EMPLOYEE SERVICES EMPLOYEE MODULE. PayChoice: America's Choice for Payroll

Transcription

1 EMPLOYEE SERVICES EMPLOYEE MODULE

2 2 1 Welcome to the Employee Services Online HELP Feature! This manual is designed to help support clients, allow supervisor and employee self service. It contains a wealth of information regarding administrative, supervisor, employee functions as well as screen and field information. Please take the time to review the topics within this section, and refer back to them whenever you have a question about Employee Services System. As always, if you cannot find the answers to your questions contained within, please contact your Customer Support Representative 1.1 Employee The Employee Section will describe all employee level information for: Demographics Employment EEO W-4 Form Emergency Contact Information Medical Information Dependents Assets

3 1.1.1 Employment History Citizenship 3 Employee Demographics The Demographics page for Employee Services is designed to: Display Employee Demographic information Permit the editing of Employee Demographic information The administrator has the option to allow the employee to change their address, city and state information. This option must be turned on in the Administration area, Options, Notification List. When an employee makes a change, an will be sent to the address entered under Notification List. First Name, Middle Initial, Last Name This field contains the employee s legal name for tax reporting purposes. The employee s name appears on all screens as well as the Employee Master Demographics. First and Last Names are required.

4 4 Address, Address2 Displays the employee s legal mailing address, street name and number, including any P.O. Box or apartment number. This address will be printed on the employee Form W2; therefore it must reflect the employee legal address for that purpose. City Displays the employee s City of Legal residence. State Displays the abbreviation of the employee s State of Legal residence selected from a list. Zip Displays the employee s 5 or 9 character Zip Code. (No formatting is required) Marital Status Displays the employee s Actual Marital Status selected from a drop down box. This selection is not used for Taxing Purposes. Birth Date Displays the employee s Birth Date. (Enter formatted mm/dd/yyyy or mm/dd/yy) Contact Points These fields display valid Phone and contact points and are formatted as follows: Phone Numbers No formatting is required however formatting will be accepted. A leading 1 will be stripped off. More than 10 valid numeric characters will be stripped off unless the field is a Work Phone in which case additional numeric characters will be considered an extension. An invalid Phone Number will automatically be blanked out. Addresses Must be a valid address in the following format (Name@Domain.Com)

5 5 Reset Reset form by selecting Save Changes Save Changes by selecting Upon execution a message will display the status of the changes. Notes: Any field that displays data in gray is not editable. The vertical navigation bar at the left of each page provides user access to only those menu options available to that validated user. The Employee Header on the top of the displays the Name, Social Security Number, Employee Number, Division and Department of the Active Employee. Employment Information Employment Information The Employment page for Employee Services is intended to: Display employee Employment Information, and; Permit editing of employee Employment Information.

6 6 Division/Department (Optional Field) This field contains the active employee s work Division and Department. Edit by selecting a value from a list of Division/Departments. Group (Optional Field) This field contains the active employee s work Group. Edit by selecting a value from a list of Groups. Job Title This field contains the active employee s Job Title. Edit by entering the Employee's Job Title Supervisor (see note below) This field indicates the active employee is a Supervisor. Edit by checking or un-checking the Supervisor Check Box. Reports To This field contains the name of the Supervisor for the active employee. Edit by selecting a value from a list of Supervisors.

7 7 Activity Status This field contains the Payroll Activity Status for the active employee. Edit by selecting a value from a list of Statuses. Options may change based on the current setting. Selecting Terminated will: Automatically fill a blank Term Date with today's date Allows the user to edit the Term Date Shift This field contains the work shift for the active employee. Hire Date This field contains the Date of Hire for the active employee. (Not editable) Rehire Date This field contains the Date of Rehire for the active employee. (Not editable) Date Last Raise This field contains the Date of Last Raise for the active employee. (Not editable) Date Next Raise This field contains the Date of Next Raise for the active employee. (Enter formatted mm/dd/yyyy or mm/dd/yy or select a date from the Date Picker) Benefit Date This field contains the active employee s Benefit Date. (Enter formatted mm/dd/yyyy or mm/dd/yy or select a date from the Date Picker) Term Date This field contains the Date the active employee was terminated. (Not editable unless Status is terminated) Term Reason This field contains the active employee s Reason for the Termination of the active employee.

