Add/Edit Employee Information


These screens are designed to enter employee information into the payroll system. This program consists of four (4) entry screens. This data is maintained for several reasons. First, the employee name and address information stored here will print on the payroll checks. Also, the employee totals, accruals, cost centers, taxes, and bank information will be calculated from this data. You may create new employee information, view an existing employee, or delete an employee from this screen, found on the Employee Data sub-menu.

Once data is entered for a screen, you may scroll to the next screen by using the "F" (forward) command. Likewise, scroll backward using the "B" command. Example: If you are on Screen 1, and wish to view Screen 4, enter "F3" from the MODIFICATIONS prompt to scroll forward 3 screens to screen 4. A password may be required in order to access each screen. A screen number indicator is found at the lower right hand corner of your screen.

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ENTER EMPLOYEE ID (#/A/???) >

EMPLOYEE ID

Enter a unique ID for each employee. IDs may be manually assigned or automatically assigned by the system. For automatic assignment, choose one of the following methods: ALPHA - Enter A at the Employee ID prompt. The ID that is automatically generated is derived from the employee's name. Examples: JOHN SMITH = SMIJOH, AL TIMMONS = TIMAL, TRACI WILLIAMS = WILTRA, etc. NUMERIC - Enter # at the Employee ID prompt which generates the next available sequential number.

If an existing ID is entered, information on that employee will display, and you are prompted for the entity in order to display the entity-specific information. If the ID is unknown, enter ??? and then enter the last name or company name on which you wish to search. Employees entered through this screen are automatically given the class code of EMP, and may also be displayed from the Address Master screen.

NAME

Enter the employee name. The name must be entered in this format: WILSON, SAM J. The check writing routine will print the name as SAM J. WILSON. You may omit the middle initial.

ADDRESS

Enter the employee street or mailing address. This is a multi-valued field, enabling you to enter unlimited address lines. Press RETURN at the beginning of a new line to exit.

ZIP

Enter the zip code. If a proper zip is entered, the city, and state or province will automatically be displayed if interfacing with a zip code file. If a new zip code is entered, the system will display "NOT FOUND IN ZIP CODE FILE", and will prompt for the city, and state or province. This field is ten (10) characters in length. You may enter a 5 digit code, or a zip + 4 digit code. If the zip + 4 is used, you must enter the hyphen. Example: 85004-1234 You may also enter Canadian zip codes. Example: K1H 4L3

CITY

Enter the city, or press RETURN to accept the city displayed.

STATE

Enter the two-letter state abbreviation, or press RETURN to accept the state code displayed. Enter the province name in this field if applicable.

PHONE #

Enter the employee home phone number. You may enter the number without hyphens. The system will automatically display the hyphens in the correct place, providing seven (7), or ten (10) digits are entered.

SOCIAL SECURITY NUMBER

Enter the employee social security number with or without hyphens.

RACE

Enter the race or origin of this employee. Example: Caucasian, Hispanic, etc.

SEX

Enter an "M" for male, or an "F" for female.

MARITAL STATUS

Enter an "S" for single, an "M" for married, "E" for exempt, "U" for Unmarried - Head of Household, or "B" Both Working (Mississippi).

NUMBER OF DEPENDENTS

Enter the number of dependents for this employee.

ADDT'L W/H ALLOW

Enter the number of additional withholding allowances.

BIRTH DATE

Enter the birth date. You may enter the date without slashes. The system will automatically enter slashes in the appropriate places.

VIET NAM VETERAN

Enter a "Y" for yes, or "N" for no.

DISABLED VETERAN

Enter a "Y" for yes, or "N" for no.

HANDICAPPED

Enter a "Y" for yes, or "N" for no.

ENTITY

Enter the entity ID. Information for more than one entity may be entered per employee. A screen indicator counts the number of entities entered per employee (1 of 3).

DEPENDENTS

Enter the number of dependents for this employee.

SKILLS/NOTES

Enter any skills or notes regarding this employee. This is a multi-value field, allowing unlimited lines of entry. Press RETURN at the beginning of a new line to exit.

START DATE

Enter the starting date of employment, or press RETURN to accept the date displayed.

ADDTNL W/H

Enter the number of additional withholding allowances if applicable.

ANNIVERSARY DATE

Enter an anniversary date, or press RETURN to accept the default.

TERMINATION DATE

Enter the termination date if applicable, or press RETURN. If a date is entered, you will be prompted for the reason of termination.

