P/R Employee Maintenance

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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.

Note You cannot add an employee in Employee Inquiry.

 

Last Name

Enter the employee's last name.

In Employee Inquiry, this field can only be viewed.

 

First Name

Enter the employee's first name.

In Employee Inquiry, this field can only be viewed.

 

Middle Name

Enter the employee's middle name.

In Employee Inquiry, this field can only be viewed.

 

Suffix

Enter the employee's suffix.

In Employee Inquiry, this field can only be viewed.

 

1. Main

 

Country

Enter the country code, or click the Lookup button to list all country codes.

A country code is needed to ensure that the correct city and state or province are entered based on the ZIP or postal code.

The default country code entered on the Preferences tab in Company Maintenance is entered in this field by default, but you can change it.

If you enter a country code that's not on file, a message asks if it's a new one. Click Yes to open the Country Code Maintenance (On the Fly) window to add the country code.

 

Address

Enter the employee's address. Use the first address line for the street address and the second for an apartment number or other information as needed.

In Employee Inquiry, this field can only be viewed.

 

Zip/Postal Code

Enter the ZIP or postal code.

If you enter a ZIP or postal code that's not on file, a message asks if it's a new one. Click Yes to open the ZIP/Postal Code Maintenance window and add a new code.

In Employee Inquiry, this field can only be viewed.

 

City

Enter the city. If a ZIP or postal code field is entered, the city name appears automatically.

In Employee Inquiry, this field can only be viewed.

 

State

Enter the state abbreviation. If ZIP or postal code is entered, the state abbreviation appears automatically.

In Employee Inquiry, this field can only be viewed.

 

Telephone

Enter the employee's phone number(s) starting with the area code. You can then enter the extension and select the type of telephone number.

For countries other than Canada and the United States, the telephone country code is automatically added to the beginning of the phone number based on the country code.

In Employee Inquiry, this field can only be viewed.

 

Ext

Enter the employee's extension number.

In Employee Inquiry, this field can only be viewed.

 

Primary

Select this check box for the employee's primary phone number.

In Employee Inquiry, this field can only be viewed.

 

E-mail

Enter the employee's email address. This email address is used when emailing forms from Federal and State Tax Reporting.

Click the E-mail button to start your e-mail application. The e-mail address entered appears in the To section of the e-mail.

In Employee Inquiry, this field can only be viewed.

 

Social Security No.

Enter the employee's Social Security number.

In Employee Inquiry, this field can only be viewed.

 

Birth Date

Enter the employee's date of birth, or click the Calendar button to select a date from the calendar.

In Employee Inquiry, this field can only be viewed.

 

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.

In Employee Inquiry, this field can only be viewed.

 

Job Title

Enter the employee's job title.

In Employee Inquiry, this field can only be viewed.

 

Full / Part Time

Select Full or Part to indicate whether the employee works full or part time.

Note This field is not used for the calculation of full time and full time equivalent (FTE) employees for the ACA Applicable Large Employer Report. For information on how full time and FTE employees are calculated, see ACA Applicable Large Employer Report Calculation.

In Employee Inquiry, this field can only be viewed.

 

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.

In Employee Inquiry, this field can only be viewed.

 

Statutory Employee

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

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

In Employee Inquiry, this field can only be viewed.

 

Employee Status

Select the employee's status.

If you select Inactive, the module date appears in the Inactive date field, but it can be changed.

If you select Terminated, the module date appears in the Termination date field, but it can be changed.

If an employee's status is set to Inactive or Terminated, you cannot process payroll for that employee or enter time in Time Track Entry.

If there is an entry for the employee in Payroll Data Entry or Time Track Entry, you cannot change the employee's status.

In Employee Inquiry, this field can only be viewed.

 

Hire

Enter the employee's hire date, or click the Calendar button to select a date from the calendar.

In Employee Inquiry, this field can only be viewed.

 

Review

Enter the next review date for this employee, or click the Calendar button to select a date from the calendar.

In Employee Inquiry, this field can only be viewed.

 

Inactive

Enter the date the employee's status was changed to Inactive, or click the Calendar button to select a date from the calendar.

If this field is blank when Inactive is selected in the Employee Status field, the module date is automatically entered, but it can be changed.

