SmartFusion Modules > Payroll > Employees > Enter/Edit Employee Master

Recent Changes:
6.225 - Allowed the Tax code in the State Withholding section of the Tax tab to be blank, if the Exempt checkbox is checked.

6.224 - Allowed the "Is W2 eligible" checkbox to be visible for GA customers regardless of the "Pooled retirement" checkbox being checked.

6.223 - When the "Default Pay Rate on New Records" checkbox is checked for pay type, the pay rate on the pay type will be defaulted to that value when adding a new record in salary accounts tab.

6.220  - Fixed an issue where the Contribution group description was not being displayed for Alabama clients.

6.219 -  Added functionality to bypass message box when "Bypass popup on update salary accounts when pay rate/ hours per pay period or annual wages is updated" checkbox is checked in the payroll system file and if checkbox is unchecked message box will show and salary account tab details will update.

6.211 -  Under the Tax tab for State withholding, for Tax state 'GA', changed the tax code on employees set to 'D' to 'B'. Changed the description on tax code 'B' to 'Married Filing Separate or Married Filing Joint, both spouses working'. Also changed the Head of Household tax code to D.

6.205 (Supplemental) 
 - On the General tab, Standard Occupational Class (SOC) was added as a selection for North Carolina clients
 - On the Salary Accounts tab "Hrs Worked" will now appear only for Salaried and Daily employees for both North Carolina and South Carolina clients.

6.205 - Fixed the YOE calculation when the "Years of experience based on rehire date" setting is turned on.

6.203 - On the General tab, Standard Occupational Class (SOC) was added as a selection for South Carolina clients
- On the Salary Accounts tab "Hrs Worked" will now appear for Salaried, Part-time Hourly and Daily employees

6.201 - On the Salary Tab, if the Budgeted annual salary is modified it will automatically update the Budgeted salary in Position control for that employee if the client has license for Position Control.

6.199 - Added the Edit Account Info button on the Direct Deposit tab. 

6.191 - Fixed tab indexing on the note field under the Salary Accounts tab and fixed Salary Accounts focused for the first row when entering for the first time.

6.189 - On the Notes Tab, modified code to also pull Personnel notes for an employee if the note title is flagged to be 'Shared with Payroll'.

6.188 - Added the jobs tab. It will be read only and only available if one also has the Personnel Module and the Track Jobs checkbox is checked in the Personnel system settings.

6.181 - Enabled the Employment Status drop down in the search criteria on the Inquire Employee Information Screen.

refer to bottom of this page for changes prior to 6.180

Introduction

The purpose of this form is to setup and edit employee for the purpose of Payroll.

Requirements To Create/Save an Employee

Non-Prepopulated Fields

  • First Name
  • Last Name
  • SSN
  • Tax State (on the Tax tab)

Data Requirements

General Tab

  • Nickname
  • Title
  • Address1
  • Address2
  • City/State/Zip
  • County
  • Print foreign address on W2
  • Supervisor
  • Email address
  • Direct deposit email
  • Phone number
  • Alternate phone
  • Race
  • Sex
  • Date of birth
  • Email notification
  • Date employed
  • Leave accrual date
  • Date inactivated - pr - Date inactivated in payroll
  • Reason - Reason for inactivation in payroll
  • Date inactivated - pe - Date inactivated in personnel
  • Reason - Reason for inactivation in personnel
  • Longevity/Merit Date
  • Update Vendor Master - clicking this button will create a vendor from the information for this employee. It will fill in basic information such as name, addresses, city, state, zip.
  • Vendor - A disabled checkbox that will be shown as checked if the employee has a vendor entity. If the employee has not vendor entity, the box will be unchecked. The box will be checked when using the "Update Vendor Master" button from above.
  • Class
  • Department
  • Location
  • Category
  • Salary Class
  • EEOC
  • Workers Comp
  • SOC (Standard Occupational Class) - South Carolina only
  • BP years experience/step
  • Organization years experience
  • Years of experience - If "Years of experience based on rehire date" is checked in Payroll System Settings Page 3, the employee's most recent hire date will be used to calculate years of experience. Otherwise, the employee's entire work history will be used.
  • Include in budget prep
  • Pooled retirement - Only visible for GA customers. Used for the Create GEBCorp Payroll Deduction File to determine if this employee should be pulled when the Pooled radio button is selected.
  • Is W2 eligible
  • Special Alabama Retirement selections
    • LOA Status
    • LOA Status change date
    • RSA-1 Investment Program type - Bond Fund / Stock Fund
    • Is Contributing to RSA
    • Contribution group
  • Magnifying glass to the right of "Date inactivated - pr" - Allows one to view and edit the employee's activity