8 8 Emp Status This field contains the Employment Status for the active employee. Edit by selecting a value from a list of Statuses. Reset Reset form by selecting Save Changes Save Changes by selecting Upon execution a message will display the status of the changes. Notes: Any field that displays data in gray is not editable. The vertical navigation bar at the left of each page provides user access to only those menu options available to that validated user. The Employee Header on the top of the displays the Name, Social Security Number, Employee Number, Division and Department of the Active Employee. Employee EEO Information The Employee EEO Info page for Employee Services is intended to: Display EEO information Display Military History information Permit review and edit capability for EEO and Military History information

9 9 Gender This field displays the Gender of the active employee. Edit by selecting a value from the list of Genders or select Not Reported. Race This field displays the Race of the active employee. Edit by selecting a value from the list of Races or select Not Reported. EEO Job This field displays the EEO Job Title of the active employee. Edit by selecting a value from the list of EEO Job Titles or select Not Reported. Veteran Check this box if the active employee is a Veteran of the US Armed Forces. Viet Nam Vet Check this field if the active employee is a Viet Nam Veteran. Disabled Vet Check this box if the active employee is a disabled Veteran. Active Reserve Check this box if the active employee is an active member of a military reserve unit.

10 10 Reset Reset Form by selecting. Save Changes Save Changes by selecting Upon execution a message will display the status of the changes. Notes: Any field that displays data in gray is not editable. The vertical navigation bar at the left of each page provides user access to only those menu options available to that validated user. The Employee Header on the top of the displays the Name, Social Security Number, Employee Number, Division and Department of the Active Employee. Employee W4 Information The Employee W4 Information page for Employee Services is intended to: Display of Employee W4 Information Permit entry of Employee W4 Information Permit the ability to edit Employee W4 Information The administrator has the option to allow the employee to change and update the W4 information. This option must be turned on in the Administration area, Options, Notification List. When an employee makes a change, an will be sent to the address entered under Notification List.

11 11 Marital Status - Federal Select the employee s Marital Status for federal taxing purposes from the drop down box. Marital Status - State Select the employee s Marital Status for state taxing purposes from the drop down box. Dependents - Federal Enter the number of dependents given by the employee for federal tax purposes. Dependents - State Enter the number of dependents given by the employee for state tax purposes. Tax Amount - Federal Enter a tax amount specified by the employee to be withheld in addition to regular federal tax withholding. Note that an error message will be displayed if an additional amount is entered along with the selection of Normal Tax Rate" from the corresponding drop down box. This combination is not permitted and the entry box will be reset to zero. Tax Method - Federal Select the federal tax method desired from the drop down adjacent to the Tax Amount field.

12 12 Tax Amount - State Enter a tax amount specified by the employee to be withheld in addition to regular state tax withholding. Note that an error message will be displayed if an additional amount is entered along with the selection of Normal Tax Rate" from the corresponding drop down box. This combination is not permitted and the entry box will be reset to zero. Tax Method - State Select the state tax method desired from the drop down adjacent to the Tax Amount field. Note that rules may vary from state to state. Jurisdiction The taxing state is for display and may not be modified on this screen. Create W4 Create the W-4 form by clicking here. Upon execution of the command a completed Form W-4, based on the information entered on this form in addition to information available within the Employee Services database, will be created in Adobe Acrobat PDF format. The W-4 form may be printed out as support for your online record. Reset Reset Form by selecting. Save Changes Save Changes by selecting Upon execution a message will display the status of the changes. Notes: Any field that displays data in gray is not editable. The vertical navigation bar at the left of each page provides user access to only those menu options available to that validated user.

13 The Employee Header on the top of the displays the Name, Social Security Number, Employee Number, Division and Department of the Active Employee. Emergency Contacts The Emergency Contacts page for Employee Services is intended to: Display the Employee Emergency Contact Information Permit the addition and editing of Emergency Contact Information

14 Emergency Contact The Add New Emergency Contact page for Employee Services permits the User to add or edit the employee s Emergency Contact record First Name, Middle Initial, Last Name Enter the employee s emergency contact name. Address, Address2 Enter the emergency contact s mailing address, street name and number, including any P.O. Box or apartment number. City Enter the emergency contact s City of Legal residence. State Enter the postal abbreviation of the employee s State of Legal residence selected from a list.

15 15 Zip Enter the 5 or 9 character Zip Code. (No formatting is required) Primary Contact Enter a check in the box if this particular contact is the primary contact. Relationship Enter the relationship this contact has to the subject. (For example, spouse, mother, brother, friend, etc.) Contact Points Enter valid Phone and contact points as follows: Phone Numbers o No formatting is required however formatting will be accepted. o A leading 1 will be stripped off. o More than 10 valid numeric characters will be stripped off unless the field is a Work Phone in which case additional numeric characters will be considered an extension. o An invalid Phone Number will automatically be blanked out. Addresses o Must be a valid address in the following format ( Name@Domain.Com) Reset Reset Form by selecting. Save Changes Save Changes by selecting Upon execution a message will display the status of the changes.