In Employee Inquiry, this field can only be viewed.

 

Termination

Enter the date the employee's status was changed to Terminated, or click the Calendar button to select a date from the calendar.

If this field is blank when Terminated is selected in the Employee Status field, the module date is automatically entered, but it can be changed.

In Employee Inquiry, this field can only be viewed.

 

Rehire

Enter the date the employee was rehired, or click the Calendar button to select a date from the calendar.

In Employee Inquiry, this field can only be viewed.

 

Comment

Enter a comment for the corresponding date.

In Employee Inquiry, this field can only be viewed.

 

2. Additional

 

Marital Status

Select the employee's marital status.

In Employee Inquiry, this field can only be viewed.

 

Gender

Select the employee's gender.

This field is used for Federal and other forms and reports that require a response of either Female or Male.

In Employee Inquiry, this field can only be viewed.

 

Gender Identity

Select the employee's gender identity.

This field is used for forms and reports that allow Female, Male, Non-Binary, and Not Reported options.

In Employee Inquiry, this field can only be viewed.

 

Ethnicity / Race

Select the employee's ethnicity or race. Use this field if you are required to provide ethnicity or race information to the appropriate government agencies.

In Employee Inquiry, this field can only be viewed.

 

EEO Job Category

Select the employee's job category. This information is used for EEO-1 reporting.

If you select Not Applicable, the employee will be excluded from the EEO report generated in Federal and State Tax Reporting.

In Employee Inquiry, this field can only be viewed.

 

Veteran

Select this check box if the employee is a veteran of the United States military.

This check box is automatically selected if you enter a date in the Military Service Separation Date field. Clearing this check box will remove the date from the Military Service Separation Date field.

In Employee Inquiry, this field can only be viewed.

 

Military Service Separation Date

Enter the date that the employee was separated from the United States military, or click the Calendar button to select a date from the calendar.

If you enter a date in this field, the Veteran check box will be automatically selected. Clearing the Veteran check box will automatically remove the date from this field.

In Employee Inquiry, this field can only be viewed.

 

Sort

Enter a sort code. This field provides an additional method of sorting employee information on reports. Most Payroll reports can be sorted by employee number and name in addition to the code entered here. A common alternate sort code is work classification.

In Employee Inquiry, this field can only be viewed.

 

Location

Enter the employee's location.

In Employee Inquiry, this field can only be viewed.

 

Name

Enter the name of the employee's emergency contact.

In Employee Inquiry, this field can only be viewed.

Telephone No.

Enter the phone number for the employee's emergency contact. You can then enter the extension and select the type of telephone number.

For countries other than Canada and the United States, the telephone country code is automatically added to the beginning of the fax number based on the country code.

In Employee Inquiry, this field can only be viewed.

 

Relationship

Enter the relationship of the emergency contact to the employee.

In Employee Inquiry, this field can only be viewed.

 

3. Benefits

 

Retirement Plan

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

If you select or clear this check box mid-year, the employee's history for the current year will be updated. To make changes for any other year, go the Employee Tax Summary window and select the year; then go to the Benefits window, where you can select or clear the Retirement Plan check box for the selected year.

Note This field is not available if history exists for a future year.

 

Pension Plan Deduction

This field displays the employee's year-to-date pension plan deductions and can only be viewed.

This amount can be manually adjusted in the Benefits window, which is accessed from the Employee Tax Summary window.

 

Dependent Care

This field displays the amount of dependent care contributions paid, including any amount in excess of the $5000.00 exclusion. This field can only be viewed.

This amount can be manually adjusted in the Benefits window, which is accessed from the Employee Tax Summary window.

 

Cafeteria Deduction

This field displays the total year-to-date deductions withheld from the employee for qualified cafeteria plans. This field can only be viewed.

This amount can be manually adjusted in the Benefits window, which is accessed from the Employee Tax Summary window.

 

Fringe Benefit

This field displays the year-to-date fringe benefits amount received by this employee and reported as taxable income (for example, chauffeur services or personal use of a company car). This field can only be viewed.

 

Nonqualified Plans

This field displays the amount of distributions paid to employees from a nonqualified deferred compensation plan. This field can only be viewed.

