Employee Master Maintenance - Overview

Employee Master Maintenance - Overview

Use Employee Master Maintenance to maintain relatively permanent information about an employee, such as name, address, salary, and withholding information.

Tips:

If you make changes to a permanent pay employee, be sure to update the employee in Permanent Payroll Check Entry. If you change master information such as the pay rate, termination date, scheduled deductions, or other pay information, you should confirm the permanent pay information for the employee before the next Payroll Run.
For more information about working with data in fields, see Data Entry Guidelines.

Directions:

To see directions for...

Opening Employee Master Maintenance, click More.
- Click Employee Master Maintenance on the Toolbar.
- Or, click View from the Menu Bar, and next click Employee Master.
- Or, click Payroll from the Menu Bar, and next click Employee File Maintenance; then click Employee Master.
- Or, to launch an additional window click Windows from the Menu Bar, and next click Launch Windows; then click Employee Master.
- Or, click Employee Master in the Employee File Maintenance - Menu Tree.
  Keyboard shortcut: [ALT + m]
- Or, use one of the keyboard shortcuts: [ALT] [v] [e], or [ALT] [w] [l] [e], or [CTRL + e], or [CTRL + SHIFT + e], or [ALT] [p] [e] [e]
Employee Master Maintenance Window Example:

Tip: To see detailed instructions for each section or field name in the examples below, the cursor becomes a hand when you position the cursor over the field or section. Click once to display the associated topic.
Creating a new Employee, click More.
CAUTION: To avoid losing data, you must save new or changed Employees.

To create a new record choose one of these methods:
- Enter a new Employee Number; then click File from the Menu Bar, and next click New.
  Keyboard shortcut: [ALT] [f] [n]
- Or, enter a new Employee Number and click Retrieve , or press [ENTER].
  Keyboard shortcut: [ALT + t]
Tip: To indicate that you are building a new Employee, displays near the Employee Number. Default entries display and the first field is highlighted to let you know you can begin entering information.
Editing an existing Employee, click More.
CAUTION: To avoid losing data, you must save new or changed Employees.
1. To display the record to be changed, enter the Employee Number and click Retrieve , or press [ENTER].
  Keyboard shortcut: [ALT + t]
  
  Tip: If you do not know the Employee Number, you can click Search to see a list of Employees.
1. To position the pointer to the information that you want to change, press [TAB] or click the field using the mouse.
2. Enter the data changes.
3. To complete the edit process, click Save , or press [ENTER].
  Keyboard shortcut: [ALT + s]
Deleting an Employee, click More.
IMPORTANT: To delete an employee record, the following records must have zero balances: employee totals, deductions totals, other pay, and checks.

Make sure the employee does not have an existing permanent pay record: See Permanent Payroll Check Entry - Overview and Payroll Verification Reports - Check the Permanent Pay Check Files.
1. To display the record to be deleted, enter the Employee Number and click Retrieve , or press [ENTER].
  Keyboard shortcut: [ALT + t]
  
  Tip: If you do not know the Employee Number, you can click Search to see a list of Employees.
1. Click File from the Menu Bar, and next click Delete.
  Keyboard shortcut: [ALT] [f] [d]
2. At the Delete Records prompt, click Proceed to delete the record, or click Cancel to escape from the delete routine.
  
  Example:
  
  Note: After you click Proceed, you will see the following message on the Status Bar.
Understanding the field values for the following areas, click the section name in the table below:

Field Details by Section
Menu Tree	Open Employee File Maintenance programs and manage images.
	Open the Notes Area, to enter miscellaneous notes about the employee.
	Open the Human Resources Area, to enter miscellaneous Human Resources notes about the employee.
Tip: You can see the following areas in the main Employee Master Maintenance window.
Employee Image	Tip: To see information about adding a picture to the employee's master file, refer to the Menu Tree.
Notes Area	Enter miscellaneous notes about the employee.
Human Resources Area	Enter human resources notes about the employee.
Employee Number Area	Enter the Employee Number, Date of Hire, Termination Date and contract information.
Employee Information Area	Enter employee information such as the Employee Name, Address, and pay rates.
Additional Withholding Area	Enter dependent information, additional federal withholding, and additional state withholding.
Direct Deposit Information Area	Enter direct deposit information for the employee's net pay.
Nature of Business Area	Enter the Employee Location and Nature of Business.
User Defined Fields Area	Enter data for the numeric and alpha user-defined fields.
Tip: To display the following areas in Employee Master Maintenance, you must click the appropriate option in the Menu Tree.
Employee Master Scheduled Deductions Master Area	Assign deductions to an employee and specify direct deposit information for specific deductions.
Employee Other Pay Area	Enter other pay information, such as vacation, sick, and holiday pay.
Employee Rate History Area	Enter the employee's review date and a history of pay rate changes.
Employee Pay Distribution Area	Set up the automatic allocation of the employee's hours and pay among multiple departments.
Employee Retirement Insurance Area	Enter the flat-rate dollar amount for employee retirement insurance, which prints on the Monthly Retirement Report for Maine.
Employee Retirement Fields Area	Enter the employee's retirement plan information, including data for MSR (Maine State Retirement System).