Click Human Resources/Payroll Payroll Employee Maintenance Employee Master Click

Transcription

1 Adding New Employee Click Human Resources/Payroll Payroll Employee Maintenance Employee Master Click Only needed if district is using this feature Key In: Social Security Number Last Name First Name Job Class Position title of the employee. Click on drop down arrow for table options Location If using Check/Office location field, this would represent the location of the employee. If you are NOT using Check/Office Location field, this will be what the checks are sorted on Group/BU Employees bargaining unit Pay Frequency How often do you run a payroll for this person Org/Obj/Proj Primary account the employee will be paid out of Department Primary department the employee is associated with - OPTIONAL Personnel Status Usually the civil service status. Click on drop down arrow next to field Hit ENTER This will automatically take you to the Dates tab under Date of Birth

2 New Employee Dates REQUIRED Key In: Birth Date of birth is required by Munis and TRS Hired Date is required Service Date of when accruals started. Only needed if you are using the accrual module Permanent This is the date the employee became permanent. For example, if an employee is on probation for six months, this date would be six months after the hire date. The default is the current date Orig Hire This is the employee s original date of hire into the organization. The default is the current date Ret/Pension Required by TRS starting July 1, 2004 for TRS membership date Probation These boxes define the first and final dates of an employee s probationary employment period ALL other fields are optional Tab until will get to the DEMOGRAPHICS TAB

3 New Employee Gender and Actual Marital Status Employee s gender. Actual Martial status Employees Marital status. NOT used for claiming exemptions. Highest Degree Highest degree employee has achieved. Comment Electronic note for your records Unemployment tax indicates tax is paid for this employee. Cafeteria Plan indicates if employees participates in the plan Sick Leave Bank Indicates if employees participates in the Bank Resident Indicates if employee is a resident Ethnic code Employees ethnic code Part/Full Time Employees EEO job classification Function EEO function Click appropriate boxes

4 New Employees ADDRESS REQUIRED Fields: Address Line 1 City All other fields are optional Further explanation of these can be found in the Personnel Documentation. Hit ENTER

5 Entering Employee Salary Click Detail from the Side Bar Double click on line Employee Pay

6 Adding Salary to Employee Click If contract, you will enter Annual Pay (what they will actually will make) If hourly, enter hourly rate If daily, enter Daily rate Employee number and hit TAB If you do not know the employee number, click click, type in employees last name, click TAB, Click drop down to say Last Name, Click GO. Double click on the employee. This will populate the employee number Job Class will default in Pay Type May or may not populate, if it does hit TAB, if not click and select a code Location Should populate, if not click and select a code Group/BU - Should populate, if not click and select a code Status - Should populate, if not click and select a code Pay Freq Will default in Start Date This will need to be changed to ensure the correct payroll the employee should get paid in Allocation If employees salary is split, create an allocation number by clicking on button. Click. Enter the employees number as the allocation number, hit TAB. Key the employees name in for the description, hit TAB. Key in the first org/obj and/or project number and TAB until you get to the % column. Enter until you get down to the next line and key in the next org/obj and/or project and %. Keep doing this until you have 100%. HIT ENTER. Enter the Allocation you just created in the allocation field. ORG Enter org the employees salary should be paid on OBJ - Enter obj the employees salary should be paid on Proj - Enter project, if applicable, the employees salary should be paid on Num Pays Should default in based on the Job Class code. Change if necessary Day/Year - Should default in based on the Job Class code. Change if necessary Sched Hours - Should default in based on the Job Class code. Change if necessary Remaining Populate with how much money is left to be paid to this employee if encumbering Payroll. Reference Salary What employee would make if he works a whole year. TRS will look at this Hours/Day - Should default in based on the Job Class code. Change if necessary Hours/Year - Should default in based on the Job Class code. Change if necessary Day/Period Employees Days per period Remain Number of pays remaining. Only necessary if contract AND encumbering payroll Off-Step Frozen Indicates if an employee is being paid off step. (have to be using salary tables) Pay Status Record status. Active, Inactive, Leave, Moving out Hit ENTER when done TO ENTER ENCUMBER AND BALLOON CHECK, YOU MUST CLICK ON CYCLES/OTHER TAB

