P/R Employee Maintenance

Employee No.

Enter the employee number representing the employee you want to add or maintain, or click the Lookup button to list all employee numbers. If the Require Departments in Payroll check box is selected in Payroll Options, the first two digits of the employee number must be a valid department number.

Last Name

Enter the employee's last name.

Note For Federal eFiling and Reporting, if the person has a suffix associated with their name, include a comma and the suffix after the last name. If there is no comma preceding the suffix, the suffix and the last name will be handled as one name.

First Name

Enter the employee's first name.

1. Main

Sort Field

Type a sort code. This field provides an additional method of sorting employee information on reports. Most Payroll reports can be printed by employee number, Social Security number, or name sequence. They can also be sorted according to your own customized sort code. A common alternate sort field is work classification.

Entry Sample

WAREHOUSE

Address

Type the employee's address. Enter the employee's street address in the first address line. Enter the employee's apartment number or suite number in the second address line.

ZIP Code

Type the ZIP Code.

City

Type the city. If the ZIP Code field is entered, the city name appears automatically.

State

Type the state abbreviation. If the ZIP Code field is entered, the state abbreviation appears automatically.

Phone No.

Enter the employee's phone number starting with the area code first.

Birth Date

Type the employee's date of birth.

Hire Date

Type the employee's hire date.

Term/Inact Date

This field displays as Term/Inact Date, Inactive Date, or Termination Date, depending on the employee’s current status. This field and its corresponding Comment field can only be viewed. A date in this field prevents payroll information from being entered in Payroll Data Entry; a check will not be printed for this employee. Click Change Status to change the employee status.

Review Date

Type the next review date for this employee.

Comment

Type a comment regarding the hire/review date of the employee. The Comment field corresponding to the Term/Inact Date field can only be viewed.

Emergency Phone No.

Type the phone number to use in case of emergency.

Emergency Contact

Type the name of the person to contact in case of emergency.

Soc. Sec. No.

Type the employee's Social Security number.

Marital Status

Select the employee's marital status.

Select Single if the employee is single.
Select Married if the employee is married.

Sex

Select Male or Female.

Statutory Employee

Select this check box if the employee's remuneration is subject to Social Security and Medicare withholding but not to federal income tax withholding. Clear this check box if the employee's remuneration is subject to federal income tax withholding.

Note Selecting this check box marks the Statutory Employee box during W-2 printing.

Race Code

Type a code identifying the employee's race. Race codes are not preset; you can establish as many codes as necessary for governmental reporting. This is an optional field and should be used only if you are required to provide race information to the appropriate government agencies.

Pension/Profit Sharing

Select this check box if the employee participates in a company pension or profit sharing plan. The box for retirement plan on the W-2 form will be marked for this employee. Clear this check box if the employee is not a participant.

Direct Deposit

Select this check box if this employee is a direct deposit participant. Clear this check box if the employee is not a direct deposit participant. This check box is available only if the Require Direct Deposit check box is selected in Payroll Options.

2. Wages

Labor Code

Enter a labor code to distribute labor costs for this employee, or click the Lookup button to list all labor codes.

Primary State

Enter the state tax code representing the state in which this employee will be paying taxes, or accept the default value established in the Default State Tax Code field in Payroll Options. Click the Lookup button to list all state codes.

Local

Enter the tax code for the local jurisdiction in which this employee will be paying taxes, or accept the default value established in the Default Local Tax Code field in Payroll Options. Click the Lookup button to list all local codes for the tax code selected in the Primary State field. This field is available only if the Require Local Tax Reporting check box is selected in Payroll Options.

Pay Cycle

Select a code from the following list to indicate this employee's pay cycle.

Pay Cycle	No. Pay Periods/Year	Standard No. Hrs/Pay Cycle
Daily	260	8.00
Weekly	52	40.00
Biweekly	26	80.00
Semi-Monthly	24	86.67
Monthly	12	173.33
Quarterly	4	520.00
Annually	1	2080.00

Pay Method

Select the pay method for the employee.