16 16 Notes: Any field that displays data in gray is not editable. The vertical navigation bar at the left of each page provides user access to only those menu options available to that validated user. The Employee Header on the top of the displays the Name, Social Security Number, Employee Number, Division and Department of the Active Employee. Employee Medical Information Employee Medical Information The Medical Information page for Employee Services is designed to provide the following: Display of an employee Medical Information record Addition of a new employee Medical Information record Modification of a new or existing employee Medical Information record

17 17 Medical Contact Enter the name of the employee's medical care provider. Phone Enter the phone number of the employee's medical care provider. Smoker Enter a check in this box if the dependent smokes Medical Alert Enter information pertinent to known possible medical emergencies (e.g., medications, seizures, etc.) that are specific to this employee. Also, any other information that a health care provider must know immediately in the event of an emergency is available here. Allergies Enter information required to respond to potential allergic reactions (e.g., bee stings, foods, etc.) for which this employee is known to be at risk.

18 18 Disabilities Enter information required to meet requirements (e.g., equipment needs, etc.) to accommodate disabilities for this employee. Reset Reset Form by selecting. Save Changes Save Changes by selecting Upon execution a message will display the status of the changes. Notes: Any field that displays data in gray is not editable. The vertical navigation bar at the left of each page provides user access to only those menu options available to that validated user. The Employee Header on the top of the displays the Name, Social Security Number, Employee Number, Division and Department of the Active Employee. Employee Dependents The Employee Dependents page for Employee Services is designed to provide the following: Display of an employee dependents Addition of an employee s dependent record Modification of an employee s dependent record

19 19 Notes: Any field that displays data in gray is not editable. The vertical navigation bar at the left of each page provides user access to only those menu options available to that validated user. The Employee Header on the top of the displays the Name, Social Security Number, Employee Number, Division and Department of the Active Employee. Employee Dependent Employee Dependent The Employee Dependent page Employee Services permits the User to add or edit the employee s dependent information record

20 20 First Name, Middle Initial, Last Name This field contains the employee s legal name for tax reporting purposes. The employee s name appears on all screens as well as the Employee Master Demographics. First and Last Names are required. Address Enter address for dependent if different from employee. Relationship Select the relationship this dependent has to the employee from the drop down box. If the person qualifies as a Dependent but the specific relationship is not provided for selection then choose Other from the drop down box. (Circumstances that qualify a person to be claimed as a Dependent are enumerated in IRS regulations)

21 21 Gender Select a gender for the dependent from the drop down box. SSN Enter the Dependent's Social Security Number (enter formatted, ) Birth Date This field contains the employee s Birth Date. (enter formatted mm/dd/yyyy or mm/dd/yy) Benefit Eligibility Enter a check in this box if the dependent is eligible for coverage under the company benefits plan Disabled Enter a check in this box if the dependent is disabled Full Time Student Enter a check in this box if the dependent qualifies as a full time student Smoker Enter a check in this box if the dependent smokes Reset Reset Form by selecting Save Changes Save Changes by selecting Upon execution a message will display the status of the changes. Notes: Any field that displays data in gray is not editable. The vertical navigation bar at the left of each page provides user access to only those menu options available to that validated user. The Employee Header on the top of the displays the Name, Social Security

22 22 Number, Employee Number, Division and Department of the Active Employee My Company Assets The My Company Assets page for Employee Services is intended to: Display a list of company assets assigned to this Employee; Give an Administrator the ability to record the return of company assets to this employee; Give an Administrator the ability to record the assignment of company assets to this employee; Provide administrative access to the master list of company assets authorized to be assigned to employees. Notes: Any field that displays data in gray is not editable. The vertical navigation bar at the left of each page provides user access to only those menu options available to that validated user. The Employee Header on the top of the displays the Name, Social Security Number, Employee Number, Division and Department of the Active Employee.

23 Company Assets Company Assets The Company Assets table allows the administrator to add new assets Available Company Assets The Available Company Assets table allows the administrator to add assets to an employee.

24 24 Features Rows - Each row represents a distinct company asset. Columns - Each column relates to a particular asset as follows: Return - click this command to return an asset assigned to this employee back to the asset pool. In addition, a corresponding message will display on the My Company Assets page indicating "Company Asset Returned By Employee" Description - Describes the asset assigned; Property Number - A distinct asset identification number (alphanumeric) specified for a particular asset; Date Assigned -- Date the asset was assigned to the designated employee. Buttons Click to Assign Available Company Asset to an employee. The Assign command will perform as follows: If one or more assets are available for assignment then the Available Company Assets list will display, from which one or more assets may be assigned to this employee. If there are no company assets available to be assigned the Available Company Assets list will display the message "No Assets Entered Click on Return to return to My Company Assets. Notes: Any field that displays data in gray is not editable. The vertical navigation bar at the left of each page provides user access to only those menu options available to that validated user. The Employee Header on the top of the displays the Name, Social Security Number, Employee Number, Division and Department of the Active Employee.