Jobs Tab (Only visible if Peronnel Module is enabled and are tracking jobs as set in the Personnel system settings)

  • Job code
  • Location
  • Hours
  • Certification type
  • FTE
  • In field
  • Field
  • Funding source
  • Subject
  • Assignment
  • Position
  • Grid with list of job(s)

Retirement Tab (Florida)

  • Plan code
  • Position number

Salary Tab

  • Type of employee (Daily, Hourly, Inactive, Leave of Absence, Salaried, Deceased)
  • Hours per pay period
  • Pay rate (There is a button next to this field that will bring up the Payroll Salary Audit Report screen and pre-populate the current employee; Number of decimals determined by Payroll System Settings Page 3)
  • Annual taxable wages
  • Overtime factor (4 decimal places)
  • Employment status (Full Time, Part Time, Retiree, Temporary, No Insurance)
  • Pay grade
  • Pay grade date
  • Pay step
  • FTE
  • Std/current contract days
  • Budgeted annual salary
  • Daily rate
  • Hours worked daily
  • Hourly rate
  • TRS eligible-
  • Date eligible
  • Note
  • Salary net furlough
  • Daily pay net furlough
  • Position status (Regular, Seasonal, Temporary, Adjunct, Ineligible to Contribute, Ineligible to Contribute & Ineligible for PEEHIP
  • Print direct deposit notification
  • 403b eligible
  • Export to Time & Attendance
  • Payrate Effective Date
  • Alabama Customer
    • For Alabama customers, Monthly - If checked, the type of rate of pay field in the Alabama retirement export file will be reflected as "02" for monthly, if not it will be reflected as "03" for yearly.
    • FTE weekly hours
    • Full-Time Units (FTU) per pay period
    • Include in ethics report - will include this employee on the Alabama Ethics Commission Report regardless of other criteria.
  • Louisiana Customer

    Is Hazardous Duty? No (default) or Yes

Tax Tab

These fields correspond to the W-4s submitted by the employees and are used when determining the withholding amounts during the Payroll Register process.

Federal Withholding

  • Federal tax status ("Single", "Married", "Head of Household (only for w-4 submitted after 2020)", "Married, but withhold at higher single rate")
  • Exempt - Federal taxes are not withheld if an employee is flagged as exempt with the exception for pay types that are flagged as Taxable - 'Set amount'.
  • Exemptions
  • Additional federal tax
  • FICA
  • EIC

The following fields are only used for employees who have submitted a w-4 after the year 2020

  • New W-4 submitted on or after 01/01/2020
  • Multiple jobs or spouse works (A - Use the online calculator, B - Use the Multiple Jobs Worksheet, C - Use Two Jobs Total)
  • Don't use standard tax table (W-4 step 2 checkbox) - (only enabled if "C" is selected for the "Multiple jobs or spouse works" field)
  • Claim dependents amount (Step 3 of the post-2020 W-4)
  • Other income amount (Step 4a of the post-2020 W-4)
  • Deductions (Step 4b of the post-2020 W-4)

State Withholding

  • Tax state
  • Tax code
  • Exempt
  • Exemptions
  • Additional state tax

Deductions Tab

  • Deduction - The deduction code
  • Abbreviation - The abbreviation of the deduction set in the deduction parameter
  • Priority
  • Tax Code
  • Std Emp Cost - Only enabled if "Reset employer cost to standard on deductions tab" is checked on Page 3 of the payroll system file.
  • Emp Cost
  • Ceiling
  • Balance
  • Std Amt
  • Curr Amt

Notes Tab

visible if "Track Notes" is selected in Payroll System Settings on Page 3.

Leave Tab

visible if "Track Leave" is selected in Payroll System Settings on Page 3.

The years of experience for determining the accumulation rate to use is affected by the "Years of experience based on rehire date" setting in Payroll System Settings Page 3

Direct Deposit Tab

  • Edit Account Info - visible only if "Replace part of social security number, tax id, and bank account info with "*"" is checked in the Demographics tab of Enter/Edit User Security and "Allow bank account and routing number change" is also checked in the PR section of Enter/Edit User Security

visible if "Track Direct Deposits" is selected in Payroll System Settings on Page 3.