LOCATION

Enter the location ID at which this employee will work.

DEPARTMENT

Enter the department ID in which this employee will work, or ??? to search for existing department IDs.

POSITION

Enter the employees title or position he/she holds within the company. Example: Sales Rep, Vice President, etc.

SUPERVISOR

Enter "Y" for yes, or "N" for no, to determine if this employee is a supervisor.

FULL TIME

Enter "Y" for yes, or "N" for no, to determine if this employee works full or part-time.

GROUP

Enter the group of which this employee is a member, if applicable Example: Administrative, Clerical, etc.

CAREER HOURS

Enter the total number of hours this employee has worked since the starting date, if applicable. This field should remain blank, unless you are starting the payroll system in the middle of the year. The posting routine will accumulate these hours automatically.

DRIVERS LIC #

Enter the employee's drivers license number.

WORK STATE

Enter the state in which the employee works.

From the MODIFICATIONS prompt, press F and 1 and RETURN to continue to Screen 2, or enter FI to file and save the entries in Screen 1. You may enter data in all 4 screens before Filing and Saving. Instructions for Screen 2 begin on the following page (screen shown condensed).

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PAY TYPE

Enter an "H" for hourly, or an "S" for salary. The type entered here will affect the following seven (7) prompts.

ELIGIBLE OVERTIME

Enter "Y" for yes, or "N" for no to indicate if this employee is eligible for overtime pay.

FREQUENCY

Enter the frequency to pay this employee. Choices include: W=Weekly, B=Bi-weekly, S=Semi-monthly, M=Monthly.

HOURS/PP

Enter the number of hours this employee will work per pay period. Example: You may enter quarter, or half hours as follows: 10.25.

ANNUAL RATE

Enter the annual rate of pay if "S" was entered as a pay type.

SALARY/PP

Enter the dollar amount for this employee, or RETURN to accept the calculated amount displayed. This only applies if the pay type is "S" for salary.

HOURLY RATE

Enter the hourly rate of pay for this employee, or RETURN to accept the calculated amount displayed. This only applies if the pay type is "H" for hourly.

UNIT RATE

Enter the unit rate of pay for this employee, if applicable. This applies if an employee is being paid on a piece rate.

BONUS

Enter the bonus amount applicable per pay period.

EMP CONT CODE

Enter the applicable employer contribution codes. This is a multi-valued field, allowing unlimited lines of entry. To view/select from a list of codes, enter ??? and RETURN.

LOCATION

Enter the location ID in which this employee will work. This ID must be pre-defined through "Add/Edit Locations".

DEPARTMENT

Enter the department code in which this employee will work. This code must be pre-defined through "Add/Edit Entities / Departments".

PAY CODE

Enter the applicable payroll codes for this employee and location. This code must be pre-defined through "Add/Edit Payroll Codes".

DESCRIPTION

The pay code description will be automatically displayed.

RATE

Press RETURN to accept the default rate of pay (entered through Add/Edit Pay Codes), or enter the standard rate of pay for this pay code for this employee. This rate overrides any default rates.

UNITS

Enter the number of units this employee will produce in one pay period. If the employee is paid by the hour, this prompt will be bypassed.

HOURS

Enter the number of hours this employee will work in one pay period at this location.

FEDERAL FIXED AMOUNT

Enter the fixed amount of federal taxes to withhold. If an amount is entered here, it will override the federal tax table, and only withhold this amount.

FEDERAL EXTRA AMOUNT

Enter the extra amount to withhold, if applicable. This amount will be added to the federal tax table amount.

STATE TAX TABLE CODE

Enter the code for the state tax deduction. This code must be pre-defined through "Add/Edit Tax Tables".

STATE FIXED AMOUNT

Enter the fixed amount of state taxes to withhold, if applicable. If an amount is entered here, it will override the state tax table, and only withhold this amount.

STATE EXTRA AMOUNT

Enter the extra amount to withhold, if applicable. This amount will be added to the state tax table amount.

LOCAL TAX TABLE CODE

Enter the code for the local tax deduction. This code must be pre-defined through "Add/Edit Tax Tables".

LOCAL FIXED AMOUNT

Enter the fixed amount of local taxes to withhold, if applicable. If an amount is entered here, it will override the local tax table, and only withhold this amount.

LOCAL EXTRA AMOUNT

Enter the extra amount to withhold, if applicable. This amount will be added to the local tax table amount.