25 Employment History Employment History The Employment History page for Employee Services is intended to: Display the Employment History for an employee; Permit Employment History records to be reviewed or modified; Permit the addition of a new Employment History. Buttons Click on the Add button to add a new record for this employee Click on the Edit Button to edit a existing record for this employee Notes: Any field that displays data in gray is not editable. The vertical navigation bar at the left of each page provides user access to only those menu options available to that validated user. The Employee Header on the top of the displays the Name, Social Security Number, Employee Number, Division and Department of the Active Employee.

26 Employee Former Employer Employee Former Employer This section will list the employee s former employers. Features Employment History Table Rows - Each row represents a distinct Employment History record. Columns - Each column relates to a particular Employee History record as follows: Edit - Right click to review an Employment History record for this employee; Prior Employer - of the Active Employee Position - Held by the employee for each record; Hired - Date this employee was hired by the former or current employer; Resigned - Date the employee was terminated or resigned.

27 27 Notes: Any field that displays data in gray is not editable. The vertical navigation bar at the left of each page provides user access to only those menu options available to that validated user. The Employee Header on the top of the displays the Name, Social Security Number, Employee Number, Division and Department of the Active Employee.

28 Employment Eligibility This section will list the required INS Form I9 Employment Eligibility The Employment Eligibility page for Employee Services is intended to: Record and display information in support of eligibility for employment in the U.S.; Record and display verification that required documents have been received; Create and print facsimile INS Form I9 for employer and employee records. Section 1. Employer Information and Verification Mark the eligibility category that applies to this employee: A Citizen or National of the United States, or;

29 A lawful permanent resident, or; An alien authorized to work until the Authorization Date. 29 Enter the following in the text box provided, where applicable: Alien or Admission Number: Applies to lawful permanent residents and aliens authorized to work in the U.S. Authorization Date: Applies to aliens authorized to work in the U.S. Section 2. Employer Review and Verification a. Select One Document that Establishes Both Identity and Employment Eligibility From the List A drop down box select a document provided by the employee that verifies both identity and eligibility for employment in the U.S. In addition, enter the Issuing Authority description, Document Number, and Expiration Date, as indicated on the document submitted, into the respective text boxes. OR b. Select One Document that Establishes Identity From the List B drop down box select a document provided by the employee that verifies his or her identity. In addition, enter the Issuing Authority description, Document Number, and Expiration Date, as indicated on the document submitted, into the respective text boxes. AND Select One Document that Establishes Eligibility for Employment From the List C drop down box select a document provided by the employee that verifies his or her Eligibility for Employment. In addition, enter the Issuing Authority description, Document Number, and Expiration Date, as indicated on the document submitted, into the respective text boxes. (Note that additional information may be found in the instructions to Form I-9 published by the U.S. Immigration and Naturalization Service) Save Changes Save Changes by selecting Pressing the Save Changes button saves any data entered to the Employee

30 30 Services database. The message "Employee EEO Listing Successfully Updated" will be displayed. Note that it is not necessary to complete the form to save changes and exit this screen. The form may be entered as necessary add or modify data. However, all supporting documents must have been received for the form to be considered valid. You will see the Create I-9 Form Icon after the form saved. Reset Reset Form by selecting Upon executing this command button, the form will be reset to reflect the information displayed when you first entered the screen. This permits you to eliminate any data entry errors and to continue data entry. Create I-9 Create the I-9 form by clicking here. Upon execution of the command a completed Form I-9, based on the information entered on this form in addition to information available within the Employee Services database, will be created in Adobe Acrobat PDF format. The I-9 form may be printed out as support for your online record. Notes: Any field that displays data in gray is not editable. The vertical navigation bar at the left of each page provides user access to only those menu options available to that validated user. The Employee Header on the top of the displays the Name, Social Security Number, Employee Number, Division and Department of the Active Employee.

31 Skills Inventory Skills Inventory The Skills Inventory Section will describe all employee level information for: Education Certification Skills Training Employee Education The Employee Education list for Employee Services is intended to: Display records of formal degrees, certificates or continued education earned or pursued by an employee at institutions of higher learning; Permit an Administrator to review or modify an Employee Education record; Permit an Administrator to add an Employee Education record.

32 32 Buttons Reset Reset Form by selecting Save Changes Save Changes by selecting Upon execution a message will display the status of the changes Emp Education Rows - Each row represents a distinct Employee Education record. Columns - Each column relates to a particular education as follows: Edit - Click the link to view or change an employee education record; Course of Study - Discipline or major area of study for which credits have been earned; Degree - Type of degree issued by the authorized institution; Graduated - Year for which the degree or credit was earned; Years - Number of years required to earn the formal degree or credits; Verified - Indicates whether the education information furnished by the employee has been independently confirmed.

