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Employees are associated with an individual company, they are not system wide definitions. If you have a large number of employees to create, you may also import the employee records by selecting File, Import, then Employees.
To Create or Edit an Employee
1.Select Setup, then Company, then Employees
2.Enter an ID for the employee or accept the next default employee ID (a sequential number). To edit an existing employee, click the Employee ID button and select the employee from the popup list
General Information Tab
3.Enter the first name, middle initial, and last name of the employee
4.Enter the employee's address (a multi-lined field)
5.Enter the employee's phone number as a string of 7 or 10 digits, you do not need to format the phone number, the system will do it automatically for you
6.Enter an email address for the employee (optional)
7.Select the sex from the drop down list
8.Enter the date of birth in the day-month-year format. As with the phone number the system will automatically format the date properly, you do not need to enter separating characters.
9.Select the employee's status from the drop down list. The status may be:
ACTIVE
VACATION
TERMINATED
10.Enter the hire date in day-month-year format
11.Enter the review date in day-month-year format
12.Enter a job title for the employee
13.Enter the department ID that this employee belongs to or click on the department button and select the department from the list of previously defined departments
Payroll Tab
14.Select whether to make National Insurance deductions for this employee by clicking on Yes or No
15.If the employer pays the full NI Contribution for this employee (both Employee and Employer), check "Employer pays both". Net Pay calculations for this employee will not deduct the NI Employee amount although the total contribution will continue to display both portions for reporting purposes
16.If this employee is entitled to the Retirement Benefit under the National Insurance Board's guidelines, check "Retirement Benefit". Only the employer's contribution will be calculated for this employee in such a case
17.If you selected Yes above, enter the National Insurance contribution type or click on NI Rate type to display a list of available rate types and make a selection from the list. Type 1 is the most common
18.Enter the National Insurance number of the employee
19.Select the pay type from the drop down list. Valid types are:
SALARIED
HOURLY
20.Select the pay frequency from the drop down list. Valid options are:
WEEKLY
BI-WEEKLY
TWICE MONTHLY
MONTHLY
21.If you selected a pay type of HOURLY above, enter the hourly rate. Otherwise this field will not be available for entry.
22.Enter the regular hours for the pay period for this employee. This applies to either pay type.
23.If you entered SALARIED above, enter the salary for this employee. An hourly rate is calculated but may not be edited. For an employee with no base salary, this field may be left blank and filled in when the earnings are processed.
24.Select the pay method for this employee from the drop down list, if different from your default selection made in Company Configuration. Available options are:
CASH
CHEQUE
DIRECT DEPOSIT
25.Enter the Bank name if this employee's pay is consigned to a Bank. Both the employee's name and the Bank name will print on the payroll cheque.
26.If you are paying this employee via a Direct Deposit, enter the account ID for this employee (the format will vary depending on the bank being used, see Direct Deposits for more information). This account ID will be used when the direct deposit file is created as part of payroll processing (Note: you must setup the Direct Deposit feature via Setup, Company, Direct Deposits for this to work).
Additional Earnings
27.To add an additional earning to this employee, click the Add button in the Additional Earnings box
28.Select the additional earning type from the popup list. Select an additional earning type with EMPLOYEE in the type column of the popup. If the selection is not applicable to the employee record, a message will be displayed.
29.Enter the amount of the additional earning
30.Once added, you may either edit the entry or delete it by clicking the appropriate button in the Additional Earnings box
Deductions
31.To add an employee specific deduction, click the Add button in the Deductions box
32.Select the deduction from the popup list
33.Enter the amount of the deduction
34.You will also be prompted to enter an Account ID (the format varies by bank) if this deduction is to go to another bank. If this is not applicable, just click OK without entering anything
35.Once added, as above, you may either edit the entry or delete it by clicking the appropriate button in the Deductions box
Benefits/Other Tab
This page tracks vacation time, sick time, and other time, as well as employee loans. You can enter the allowed hours for vacation, sick time, and other time and the system will track the hours taken as these pay types are assigned during the payroll cycle in the Earnings window, vacation pay is assigned directly on the Earnings summary page and other pay types are assigned as Additional Earnings. The system has pre-defined Additional Earnings for sick pay (SP), other pay (OP), and loans (LOAN). When pay is assigned using any of these codes, the system will accumulate the time under the appropriate heading or in the case of an employee loan, the total loan amount. There are likewise pre-defined deductions for loan payments (LOAN) which work in the same manner. This deduction can be assigned to the employee record so that the payment is automatically assigned during payroll processing.
To enter the allowed hours for vacation, sick time, or other time
•Click the allowed hours box for the appropriate time, and enter the number of hours allowed
A user with Administrative rights may directly edit the hours taken under a particular heading or may edit the loan amount and loan amount paid. Other users must click the EDIT button to the right of desired details box in order to enable the hours taken for editing. If the user has not been granted rights to perform this, an override option is given for a user with the appropriate rights to enter their user ID and password in order to allow editing of the hours taken. The field will remain editable until the Employees window is closed.
Note: The system does not update the employee record for these pay types until the Update National Insurance History option is run on the Processing menu. Also, if you have already created a pay record for this employee for this pay period, and make changes here, they will not be reflected in the existing pay record. You will have to delete the pay record and re-enter it to see the changes.
•Click the General tab and then click Save to record the employee record.
See Also
•Company Configuration
•Email Settings
•National Insurance Rates
•Define Additional Earnings
•Define Deductions
•Create Job Codes
•Create Departments
•Cheque Printing
•Time Card Import
•Time Card Earning Codes
•Direct Deposits
•G/L Export
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