From the MODIFICATIONS prompt, press F and 1 and RETURN to continue to Screen 3, or enter FI to file and save the entries in Screens 1 and 2. Instructions for Screen 3 begin below (screen shown condensed). Screen 3 is used to enter deduction and accrual codes.

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DEDUCTION CODE

Enter the deduction code(s) (defined through Add/Edit Deduction Codes) which are applicable to this employee. The deduction code names are displayed for reference. This is a multi-value field, allowing unlimited lines of entry. Press RETURN at the beginning of a new line to exit.

The following three prompts enable you to choose the deduction amount for this code. You may only choose one of these three fields. Example: You may have a % of gross, plus the extra amount. You MAY NOT have % of gross, and % of net, etc.

% OF GROSS

Enter the gross percentage of pay that will be used to calculate this deduction. You may enter the percentage without decimals. Example: If "12" is entered, the system will display 12.00.

% OF NET

Enter the net percentage of pay that will be used to calculate this deduction. See above example for details.

FIXED AMOUNT

Enter the fixed amount to be deducted.

EXTRA AMOUNT

Enter the extra amount to be deducted.

PERIOD LIMIT

Enter the deduction limit for the pay period.

YEAR LIMIT

Enter the yearly deduction limit.

YTD DEDUCTIONS

Enter the employee's year-to-date deductions. This field should remain blank, unless you are starting this payroll system within a calendar year. This field CAN NOT be modified.

DATE LIMIT

Enter the date to stop taking this deduction. Once the system date matches this date, the deduction will stop.

CANCEL

Enter "Y" for yes, or "N" for no. Enter "Y" if the deduction code is active, or "N" if inactive. Example: This employee may have previously requested this deduction, but is no longer taking the deduction. If this is the case, enter "N". This enables you to have historical information regarding employee deductions.

ACCRUAL CODE

Enter the accrual code(s) which apply to this employee (defined through Add/Edit Pay Codes). The code name is displayed for reference. If unknown, enter ??? to display a list of existing codes. This is a multi-valued field which allows unlimited lines of entry. Press RETURN at the beginning of a new line to exit.

HOURS

Enter the number of hours to accrue for this code.

From the MODIFICATIONS prompt, press F and 1 and RETURN to continue to Screen 4, or enter FI to file and save screens 1 through 3. Instructions for Screen 4 begin below.

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BANK #

Enter the bank number which will affect this direct deposit. The bank number must be pre-defined through "Add/Edit Banks". The bank name/description is displayed for reference. This is a multi-value field, allowing unlimited lines of entry. Press RETURN at the beginning of a new line to exit.

ACCOUNT #

Enter the general ledger account number that will receive this direct deposit.

ACCOUNT TYPE

Enter the account type. Example: 622 = Checking.

% GROSS

Enter the gross percentage of pay that will be used to calculate this deduction. You may enter the percentage without decimals. Example: If "12" is entered, the system will display 12.00.

% NET

Enter the net percentage of pay that will be used to calculate this deduction. You may enter the percentage without decimals. Example: If "12" is entered, the system will display 12.00.

FIXED DEPOSIT

Enter the fixed amount to be deducted. This amount will override any amount calculated from the deduction code.

EXTRA DEPOSIT

Enter the extra amount to be added to the amount calculated from the deduction code.

REVIEW

Enter the review date when applicable. This is a multi-value field, allowing multiple lines of entry. Press RETURN at the beginning of a new line to exit.

POSITION

Enter the position attained by the employee on the review date.

PAY TYPE

Enter the pay type which applies to this review. Example: H=Hourly, S=Salary, U=Units, etc.

PAY RATE

Enter the pay rate which applies to this review, or RETURN to accept the amount displayed.

EXTRA DEPOSIT

Enter the extra amount to be deposited into this sure pay account. This amount will be in addition to any of the above three prompts, if applicable. Once the data is entered for this employee, you may scroll from screen to screen by using the F# and B# commands. Example: If you are at Screen 1, and wish to view Screen 4, press F and 3 and RETURN (forward 3) from the MODIFICATIONS prompt. If you are at Screen 3 and wish to view Screen 2, press B and 1 and RETURN (back 1) from the MODIFICATIONS prompt.

Be sure to enter FI to FILE and SAVE your entries. You may enter FI from any MODIFICATIONS prompt which will save the entries in all 4 screens. Exiting from any screen (EX or END) will restore entries to the last save for all 4 screens.