33 33 Notes: Any field that displays data in gray is not editable. The vertical navigation bar at the left of each page provides user access to only those menu options available to that validated user. The Employee Header on the top of the displays the Name, Social Security Number, Employee Number, Division and Department of the Active Employee. Employee Certification Employee Certification The Employee Certification list for Employee Services is intended to: Display a list of formal Certification programs completed by the employee; Permit an Administrator the ability to review, modify, remove or add a Certification;

34 34 Buttons Save Changes Save Changes by selecting Upon execution a message will display the status of the changes Remove Remove changes by selecting. Reset Reset Form by selecting Upon execution you will be returned to the employee certification list. You should note that the record has been removed from the list.

35 35 Close the Page Return to Employee Skills by selecting Upon execution you will be returned to the Employee Certification Listing and any modifications that had been made will be cleared if they were not saved first, leaving the record unchanged Employee Certifications Rows - Each row represents formal certification programs completed by this employee. Columns - Each column relates to a formal certificate as follows: Edit - Click to review or modify an existing employee certificate record; Expires Expiration date of employee certificate; Certification Type Formal Certificate received/completed; License Number Formal Certificate license number if applicable. Notes: Any field that displays data in gray is not editable. The vertical navigation bar at the left of each page provides user access to only those menu options available to that validated user. The Employee Header on the top of the displays the Name, Social Security

36 36 Number, Employee Number, Division and Department of the Active Employee Employee Skills The Employee Skills list for Employee Services is intended to: Displays a list of skills attributable to a particular employee; Permits administrative access to the Company Skills table along with the ability to review, modify or add skill records. Features Rows - Each row represents a specific skill attributable to this employee. Columns - Each column relates to a skill as follows: Edit - Click the edit link to review, modify or remove an employee skill record; Description - Describes a skill acquired by the selected employee; Date Acquired - Date a skill was considered to have been acquired; Proficiency - The level of proficiency attained by the employee for a particular skill.

37 37 Buttons Select the button to insert a new skill for this employee. The skills inserted to the Company Skills section will be available to be added to employees. Select the button to go the Company Skills Table. The skill must be added to the Company Skills before it is available to employees. Notes: Any field that displays data in gray is not editable. The vertical navigation bar at the left of each page provides user access to only those menu options available to that validated user. The Employee Header on the top of the displays the Name, Social Security Number, Employee Number, Division and Department of the Active Employee. Employee Skill Employee Skill Fields You May Edit Skill Description Replace or modify an employee skill description by selecting an appropriate predefined skill from the adjacent drop down box. Proficiency Level Replace or modify an employee skill level by selecting an appropriate predefined skill level from the adjacent drop down box. Date Acquired Replace or modify the date on which the skill was considered to have been acquired. (enter formatted mm/dd/yyyy or mm/dd/yy)

38 38 Additional Functions Save Changes Save Changes by selecting Upon execution a message will display the status of the changes. Remove Remove changes by selecting. Upon execution you will be returned to the employee skills list. You should note that the record has been removed from the list. Reset Reset Form by selecting

39 39 Close the Page Return to Employee Skills by selecting Upon execution you will be returned to the Employee Skills Listing and any modifications that had been made will be cleared if they were not saved first, leaving the record unchanged. Notes: Any field that displays data in gray is not editable. The vertical navigation bar at the left of each page provides user access to only those menu options available to that validated user. The Employee Header on the top of the displays the Name, Social Security Number, Employee Number, Division and Department of the Active Employee. Employee Training The Employee Training list for Employee Services is intended to: Display a list of in-house Training programs completed by the employee; Permit an Administrator the ability to review, modify, remove or add a training course or program to the Employee Training record;

40 40 Features Rows - Each row represents a course or program of training completed by this employee. Columns - Each column relates to a training course or program as follows: Edit - click to review or modify an existing employee training record; Description - Describes the training course completed by this employee; Date Completed - Date the training course was considered to have been completed; Grade notes if course was completed and grade point average if applicable; CEU - The Continuing Education Units (CEU) earned by this employee for the particular training course. Buttons Select the button to insert a new course for this employee. The courses inserted to the Company Training section will be available to be added to employees. Select the button to go the Company Skills Table. The course must be added to the Company Training before it can be added to an employee.

41 41 Fields You May Edit Course Description Replace or modify an employee training course description by selecting the appropriate predefined course from the adjacent drop down box. Grade Replace or modify the grade achieved by the employee for completing this particular training course by selecting an appropriate predefined grade level from the adjacent drop down box. If the course is not graded simply choose "Completed." Date Completed Replace or modify the date on which the training was considered to have been completed. (enter formatted mm/dd/yyyy or mm/dd/yy) Additional Functions Save Changes Save Changes by selecting Upon execution a message will display the status of the changes Remove Remove changes by selecting.