7 Adding New Employee You should receive the following screen: This screen is for Federal and State taxes. Enter the employee status and exemptions appropriately Click or hit ENTER CLICK File and EXIT to be taken back to the Employee Master Screen

8 Adding Deductions FICA, MEDICARE, FED AND STATE TAX AUTOMATICALLY GET ADDED TO EMPLOYEES PAY. To add additional deductions, double click on DEDUCTIONS/BENEFITS You will see a listing of current deductions the employee has. Just click

9 Key In: Deduction Key in the deduction number. Click if you don t know the deduction # Employee Amt/Pct Key in the Employee amount if applicable Employee Limit Key in the Employee limit if applicable. If it is unlimited, leave as.00 Employer Amt/Pct Key in the Employer share if applicable Employer Limit Key in the Employer limit if applicable If you are adding a direct deposit deduction, you will need to fill in the following fields: Dir Deposit Bank Enter the ACH bank code if not ACH enter the bank code where the check will be cut Account Number Enter employees account number Prenote Y or N if this record should be a prenote to the bank Checking Click if the account is checking Savings Click if the account is Savings Hit ENTER Click File and then EXIT

10 Adding Accrual Types and Tables If your site is tracking attendance, click EMPLOYEE ACCRUALS You will see a listing of current accruals the employee was linked to automatically. If you need to update balances, double click on one of the lines Current Balances appear at the bottom of the screen

11 Updating Types and Tables on Employees Once a record has been added: DON T TOUCH THE SOY BALANCE FIELD If you need to change data, click and change the information you need. To record time off, click HISTORY from the Side Menu and add the information.

12 Adding Types and Tables to Employees Click Employee Number - If you do not know the employee number, click click type in employee s last name, hit TAB, click on drop down and select LAST NAME. Double click on the employee. This will populate the employee number. Hit TAB Job Class This should not be touched unless employee is working in two different jobs and earning attendance in both Type The accrual type this employee should have. Click down arrow for choices Table Accrual table the employee should be linked to. Click down arrow for choices Active This will default with a check mark Accr Date This is the date the employee starts accruing time Start Date The date the employee can start taking time off End Date No need to change Default Limit This will default from the table Actual Limit This will default in as zeros SOY Balances Enter time employee is entitled to. Click Click File and Exit

13 Retirement Data Double click on: RETIREMENT - to add employee into TRS or ERS file. If this is not done, the employee will NOT appear on the TRS or ERS report and mag media. If the Employees Primary Job Class code has the Teacher flag checked, then you will be taken to the TRS F/M Screen. If not, you will be taken to the ERS F/M screen.

14 ERS Click from the tool bar Key In: Employee Number - If you do not know the employee number, click click find, type in employees last name, click ok or esc. Answer the question NO and double click on the employee. This will populate the employee number. TAB Tier Key in employees retirement number Registration employees registration number or RETD or FULL or PART Report Code - 10 Ret Ded Code Enter retirement code Loan Ded Code Enter loan deduction code even if employee does not have arrears Arrears Code Enter arrear deduction code even if employee does not have arrears Sched Hours Number of hours employee works in one day. Minimum of 6.0 Hit ENTER when done Click File and EXIT

15 TRS Key In: Employee Number - If you do not know the employee number, click click find, type in employee s last name, click ok or esc. Answer the question NO and double click on the employee. This will populate the employee number. TAB Tier Key in employees retirement number Registration employees registration number. If you do not know it, leave blank Employee Base Number of months employee works. IE: 12 or 10 % Time Leave blank if 100% employed. If less than 100%, key in as 50 for 50% Full/Part Indicator F or P Teacher Flag For Members, enter Y for Non Members enter N Hours Per Day - Number of hours employee works in one day. Minimum of 6.0 Ret Ded Code Enter retirement code Loan Ded Code Enter loan deduction code even if employee does not have arrears Hit ENTER when done Click File and EXIT