EMPLOYEE MAINTENANCE - Employee Tab/Employment Tab

Temporary Support for 2020 W4

Use 2020 W4: This will indicate to the payroll system to use the 2020 Federal Tax Calculation method.

W4 Box 2(c) Checked:Check this if the employee has box 2(c) on the 2020 W4 checked.

DESCRIPTION:  This tab is used to set up the employee's employment information.

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TO SET UP INFORMATION FOR EMPLOYEE:

1. Click NEW button for a new employee or the EDIT button to edit an existing employee.

2. Active Status:  

A=Active; I=Inactive.

3. Department #: 

You can set up different departments of your choosing. 

NOTE:  Your departments need to be setup first in SETUP PAYROLL DEPARTMENTS. (You cannot use Type Z)

4. District Number: 

You can put your employee's in districts by entering their district number here.

5. Type:  

This is a REQUIRED cell, however you can Select which types your employees are in.  Examples may be Full-Time, Part-Time, Seasonal, Commissioners, etc.  This can help when you run your quarterly reports and only want certain groups of people.

6. Job Class:  

You can list the class that the employee is in.  Example:  Group 1, Shop, etc.

7. Radio:  

List the number of the radio the employee was issued.

8. Pay Code:  

Enter an (S) for Salaried or (H) for Hourly to denote the way employee is paid.

9. Annual # Pays:   

You MUST denote how many pays a year this employee is paid.  (12=monthly; 26=biweekly; 52=weekly, etc.)

10. Hours per Day: 

You must designate how many hours per day an employee works. 

NOTE:  Those companies that switch hours, for example switching to 10 hour days in the summer, can easily switch everyone to the new hours in  PAYROLL/MODIFY HOURS PER DAY.  This way you won't have to individually go into everyone's screen and change the Hours Per Day.

11. Rate: 

This is the employee's normal rate of pay according to the Pay Code you listed earlier.

For Example:  If the employee's Pay Code is Hourly, then you would enter the Hourly rate of pay in this cell.  If the employee is Salaried, then you would enter the total amount the employee is paid each payday.

12. Date of Hire: 

Enter the date the employee was hired.

13. Seniority Date:  

Enter the date of the employee's seniority. 

Seniority dates may be different than dates of hire, but can be the same.  Some employee's may not start gaining seniority until their probationary period is over (or) there are instances when an employee starts as a temporary employee and then is hired as a full-time employee down the road.  Some union contracts allow the employee to gain seniority for the time they were a summer temp.  CONSULT YOUR LOCAL UNION AGREEMENT or MANAGEMENT AGREEMENT to make sure your dates of hire and seniority dates are correct.

14. Date of Last Raise:  

Hand enter the date the employee last received a raise, or use the calendar button to find the date.

15. Retired Date: 

Enter the date the employee retired.  (This can be very helpful down the road when the person is retired and different agencies call for verification of hire and retire dates.)

16. Termination Date:  

Very important to enter the termination date of an employee, especially when fired.

17. SPECIALTY FLAGS:

A. Deferred Comp, Deferred Retirement, Disability, and Health Insurance:  Check these boxes if the employee has these items.  When checked, they are simply for reference and do not affect any calculations.

B. Retirement:  If the retirement box is checked, then the retirement box on the W2 will be checked.

C. Seasonal:  Check if an employee is seasonal.

D. Voucher Only:  This box MUST be checked if the employee is going to have direct deposit and not receive a payroll check.

E. Election Worker:  When this box is checked, it tells the system that this employee is an election worker and to apply the election worker tax calculations when doing payroll.

F. Supervisor:  When this box is checked, then when you set up a different employee, the supervisors available will be listed on the pull-down menu in the PERSONNEL tab.

G. Call Log Resolver: When this box is checked and you are filling out a Call Log, this person will be listed as someone who the Call Log can be sent to.

18. When finished, click the SAVE button.  (Or click CANCEL button to exit this screen and not save information.)

19. Click the DONE button to exit the screen.

TO EDIT AN EMPLOYEE'S INFORMATION:

1. Click the EDIT button on the appropriate employee.

2. Make the appropriate changes to the employee's information.

3. When finished, click the SAVE button.  (Or click CANCEL button to exit this screen and not save information.)

4. Click the DONE button to exit the screen.