Setting up Employee Information

An employee's information is stored in the Employee Master table and several other tables that are attached to it. Without a row on the Employee Master table, an employee cannot receive any benefits, pay, or hold a position at your organization. It is a very important table to which a large amount of information about an employee is attached.

· General employee information is entered on the Header tab and Details tab in the HR Employee Master via Payroll or Personnel windows.

· Benefits and fringes they will receive from your organization; deductions to be made from their paycheck; and time benefits they accrue such as vacation, sick, personal, etc. [Defining an Employee's Benefits (Benefits Tab)].

· Positions they fill at your organization [Defining an Employee's Position and Salary (Positions Tab)]. This includes additional information, such as salary or hourly pay rate, salary distribution information (HR Individual Earnings via Payroll window or HR Individual Earnings via Personnel window), performance reviews ((HR Individual Performance History via Payroll window or HR Individual Performance History via Personnel window), and salary reviews (HR Individual Salary History via Payroll window or HR Individual Salary History via Personnel window).

How TO

1. Access the HR Employee Master via Payroll window or HR Employee Master via Personnel window.

2. Access the Header tab.

3. Enter the ID Number or perform a name search so that you do not enter the employee on the system twice (choose Option, Advanced Search). If they are not on the system, see How to Add a New Employee to add a new employee and then return to the Employee Information window.

4. Enter information on the Header tab as required.

5. Enter information on the Details tab as required.

6. Enter information on the Benefits tab as required. If this is the first time the Employee Master was saved for the employee, all benefits that are specified as Auto-generate are added. Make changes as necessary to generated benefits and add new ones.

7. Enter the employee's position(s) on the Positions tab.

8. Enter information on the Biograph tab.

9. If your organization has a license to use the Payroll module, perform the following additional steps:

a. Click on the Positions tab and select the position for which you want to enter salary or pay rate information.

b. Open the HR Individual Earnings via Payroll window or HR Individual Earning via Personnel window (choose Options | Salary or Hourly and Work Study if the position is not salaried). You may also right-click on the position and select the option.

c. Define the employee's pay rate or salary. Repeat for other positions. You can also enter salary distribution information (only if the position is salaried). Click here for instructions on how to set up salary distribution for an employee.

d. If you need to enter special tax exemptions for the position, suppress deductions, or prevent this position's pay from being combined with other positions the employee fills, select the position and choose Option (or right-click) | Pay Overrides. The HR Individual Pay Override via Payroll window or HR Individual Pay Override via Personnel window appears. Enter required information.

e. Enter information on the Taxes tab as required. If this is the first time the Employee Master was saved for the employee, all taxes that are specified as Auto-generate are added. Make changes to the number of exemptions, filing status, etc., to the generated taxes and add new tax rows.

f. Enter W-2 and Direct Deposit information on the Payroll tab.

g. Save.

10. If your organization has a license to use the Personnel module, perform the following additional steps:

a. Enter additional information, such as education and other affiliations, on the Achievements tab.

b. Enter additional information, such as emergency contacts and work locations, on the Personnel tab.

c. Enter additional miscellaneous information on the Miscellaneous tab.

d. Save.