Salary Accounts Tab

  • All pay types associated with the employee will be listed here

  • Pay Rate

  • Overtime
    • If the Pay Type is not overtime, the system will use the pay rate factor from the Pay Type Code
    • If the Pay Type is overtime, it will use the Overtime factor from the Salary tab. However, if the overtime factor is set to zero, it will use the pay rate factor from the Pay Type Code
  • FTE
    • Full Time Equivalency or percentage of an employee’s salary to be charged to the salary account and pay type.
  • Fringe
    • The percentage of the employee’s health, dental, and other insurance cost that is to be charged to a fringe account in the department/functional area that matches the department/functional code in the salary account number.
  • Current Hours/Amount
    • The Standard Hours/Amount is what the system uses to reset the Current Hours/Amount to after checks are printed.
  • Incentive Pay
    • All fields except Type and Account will be disabled if the pay type is configured as incentive pay.
    • The Percentage and Curr Amt will be automatically populated for rows with an incentive pay type.
    • The formula to calculate the current amount is :
      (Sum of current amount for all rows with pay types configured as eligible for incentive) * (Percentage / 100). These values are configured on the Pay Type screen.
    • The column header for the "Pay Rate" column will be updated to "Percent" if the selected row has a pay type that is configured as incentive pay
  • Alabama
    • For Alabama customers, users can specify the annual wage per pay type. This will be used when determining overtime retirement amounts.
    • For Alabama customers, the "Hrs Worked" column will be changed to "Days Worked" if the employee is an daily employee. If they are salaried, it will remain "Hrs Worked" as has been the case since implementation.

  • South Carolina

    • "Hrs Worked" will appear for salaried, part-time hourly and daily employees. Tabbing off of the "Std Hrs" will auto-populate this field. If "Std Hrs" is a zero amount, tabbing off of the "Curr Hrs" will auto-populate this field for salaried and part-time hourly employees.

  • Work Comp and Job Class by Pay Type

    If the option is selected in the Payroll System File (Page 4) then Work Comp Code and Job Class Code will be visible for each pay type

  • Set/Reset Exceptions

Documents Tab

Milner ImageDirector

Milner tab setup

Changes Prior to 6.180

6.172 - Pay rate field on Salary and Salary Accounts tab will now display the number of decimals configured in the Payroll System Setting 

6.169 - Added a new field Longevity/Merit Date in General Tab.

6.150 - Added a new checkbox Is W2 Eligible to indicate that the X on the W2 box 13 for Retirement plan.

6.146 - Updated the selection for Race to separate "Asian" and "Pacific Islander"  

6.144 - For clients that have Milner Image Director license, the Image Director tab will now show after successfully saving a new record 

6.134 - Removed check for "Salary" account before auto-updating when tabbing out of Std Hrs

6.133 - Updated logic for "Years of experience" to use new system setting for "Years of experience based on rehire date".

6.129 - Added new checkbox on the General tab called "Pooled retirement". This checkbox will only be visible for GA customers.

6.125 - Added the dropdown option for "Two or more Races" and adjusted the associated reports.

6.123
- Added "Include in ethics report" checkbox on the salary tab. This option will only be visible for Alabama customers at this time.  
- Added Work Comp Code and Job Class Code to the Salary Accounts tab if the option in the Payroll System File (Page 4) is selected  
- The Standard Employer Cost field on the Deduction tab will now be enabled if "Reset employer cost to standard on deductions tab" is checked on Page 3 of the Payroll System File.

6.110
- When clicking the "Update Vendor Master" button on the "General" tab, the physical and separate order information will now be updated in addition to the Remit To information (name, addresses, city, state, zip) as has been done in the past.
- Fixed an issue where when adding a new employee and adding the salary account pay type on the "Salary Accounts" tab you have to click twice for the pay type to appear.
6.107 - Added "Is Hazardous Duty?" to the Salary tab for Louisiana customers  

6.106 
- Disabled Standard Employer Cost field on the Deductions tab.
- Added the ability to edit the activity completely in the employee activity popup
- Added the ability to add and delete records in the grid in the employee activity popup
- Bug fixes in the employee activity popup

6.105 - ImageDirector tab for this page now includes the "PAYRUN" application

6.104 - Years of Experience is now calculated using all periods of employment with the customer. 

6.103 - Added functionality for the "Do not calculate rate automatically" flag, which will not recalculate values of a pay type when the pay rate is changed in the salary tab of an employee.

6.101 
- Added the Job title to the top area of the bottom pane making it viewable on all tabs rather than just the General tab. 
- Added Pay grade date to the salary tab.

6.100 - Changed "Election Worker" in the Employment Status Dropdown options to "No Insurance"

6.99 
- Added Milner input tab
- Fix for an issue that erroneously allowed input into standard and current amounts for Employer Cost Only and Workers Comp Employer Cost Only deduction types. These fields are now in all circumstances if the deduction is either of the aforementioned types.

