Employee Maintenance allows you to maintain and calculate payroll information for employees.
Enter all employees receiving a paycheck into the system here. This will also create an employee record under Human Resources. (NOTE: If utilizing the HR Module, once Payroll set up is complete, go to Human Resources > Personnel Workbench to complete employee setup on the HR side)
Go to Payroll
Select Employee Maintenance
Click Add to new Employee to the system
This will open the General Tab
Enter all pertinent employee information here. All mandatory fields have been indicated in red below. Enter as much detail as possible.
Navigate to the Profile Tab. The Pay Interval used should match the company Pay Frequency. (Note: If this is the first time you are setting up employees, you will need to have started a payroll in the frequencies you will be utilizing in order for the drop down to populate.)
Navigate to the Tax Authority Details Tab. The exemptions, withholdings and adjustments for the Federal, State and Local level will vary by location and employee. State Default also holds the employee’s Workers Compensation code (Comp Code). Please Note: this is a Mandatory field.
Navigate to the Payment Tab. Set the employee payment preferences here using Pay Method.
Click the drop-down arrow for a list of options (Check or EFT).
If EFT is chosen, boxes will appear to enable entry for the Routing and Account information, along with EFT type and payment amount (note items circled in yellow, Figure 5).
If there will be more than one EFT allowed, these will be entered as Pay Calculations (see page 6).
Navigate to the Standard Labor Rates Tab.
Check the box to Use Standard Labor Rates and enter remaining information in tab to complete this set up.
Navigate to the Other Tab.
Enter the employee’s home address and additional info here. If this person is to be excluded from ACA (Affordable Care Act) reporting, check the box.
When finished, click SAVE.
Once the employee is saved, the entry will now appear in the Employee Maintenance list.
Click on the blue hyperlink, under the Employee column, to continue to setup the employees Earnings Categories and Pay Calculations.
Once opened, you will notice that there are now additional tabs along the top where data can be entered. The Employee Details Tab (and the sub-tabs underneath) have been previously setup with Steps 1 – 14.
Navigate to the Earnings Category tab.
Click Add. Use the ellipsis “…” to bring up the list of all earnings categories setup to choose from.
Choose an Earnings Category, enter an effective date, (Cost method and Analysis are optional).
Enter a pay rate (if hourly, the overtime and double time will auto calculate), and finally click the Primary checkbox, if code is the main pay rate. (Please Note: Only one Earnings Category can have the Primary box checked at a time.) Checking this box will (1) indicate the earnings category and rate that will automatically default when entering a timecard and (2) be used to calculate annual salary in HR. You can define costing for all earnings categories, i.e. Vacation, Sick Leave, Paid Time Off. (Note: If using the memo earnings category UNPAID, do not associate it with a rate.)
Next, on the State Details Tab, information will default from the setup on the Tax Authority Tab. Verify that a Work Comp Code has been setup for all employees.
On the Pay Calculations Tab, set up calculations that will not be generated in HR, such as garnishments, uniforms, child support, etc. If the Pay Calculation is EFT related, set up the account information in the Extra Bank Account Details box available below. (see Figure)
Once you save the Pay Calculation entered, the code becomes a blue hyperlink. Click on this link to open the calculation for further setup.
The hyperlink opens the Pay Calculation Summary screen with 3 sub-tabs: Main, Remittance Information, and Excluded Earnings Categories. Ensure that the correct maximums for loans, garnishment, etc. are set appropriately.
Navigate to the Remittance Info tab. If AP Invoices will be automatically created when payroll posts, add the remittance information on this tab. Use the ellipsis “…” to select from the lookup fields of suppliers that have been set up. Enter the Member ID (this could be an account or docket number) and add a PR Related A/P Invoice Description (this is what will appear on the invoice).
Navigate to the Excluded Earnings Categories tab. If there is an Earnings Category that should not be included in a calculation; Add it here.
Click Add
Use the ellipsis “…” to look up the list of Earning Categories.
Choose the one.
Once finished, click Save.
If not using the HR module, this data can be completed here in the PR module to have as a record. This information will be pulled over to the HR module.
The Pay History tab will hold an employee's pay history, once the employee has been paid.
The Employee record has now been created.