter a valid employee number, the first and last name of the employee are displayed and the Employee Maintenance Options sub-menu appears. Changes or additions to the employee’s records can be made by selecting options from this menu. Although the original designation was for a Department Code - Employee Number designation with the ability to change an employee Number, the current system will always use the "Home Department" field, to determine which department the employee belongs in. Employee Renumbering is no longer permitted for historical tracking. In the Last Name field...
In the First Name field...
In the Display Name field...
Employee Information TabFunctionThe Employee Information tab allows for the inquiry and maintenance of personal information that pertains to the Employee. Employee Maintenance - Employee Information tab
In the Address field... Use this field to enter any additional street information, i.e., suite number, building number, apartment number, etc...
In the City field...
In the State field...
In the Zip/Postal Code field... The zip/postal size is determined in the Payroll Parameter Maintenance task.
In the Home Phone field...
In the Work Phone field...
In the Ext field...
In the Cell Phone field...
In the Social Security # field...
In the Emergency Contact field...
In the Relationship field...
In the Emergency Phone field...
In the Memo field...
In the Union Code field... This field is accessible when the Union History parameter in Payroll Parameter Maintenance is checked.
In the Alternate Sequence field...
NOTE: Government agencies at times require periodic reports on the sex, ethnicity, and other protected status of employees. The following optional data are only for analysis and possible affirmative action. Submission of information is voluntary. From the Gender dropdown...
In the Race field...
Examples: C White (Caucasian) O Asian/Pacific Islander (Oriental) I American Indian/Alaskan Native (Indian) N Black (Negro) S Hispanic (Spanish) From the Marital Status dropdown...
The following date fields may be used by the Payroll Date List task to produce a report of employees by anniversary, birth, hire, review, or term date. The report is sorted by year, month, day. In the Birth Date field...
In the Hire Date field...
In the Anniversary Date field...
Employee earnings such as vacation and sick pay are accrued based on the employee’s anniversary date or on the calendar year, as described in the Pay Code Maintenance task. In the Review Date field...
In the Termination Date field...
This can also be accessed by the Terminate/Reactivate Employee option In the Termination Code field...
Enter DDD for a deceased employee. Termination codes are any user-defined codes used for termination record keeping. The termination codes are not retained in any maintenance section. Be sure to document the codes and their meanings for future users who may be accessing the Payroll module. From the Pay Period dropdown... Select one of the Following to designate the normal pay period for this employee.
This is used to determine the number of days in a normal period for Tax Calculations. In the Home Department field...
This determines which department the employee is reported in, on certain reports. In the Normal Title field...
From the Hourly/Salaried dropdown... Select one of the Following to designate the normal pay type for this employee
This information is used during Payroll Entry to calculate dollars earned for hourly and salaried employees. From the Full/Part Time dropdown... Select one of the Following to designate the normal status for this employee
Pension Plan? checkbox...
When Checked, during W-2 form printing, the pension plan box on the W-2 form is checked to indicate participation.
This is not the same as Terminating/Reactivating an Employee, it is for maintaining historical data. Deposit Information TabFunctionThe Employee Deposit tab allows for the inquiry and maintenance of special payment handling for the Employee. Employee Maintenance Deposit Information tab Direct Deposit checkbox...
Note: This Field is Locked if Check Printing is in progress. In the Bank Routing Number Field... This field is only accessible if Direct Deposit has been Checked.
In the Bank Account Number Field... This field is only accessible if Direct Deposit has been Checked.
In the PayPal Address Field... This field is only accessible if Direct Deposit has been Checked.
Payment Notice SectionHardcopy Stub checkbox...
Email Stub checkbox...
This is dependent upon the configuration in the Barista Administration -> Document Management -> Email Accounts having been established. It will use an Acct ID of "PR" for all Emailed Facsimile Checks. In the Email Address field...
Image Tab
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