Select Salaried if this employee is paid a fixed salary.
Select Hourly if the employee is paid an hourly rate.

Overtime Exempt

Select this check box if the employee is exempt from overtime pay. Clear this check box if this employee is entitled to receive overtime pay for any hours worked that exceed the regular hours worked. This field defaults to selected for salaried employees, and defaults to cleared for hourly employees.

Benefit Code

Enter a benefit schedule code to be used to define how benefits are accrued for this employee. If you change the benefit code, the annual limits for all three benefit types are reset. Click the Lookup button to list all benefit schedule codes.

NYC Res.

Select this check box if this employee works in Yonkers and resides in New York City (or vice versa). The local tax for New York City is calculated in addition to the local tax for Yonkers. Clear this check box if the employee works in Yonkers but does not reside in New York City (or vice versa). This field is available only if NY is selected in the Primary State field and YON or NYC is entered in the Local field.

Autopay Hours

Type the number of hours normally worked during the pay cycle for both hourly and salaried employees. This number is used to calculate the automatic payment amount for this employee.

Click Cycle Hrs to calculate default hours for the employee. The default hours are calculated by dividing the number entered in the Hours in a Work Year field in Payroll Options by the number of pay cycles per year, as determined by the pay cycle specified for the employee.

Multiple Automatic Earnings Codes

Select this check box to enable the Automatic Earnings Code Maintenance task, which allows you to set up earnings codes for each employee that are used with the Auto Pay feature. If this check box is cleared, the Automatic Earnings Code Maintenance task will be unavailable.

Click the Auto Earnings button to access Automatic Earnings Code Maintenance.

Pay Rate 1

Type the rate of pay. For hourly employees, enter the regular hourly rate. For salaried employees, enter the salary amount per pay cycle. This pay rate is used by all earnings codes based on Pay Rate 1.

Pay Rate 1 Change Comment

Type a comment to associate with the Pay Rate 1 change. The comment is printed on the Pay Rate Change Report. This field is available only if a change is made to the Pay Rate 1 field information, and if the Track Changes to Employee Pay Rate 1 check box is selected in Payroll Options.

Pay Rate 2

Type an alternate rate of pay. For hourly employees, enter the alternate hourly rate (for example, for night shift). For salaried employees, enter the salary amount per pay cycle. You can set up earnings codes to use this pay rate.

Update Review Comment

Select this check box to update the review date comment on the Main tab with the Pay Rate 1 comment. This field is available only if a change is made to the Pay Rate 1 field information, and if the Track Changes to Pay Rate 1 check box is selected in Payroll Options.

SUI State

Enter the state code representing the state for which state unemployment insurance (SUI) taxes are calculated and paid. The state selected is determined by the employer based on state tax laws. This field is also used to calculate SDI and employee SUI, if applicable. Click the Lookup button to list all state codes. If this field is left blank, the state where earnings are recorded during data entry is used to calculate and pay SUI and SDI.

Entry Sample

If an employee has state tax withholding in state AA, and state unemployment is paid in state BB, enter BB in the SUI State field for this employee to calculate SDI and/or employer/employee SUI.

Seasonal Employee

Select this check box if the employee works on a seasonal basis. When printing the ACA Applicable Large Employer Report, you can specify whether to include information for seasonal employees. Clear this check box if the employee does not work on a seasonal basis.

E.I.C. Code

Enter the Earned Income Credit (EIC) code, or click the Lookup button to list all filing status codes available for the EIC calculation.

Enter S for an employee who is single.
Enter M1 for a married employee with one spouse filing for Earned Income Credit (EIC).
Enter M for a married employee with both spouses filing EIC certificates.

3. Checks

Checks List Box

This list box displays information about the employee's checks, and the totals are shown at the bottom. Click the Check Search button to access the Check Search Options window.