This amount can be manually adjusted in the Benefits window, which is accessed from the Employee Tax Summary window.

 

Allocated Tips

This field displays the amount of year-to-date tip allocations calculated for this employee. This field can only be viewed.

This amount can be manually adjusted in the Benefits window, which is accessed from the Employee Tax Summary window.

 

Medical Coverage

Select this check box if the employee is enrolled in an employer provided medical plan. Clear this check box is the employee is not enrolled in an employer provided medical plan.

In Employee Inquiry, this field can only be viewed.

 

Effective Date

Enter the effective date for the employee's medical plan. Click the Calendar button to select a date from the calendar. This field is available only if the Medical Coverage check box is selected.

In Employee Inquiry, this field can only be viewed.

 

Time Off Code

Enter a time off code to define how time off is accrued for this employee. If you change the time off code, the annual limits for all three time off types are reset.

Note If you want to view employees' available time off in this task, you must enter a time off code. If you aren't using time off codes to calculate time off, you can create a code in Time Off Maintenance with the accrual rate set to zero, and enter it here to view the time off hours.

Click the Lookup button to list all time off codes.

In Employee Inquiry, this field can only be viewed.

 

Eligibility Date

Enter the date to use when calculating this employee's time off hours and availability.

• If the employee accumulates time off on an accrued basis, time off does not start to accrue until this date.

• This date is used with the value in the Eligibility Hours field in Time Off Maintenance to determine when accrued time off hours are available for a new employee to use.

  For example, if 3 (months) is entered in the Eligibility Hours field, the employee will not be able to use any accrued time off until 3 months after this date.

• This date is used when Anniversary Date is selected in the Reset Time Off Hours Based On field in Payroll Options. In that case, the following happens on the anniversary of the date entered here: 
  • The employee's accrued time off (up to any established carryover limit) is carried over to the next year.
  • The accrued time off fields are reset to zero.
  • If the Reset Employee Time Off Limits at Benefit Year End check box is selected in Payroll Options, the employee's annual limits are reset.

When creating a new record, the default date is the employee's hire date but it can be changed.

In Employee Inquiry, this field can only be viewed.

 

Last Date Reset

This field displays the last date on which the employee's annual time off limits are reset to zero. The date depends on the selection in the Reset Time Off Hours Based On field in Payroll Options.

In Employee Inquiry, this field can only be viewed.

 

Description

This field displays the description of the time off type entered in Payroll Options and can only be viewed.

 

Accrual Method

This field displays the accrual method selected for the time off type in Time Off Maintenance and can only be viewed.

 

Accrual Rate

This field displays the accrual rate entered in Time Off Maintenance for the time off type and can only be viewed.

 

Carryover

Enter the amount of time carried over from the previous year, up to the maximum amount set in Time Off Maintenance.

This field is automatically updated based on the selection in the Reset Time Off Hours Based On field in Payroll Options.

• If Calendar Year is selected, this field is updated during period-end processing.
• If Anniversary Date is selected, this field is updated on the anniversary of the employee's time off eligibility date.

For more information, see Time Off Accruals.

In Employee Inquiry, this field can only be viewed.

 

Accrued

Enter the amount of time off the employee has accrued during the current time off plan year.

The time off plan year is either the calendar year or the 12-month period beginning on the anniversary of the employee's time off eligibility date depending on the selection in the Reset Time Off Hours Based On field in Payroll Options.

• If Calendar Year is selected, the time off plan year is the calendar year.
• If Anniversary Date is selected, the time off plan year is the 12-month period beginning on the anniversary of the employee's time off eligibility date.

This field is automatically updated based on settings in Time Off Maintenance.

For more information, see Time Off Accruals.

In Employee Inquiry, this field can only be viewed.

 

Used

Enter the amount of time off the employee has used during the current time off plan year.

The time off plan year is either the calendar year or the 12-month period beginning on the anniversary of the employee's time off eligibility date depending on the selection in the Reset Time Off Hours Based On field in Payroll Options.

• If Calendar Year is selected, the time off plan year is the calendar year.
• If Anniversary Date is selected, the time off plan year is the 12-month period beginning on the anniversary of the employee's time off eligibility date.

In Employee Inquiry, this field can only be viewed.