42 42 Upon execution you will be returned to the employee skills list. You should note that the record has been removed from the list. Reset Reset Form by selecting Close the Page Return to Employee Skills by selecting Upon execution you will be returned to the Employee Skills Listing and any modifications that had been made will be cleared if they were not saved first, leaving the record unchanged. Notes: Any field that displays data in gray is not editable. The vertical navigation bar at the left of each page provides user access to only those menu options available to that validated user. The Employee Header on the top of the displays the Name, Social Security Number, Employee Number, Division and Department of the Active Employee. Employee Custom Items The Employee Custom Items list for Employee Services is intended to: Display a list of any Custom Training or Skills specific to a company Permit an Administrator the ability to review, modify, remove or add a training course or program to the Employee Training record

43 43 Custom headers can be added and created under Administration - Options - Custom Skills. Enter desired screen name, description, acquired date and expires date. 1.3 Payroll The Payroll Section will describe all employee level information for: Compensation Salary History Deductions Direct Deposit Benefits Additional Information Personal Time Off The Personal Time Off page for Employee Services is intended as:

44 44 A display only table of employee Personal, Sick and Vacation hours available as YTD taken and Available Balance. Year To Date Time Off Each row of the YTD Personal Time Off table displays columns for the following: Description - Describes the type of hours for which there is an YTD entry for this employee; YTD Taken - The number of hours this employee has taken off so far in a particular hour s type in the current calendar year; Available Balance - The number of hours remaining in this hour s type that the employee may use for personal time off. Notes: Any field that displays data in gray is not editable. The vertical navigation bar at the left of each page provides user access to only those menu options available to that validated user. The Employee Header on the top of the displays the Name, Social Security Number, Employee Number, Division and Department of the Active Employee. Employee Compensation The Employee Compensation form for Employee Services is intended to provide:

45 A display of employee information, primarily read only, relevant to wage compensation; A medium for entering or modifying several compensation related fields. 45 View Only Fields Per Pay Salary Displays the salary ordinarily paid to an employee on a per pay period basis. Hourly Rate 1 Typically the employee's primary hourly rate. Hourly Rate 2 An optional secondary hourly rate available for this employee. Hourly Rate 3 An optional third hourly payment rate for this employee. Annual Salary The salary paid annually to this employee. Pay Frequency The pay period frequency for which the employee is paid. Examples include weekly,

46 46 bi-weekly, monthly, etc. Scheduled Hours The number of hours normally scheduled for the employee to work during a payment period. Date Last Increase Displays the most recent pay increase date for this employee. Paid Overtime Box This box will be checked if the employee is entitled to overtime in accordance with either FLSA regulations or company policy. Data Entry Fields Date Last Review Enter or modify the employee s most recent performance review date (enter formatted mm/dd/yyyy or mm/dd/yy) Date Next Review Enter or modify the employee's next performance review date (enter formatted mm/dd/yyyy or mm/dd/yy) Highly Compensated Box Enter a check mark in this box if the employee is considered to be a highly compensated employee in accordance with the U.S. Internal Revenue Code. Reset Reset Form by selecting. Save Changes Save Changes by selecting. Upon execution a message will display the status of the changes. When the page was first opened will reappear upon pressing the reset button. Closing the page at this point will leave the record unchanged. Notes:

47 Any field that displays data in gray in not editable. The vertical navigation bar at the left of each page provides user access to only those menu options available to that validated user. The Employee Header on the top of the displays the Name, Social Security Number, Employee Number, Division and Department of the Active Employee. Employee Salary History The Salary History view for Employee Services is intended to: Display (view only) the employee's Salary History table. Salary History Each row of the Salary History table displays columns for the following: Base - This column indicates the employee's salary level. The first row in the table ordinarily represents the employee's starting salary. Each subsequent row includes an adjustment to the starting salary, often a raise as the result of a positive performance review; Raise Date - Indicates the date on which the salary event becomes effective; Increase ($) - Displays the dollar amount of this particular salary adjustment, most often an increase versus a decrease in salary; Increase (%) - Expresses the salary adjustment as a percentage of the base salary, i.e., the salary level shown in the prior row;

48 48 Notes - Usually describes a reason or justification for the salary event. Notes: Any field that displays data in gray is not editable. The vertical navigation bar at the left of each page provides user access to only those menu options available to that validated user. The Employee Header on the top of the displays the Name, Social Security Number, Employee Number, Division and Department of the Active Employee. Employee Deductions The Employee Deductions view for Employee Services is intended to: Display (view only) a table giving all deductions currently applicable to this particular employee's pay calculation. Deductions Table Each row of the Employee Deductions table displays columns for the following: Code - This column indicates the unique code assigned to the deduction in a given row;