6.97 - Added Payrate Effective Date field

6.96
- (HOTFIX) corrected rounding issue when calculating the current amount for incentive pay types. Previously, the amounts were showing as rounded to the 2 decimal place on the front end but were not rounding at all in the database which was causing amounts to be off in the direct deposit file.
- Added a new field for FTU (Full-Time Units) by pay period on the Salary tab for Alabama customers only.

6.95
- Changed the "Hrs Worked" column header in the Salary Account Tab to be "Days Worked" if the employee is a daily employee, the column will remain as "Hrs Worked" if the employee is a salaried employee. This change only affects Alabama customers at this time, and the days or hours worked will be reflected in the retirement file exports/report for Alabama.
- Added the "Monthly" checkbox to the Salary Tab. This will be visible if the employee is a salaried employee. This change only affects Alabama customers at this time, and the use of the checkbox will be reflected in the retirement file exports/report for Alabama.

6.94
- Updated the "Pay Rate" column header text on the Salary Accounts tab to "Percent" if the selected row has a pay type that is configured as incentive pay.
- New functionality to disable all Salary Account table fields except "Type" and "Account" if the selected row is configured as incentive pay.
- New functionality on the Salary Accounts table to automatically calculate the Percent and Curr Amt fields for rows that have a pay type configured as incentive pay.

6.92
- Added the "Election Worker" status to the Salary tab.
- Updated description for "Head of Household" on the "Federal tax status" field located on the Tax tab. Old value: "Head of Household (old status, use single)" New value: "Head of Household (only for w-4 submitted after 2020)"
- Updated text for "Don't use standard tax table" checkbox on the Tax tab to say "Don't use standard tax table (W-4 step 2 checkbox)"

6.91 
- New fields on the Tax tab for calculating federal tax using the new method for w-4s submitted after the year 2020.
- Added Retirement tab for Florida with Plan Code and Position Number  
- Added Standard Employer Cost column under the deductions tab. This when set, this column will override the default employer cost and percent in the deductions parameter when running the Set/Reset Exceptions option from the salary accounts tab.

6.87 - Added Florida to the tax state under the tax tab and the Additional State tax field will not be editable for Florida clients

6.86 
- For AL clients, added 05 (Unpaid Workman's Comp) and 06 (Other Unpaid Leave) to the LOA status selection  
- Added the ability to search by employee status (full time, part time, retiree, and temp) to the search pane at the top of the window.

6.84 - Added options to clear and reset the employer deduction amount in the Set/Reset Exceptions popup that's accessed from the Salary Accounts tab. The "clear" functionality will set the employer costs to zero for the deductions that have been assigned to the employee. The "reset" will set the employer costs for the deductions that have been assigned to the employee to the default employer cost amount as set in the deduction parameter section of the payroll parameters if the "Associate employer cost" checkbox is checked.

6.81 - Added Job Title and Job Title Description Fields

6.80 - Increased decimal place for "Overtime factor" on the Salary tab from 2 to 4

6.75 - Added new fields for "LOA Status" and "LOA status change date" and updated some design for Alabama retirement

6.72 - Added new FTE Eligible field to Salary Section

6.68 - Added link to Payroll Salary Audit Report from the salary tab 

6.67 
- Added new fields on salary tab for Pay Grade and Pay Step.
- Made the Total Years of Experience field a calculated field and is not editable.

6.66 - For Alabama customers only.  Added Position Status to the Salary tab and added Hours Worked to Salary Accounts tab for salaried employees.  

6.63 - Added validation for payroll group

6.58 - Made changes for the standard Amount on the salary accounts tab to update when set to do so on the payroll settings page.  

6.54 - For Alabama customer only. All pay types on the salary accounts tab will now show an Annual Wage column. This is for employees that work more than one job. 

6.44 - Only show the fund combo box if 'Use fund from employee master' on page one of the payroll system settings is checked.

6.43 - Added ability to configure Funds for each employee

6.34 (Hotfix)
- Corrected issue where creating and deleting a new row in the Salary Accounts tab forced the pay rate to update unintentionally
- In the Salary Accounts grid, the 'Enter' key now functions the same as the 'Tab' key as far as moving through the grid records

6.34
- Updated how the pay rate is calculated on the Salary Accounts tab
- New tool tip over the Overtime factor field on the Salary tab to help explain how the field is used

5.30 - Fixed an issue with employer cost fringe processing for Exception Employees with zero earnings