 

Annual Limit

Enter the maximum number of time off hours the employee can accrue during the time off plan year.

The time off plan year is either the calendar year or the 12-month period beginning on the anniversary of the employee's time off eligibility date depending on the selection in the Reset Time Off Hours Based On field in Payroll Options.

• If Calendar Year is selected, the time off plan year is the calendar year.
• If Anniversary Date is selected, the time off plan year is the 12-month period beginning on the anniversary of the employee's time off eligibility date.

In Employee Inquiry, this field can only be viewed.

 

Hours Available

This field displays the time off hours available for the employee to use and can only be viewed.

 

Date Available

This field displays the date that the employee's time off hours are available to use and can only be viewed. This field is available only if a delay period has been entered in the Eligibility Wait field in Time Off Maintenance for the employee's assigned timeoff code.

 

4. Taxes

 

Default Tax Profile

Enter the employee's default tax profile or click the Lookup button to view all tax profiles. When you enter a tax profile, the associated tax groups appear in the grid below.

This profile will be the default tax profile in Payroll Data Entry unless a different default tax profile has been entered in Earnings Code Maintenance and is set up for the employee. You can change the default profile in Payroll Data Entry only if the Allow Multiple Tax Profiles in Data Entry check box is selected in Payroll Options.

You can click the Add Tax Profiles button to add another profile. The details for all tax profiles appear in the grid, but only the default profile appears in this window.

For more information, see Tax Profile Maintenance.

 

Default

This check box is automatically selected for the Federal tax group and the other tax groups included in the default tax profile. This check box can only be viewed.

In Employee Inquiry, this field can only be viewed.

 

Tax Group

This field displays the tax group code and can only be viewed. The Federal tax group and the tax groups included in the default tax profile appear automatically.

Click the Add Tax Profile button to add tax groups for another tax profile.

In Employee Inquiry, this field can only be viewed.

 

Tax Group Description

This field displays the tax group description and can only be viewed.

 

Tax Exempt

Select this check box if the employee is exempt from withholding tax for this tax group. All other payroll taxes will still be calculated for this tax group.

Clear this check box if the employee is not exempt from withholding tax.

In Employee Inquiry, this field can only be viewed.

 

Filing Status

Enter the employee's filing status. Click the Lookup button to view a list of valid filing statuses for the selected tax group.

For the Federal tax group:

• If the employee has submitted the W-4 form introduced for filing year 2020, select a status with "2020" in the description.

  If a 2020 status is selected, the Dependent Amt, Other Income, and Deductions fields are available.

• If the check box for step 2(c) is selected on the employee's W-4 form, select a filing status with "Ckbx 2c" in the description.
• Employees who submitted a W-4 form before the 2020 redesign are not required to submit a new form. The filing statuses that were available before the 2020 form was introduced are still valid for employees who have not submitted the 2020 version of the form.

This field is available only if the selected tax group requires a filing status.

In Employee Inquiry, this field can only be viewed.

 

Workers Comp

Enter the workers' compensation code for the tax group, or click the Lookup button to list all workers' compensation codes for the state.

This field is available only for state tax groups.

In Employee Inquiry, this field can only be viewed.

 

Pers Exemptions

Enter the number of personal exemptions claimed for the tax group. This field is available only if the tax group allows personal exemptions.

In Employee Inquiry, this field can only be viewed.

 

Dep Exemptions

Enter the number of dependent exemptions claimed for the tax group. This field is available only if the tax group allows dependent exemptions.

For the Federal tax group, this field is available only if the description for the selected filing status does not include "2020." Statuses without "2020" in the description are compatible with the older version of the W-4 form. If the employee has submitted the 2020 (or later) version of the W-4 form, use the Dependent Amt field instead of this one.

In Employee Inquiry, this field can only be viewed.

 

Dependent Amt

Enter the amount the employee can claim for dependents. This amount prints in box 3 on the W-4 form (version 2020 or later).

This field works with the version of the W-4 form that was updated for tax year 2020, and it's available for the Federal tax group only if the description of the selected filing status contains "2020."

 

Other Income

Enter the employee's other income amount. This amount prints in box 4(a) on the W-4 form (version 2020 or later).