49 49 Description - Describes the deduction; Goal/Balance This field may be used for one of two purposes: (1) Display a goal amount that is the total amount expected to be deducted from an employee's pay over time, which may or may not be limited to the current calendar year. The goal amount ordinarily remains the same during the life of the deduction. The deduction will continue to be taken until the YTD deductions taken reach the goal amount, at which time the particular periodic deduction automatically ceases. An example of a deduction that might carry a goal amount in this field is a charitable contribution pledged as a total amount but is taken over several pay periods. The periodic contribution will be systematically stopped once the total goal amount is reached. (2) Alternatively this field may be used to store balances that are depleted as periodic deductions are taken. An example of this use is vacation hours. The total number of vacation hours an employee is entitled to may be recorded in this field. As the employee uses vacation hours the balance will be reduced by the number of hours taken in a given pay period; Scheduled Amount - The amount expected to be deducted from an employee's pay in a given pay period is reflected in this field. This amount will automatically be deducted from each pay until it is stopped or changed. YTD Amount - The total amount that has been deducted from the employee's pay during the calendar year as of the most recent pay calculation. Close The View From the vertical navigation bar to the left of screen choose "Close" to be returned to the Online Employer Home Page or navigate elsewhere by choosing another menu option. Notes: Any field that displays data in gray is not editable. The vertical navigation bar at the left of each page provides user access to only those menu options available to that validated user. The Employee Header on the top of the displays the Name, Social Security Number, Employee Number, Division and Department of the Active Employee.

50 Employee Direct Deposit The Employee Deductions view for Employee Services is intended to: Display (view only)1 a table giving all deductions currently applicable to this particular employee's pay calculation. Direct Deposit Table Each row of the Employee Direct Deposit table displays columns for the following: Deduction - This column indicates the unique code assigned to and the description of the direct deposit deduction accumulator; Bank Name - Name of the financial institution in which the employee's account resides; ABA/TR# - Indicates the unique number assigned to a financial institution by the American Banking Association (ABA) to identify the institution to which the employee's direct deposit will be transferred or routed; Account Type - Indicates the nature of the account in which the employee's pay will be deposited, e.g., Checking, Savings, Investment, etc. Account Number - The unique number assigned to a depositor (in this case the employee) by a financial institution, to which the direct deposit will be credited on behalf of the employee;

51 51 Amount - The dollar amount that has been deposited into the employee's bank account as indicated. Close The View From the vertical navigation bar to the left of screen choose "Close" to be returned to the Online Employer Home Page or navigate elsewhere by choosing another menu option.3 Notes: Any field that displays data in gray is not editable. The vertical navigation bar at the left of each page provides user access to only those menu options available to that validated user. The Employee Header on the top of the displays the Name, Social Security Number, Employee Number, Division and Department of the Active Employee. Benefits Benefits Prerequisites For a company to use the Benefits Module, they must have access to the following systems: 1. PayChoice Online 2. Employee Services 3. In order to have access to the Benefits Module, the user must have Administrator Access to Employee Services Before an employee can be enrolled in a Benefit Plan the Provider and Plan must first be created. Both Employer setup and Employee enrollment is explained further under the Benefits Module Section..

52 Employee Additional Info Overview The Employee Additional Info screen is intended to: Allow end use to assign custom fields for each individual employee; This gives the user greater flexibility for storing extra personnel information. Each custom field will be listed under Group. Select the blue link to see specific data related to the group topic. The Extra Employee Info Screens and Group Links must be set up in PayChoice Online. These fields can be accessed by selecting Payroll, then, Additional Info. You are able to make changes to these fields, but you cannot add new fields. If you want to add a new field, you must contact your payroll provider. Notes: Any field that displays data in gray is not editable.

53 53 The vertical navigation bar at the left of each page provides user access to only those menu options available to that validated user. The Employee Header on the top of the displays the Name, Social Security Number, Employee Number, Division and Department of the Active Employee.

54 54 Index Benefits Module Section Birth Date 3 button 25 -A- -C- ABA 50 ABA/TR# 50 Account 50 Account Number 50 Account Type 50 Active 3 Active Employee 26 Active Reserve 8 Activity Status 5 add 25, 33 Additional 37, 43 Additional Info 52 Additional Information 43 Address 3 Address2 3 adjustment 47 Administrator 22 Adobe Acrobat 10 alien 28 Allergies 16 amount 48 Annual 44 Annual Salary 44 area 32 Assets 2, 22 assigned 22 Authorization Date 28 authorized 22, 28 calculation 48 calendar 48 calendar year 48 category 28 certificates 31 Certification 31, 33 Certification Type 35 CEU 39 change 32 Checking 50 Citizen 28 Citizenship 2 City 3 Click 25 Code 48 Company 22 Company Asset Returned By Employee Company Assets 22 Company Skills 36 Compensation 43 continued 31 continued education 31 Continuing Education Units 39 contribution 48 Course 32 Create I-9 28 Create W4 10 created 51 credits 32 current 26 custom 52 -BBalance 43 bank 50 bank account 50 Bank Name 50 Base 47 Benefit Date 5 Benefit Eligibility 19 Benefit Plan 51 Benefits 43, 51 Benefits Module Ddatabase 28 Date 23, 44 Date Acquired 36, 37 Date Assigned 23 Date Completed 39 Date Last Increase 44 Date Last Raise 5