This field works with the version of the W-4 form that was updated for tax year 2020, and it's available for the Federal tax group only if the description of the selected filing status contains "2020."

 

Deductions

Enter the employee's deduction amount. This amount prints in box 4(b) on the W-4 form (version 2020 or later).

This field works with the version of the W-4 form that was updated for tax year 2020, and it's available for the Federal tax group only if the description of the selected filing status contains "2020."

 

MS Exemption Amount

Enter the exemption amount. This field is available only for the Mississippi tax group.

 

PR Jt Custody Exemptions

Enter the number of children for which the employee is claiming a joint custody exemption. This field is available only for the Puerto Rico tax group.

In Employee Inquiry, this field can only be viewed.

 

Annual WH Allowance

Enter the employee's annual withholding allowance entered on the 2022 Colorado Employee Withholding Certificate (DR 0004). This amount is used in the tax calculation only if 01 is selected in the Filing Status field.

This field is available only for the Colorado tax group.

In Employee Inquiry, this field can only be viewed.

 

Additional Tax

Select an option to override the standard withholding tax calculation for each of the employee's pay checks.

• Select None if you do not want to add an additional tax amount.
• Select Add % of Taxable to calculate a percentage of the taxable wages and add that amount to the withholding tax calculated by the tax calculation engine. If you select this option, enter the percentage amount in the Additional % field.

• Select Add an Amount to add an amount to the withholding tax calculated by the tax calculation engine. If you select this option, enter the amount in the Additional Amt field.

  Use this option if the employee entered an amount in box 4(c) on the W-4 form that was revised for the 2020 tax year.

In Employee Inquiry, this field can only be viewed.

 

Additional Amt

If you selected Add an Amount in the Additional Tax field, enter an amount to adjust the employee's calculated withholding tax for each pay check.

This field is available only if Add an Amount is selected in the Additional Tax field.

In Employee Inquiry, this field can only be viewed.

 

Additional %

Enter a percentage rate to calculate a percentage of the employee's gross wages and add that amount to the employee's withholding tax. This field is available only if Add % of Taxable is selected in the Additional Tax field.

In Employee Inquiry, this field can only be viewed.

 

W-2 Consent

Select this check box if the employee has provided consent to receive an electronic W-2 form instead of a paper copy. If this check box is selected, W-2 forms processed through Federal and State Tax Reporting will be sent only as electronic copies.

Clear this check box if the employee has not provided consent to receive an electronic W-2 form.

In Employee Inquiry, this field can only be viewed.

 

1095 Consent

Select this check box if the employee has provided consent to receive an electronic 1095 form instead of a paper copy. If this check box is selected, 1095 forms processed through Federal and State Tax Reporting will be sent only as electronic copies. Clear this check box if the employee has not provided consent to receive an electronic 1095 form.

In Employee Inquiry, this field can only be viewed.

 

SOC Code

Enter the Standard Occupational Classification code.

In Employee Inquiry, this field can only be viewed.

 

Reporting Code

Enter the reporting code for the tax group. For example, depending on state requirements, the reporting code can be a ZIP code, geographic code, reporting unit code, or plant/location code.

For the Alaska tax group, enter the geographic code to be used on the Alaska Quarterly Tax Report.

For the Indiana tax group, enter the main work ZIP code to be used on the Indiana Quarterly Tax Report.

In Employee Inquiry, this field can only be viewed.

 

Opt In to SS Tax Def

Select this check box if the employee wants to defer payment of Social Security tax through December 2020. For information on setting up the deferred tax, see Social Security Tax Deferral for Tax Year 2020.

This field is available if the Federal tax group is selected. In Employee Inquiry, this field can only be viewed.

 

MN Reporting Unit

Enter the applicable reporting unit. This field is available only for the Minnesota tax group.

In Employee Inquiry, this field can only be viewed.

 

PA PSD

Enter the political subdivision code. This field is available only for the Pennsylvania tax group.

In Employee Inquiry, this field can only be viewed.

 

KY Job Dev Fee

Select this check box if you want to calculate the Kentucky Job Development Fee taxes for this employee. There are multiple taxes that fall into this category within the Kentucky tax group. The taxes are calculated if the they are selected in Tax Profile Maintenance and if this check box is selected.

Clear this check box if you don't want to calculate the taxes for this employee. This field is available only for the Kentucky tax group.

In Employee Inquiry, this field can only be viewed.

 

Residence

Enter the employee's state of residence and a corresponding tax location code. Click the Lookup buttons to view a list of options.

The state and tax location code are automatically entered by default based on the default tax profile, but they can be changed.

In Employee Inquiry, this field can only be viewed.

 

Work

Enter the state in which the employee works and a corresponding tax location code. Click the Lookup buttons to view a list of options.

The state and tax location code are automatically entered by default based on the default tax profile, but they can be changed.

In Employee Inquiry, this field can only be viewed.

 

5. Pay Defaults

 

Alternate Employee Check Name

Enter the employee's name as it should appear on checks and direct deposit slips. If you leave this field blank, the names in the First Name and Last Name fields are used.

In Employee Inquiry, this field can only be viewed.

 

Labor Code

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

In Employee Inquiry, this field can only be viewed.

 

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

In Employee Inquiry, this field can only be viewed.

 

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.

In Employee Inquiry, this field can only be viewed.

 

Exempt From Overtime

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. By default, this field is selected for salaried employees and cleared for hourly employees.

In Employee Inquiry, this field can only be viewed.

 

Autopay Hours

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

In Employee Inquiry, this field can only be viewed.

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.

In Employee Inquiry, this field can only be viewed.

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

 

Summarize Pay Details on Check Stub

Select this check box to print a summary of earnings and deduction information on the employee's pay check or direct deposit stubs. When multiple data entry lines use the same earnings or deduction code in Payroll Data Entry, the lines with the same code are combined into one line on the stub.

Clear this check box to print a separate total for each earnings and deduction line entered in Payroll Data Entry.

In Employee Inquiry, this field can only be viewed.

 

Pay Rate

Enter the employee's 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 for all related earnings codes based in the selection in the Employee Pay Rate field in Earnings Code Maintenance.

In Employee Inquiry, this field can only be viewed.

 

Date Changed

Enter the date the pay rate was changed. Click the Calendar button to select a date from the calendar.

In Employee Inquiry, this field can only be viewed.

 

Change Comment

Type a comment to associate with the pay rate change. The comment is printed on the Pay Rate Change Report.

In Employee Inquiry, this field can only be viewed.

 

6. Earnings

 

Earnings list boxes

The primary list box displays the employee's quarter-to-date and year-to-date hours recorded and earnings for each earnings code. The secondary list box displays the employee's year-to-date and quarterly earnings totals for all earnings codes combined.

When payroll is processed for the employee, this information is updated automatically, based on the earnings codes established in Earnings Code Maintenance.

To view earnings information for a prior year, select the year from the menu to the right of the list box.

Click the Earnings Detail button to view a monthly breakdown for the selected earnings code.

 

7. Deductions

 

Deductions List Boxes

The primary list box displays the employee's year-to-date and quarterly deduction totals for each deduction code. The secondary list box displays the employee's year-to-date and quarterly deduction totals for all deduction codes combined.

When payroll is processed for the employee, this information is updated automatically, based on the deduction codes established in Deduction Code Maintenance.

To view deduction information for a prior year, select the year from the menu to the right of the list box.

To add a voluntary deduction for the employee, click the Add Deduction button. The button is available only when the current year is selected.

Click the Deductions Detail button to view a monthly breakdown for the selected deduction code.

 

8. Pay History

 

Pay history list boxes

The primary list box displays the employee's gross earnings, net pay, withholding taxes, deductions, and hours for each check. The secondary list box displays the employee's year-to-date totals.

To view pay history for a prior year, select the year from the menu to the right of the list box.

Click the Check Search button to search for a particular check by date, number, or gross earnings.

Click the Print Check History Report button to open the Check History Report task window.

Click the Memo button to view, create, or maintain memos. The Memo button is available only if the appropriate memo type has been set up in Memo Manager Maintenance for this task. If a memo already exists for the selected check, the Memo button appears yellow. If a memo does not exist, the Memo button appears blue. For more information, see Memo Maintenance.

Click the Check Details button to view a breakdown of earnings, deductions, taxes, and employer contributions for the selected check.