55 Index Date Last Review 44 Date Next Raise 5 Date Next Review 44 decrease 47 Deduction 48 Deductions 43, 48 Deductions Table 48 Degree 32 degrees 31 Demographics 2 Department 3 Dependents 2 deposit 50 Description 23, 48 designated 23 direct 50 Direct Deposit 43, 50 Direct Deposit table 50 Disabilities 16 Disabled 19 Disabled Vet 8 Discipline 32 Division 3 Document Number 28 documents 28 dollar 47 Employee EEO 8 Employee Number 3 Employee Services 2 Employee Skills 36 Employee Training 39 Employee W4 10 employers 26 Employment 2, 25 Employment Eligibility 28 Employment History 2, 25, 26 Employment History Table 26 Employment Information 5 enrollment 51 event 47 existing record 25 Expiration 35 Expiration date 28, 35 Expires 35 explained 51 extra 52 -FFederal 10 fields 44 financial 50 financial institution 50 First Name 3 flexibility 52 Form I-9 28 formal degrees 31 former 26 former employers 26 Frequency 44 Full Time Student 19 Functions 37 -Eearned 32 Edit 25 Education 31 EEO 2 EEO Job 8 effective 47 Eligibility 28 Addresses 3, 14 Emergency 13 Emergency Contact Information Emergency Contacts 13 Emp Status 5 Employee 2 Employee Additional Info 52 Employee Compensation 44 Employee Deductions 48 Employee Demographic 3 Employee Direct Deposit 50 Employee Education GGender 8 Goal 48 Grade 39 Graduated 32 Group 5, 52 Group Links 52 55

56 56 License Number List 28 List A 28 List B 28 -Hhigher 31 Highly 44 Highly Compensated Hire Date 5 Hired 26 History 25 Hourly 44 Hourly Rate 1 44 Hourly Rate 2 44 Hourly Rate 3 44 Hours IIcon 28 identification 23 identification number 23 identity 28 Immigration 28 Increase 47 individual employee 52 information 43, 52 in-house 39 INS 28 INS Form I9 28 institution 50 institutions 31 Inventory 31 Investment 50 -JJob 8 Job Title 5 Job Titles 8 Jurisdiction 10 -LLast 44 Last Name 3 lawful 28 learning 31 level Mmajor 32 Marital Status 3, 10 Medical 16 Medical Alert 16 Medical Contact 16 Medical Information 2, 16 Middle Initial 3 Military 8 Military History 8 mm/dd/yy 37 mm/dd/yyyy 37 modify 33 -NNational 28 Naturalization 28 navigate 48 new 23, 52 new record 25 Next 44 Not Reported 8 Number 50 -OOff 43 Online 51 Overtime 44 -PPaid 44 Paid Overtime Box 44 Pay 44 Pay Frequency 44 PayChoice 51 PayChoice Online 51, 52 Payroll 43, 52 PDF 10

57 Index Per Pay Salary 44 performance 47 periodic 48 Permit 31 Personal 43 Personal Time Off 43 personnel 52 Phone 16 Phone Number 14 Phone Numbers 3 Plan 51 Position 26 positive 47 Prerequisites 51 Primary Contact 14 Prior Employer 26 Proficiency 36 Proficiency Level 37 Property 23 Property Number 23 Provider 51 -Ttable 43 Table 26 Taken 43 Tax Amount 10 Tax Method 10 Term Date 5 Term Reason 5 terminated 26 Time 43 Titles 8 topic 52 Training 31, 39 Type 50 -RRace 8 raise 47 Raise Date 47 Rate 44 reason 47 Rehire Date 5 Relationship 14 remaining 43 remove 33 Reports To 5 required 28 Reset 3 resident 28 resigned 26 Resigned 26 review 33, 44, 47 -UU.S 28 United States 28 -V- -SSalary 44 Salary History 43 Salary History table Save Changes 3 Savings 50 Scheduled 44, 48 Scheduled Amount 48 Scheduled Hours 44 Services 2 Shift 5 Sick 43 Skill Description 37 Skills 31 Skills Inventory 31 Smoker 16 Social Security Number 3 SSN 19 starting 47 State 3, 10 Study 32 Supervisor Check Box 5 Supervisor 5 47 Vacation 43 verification 28 Veteran 8 Viet Nam Vet 8 view 32 57

58 58 -WW4 10 W-4 Form wage YYTD 43 YTD Amount 48 -ZZip 3 Zip Code 3