Field Details by Section

Tip:  You can add an employee image to their file.  To see information about adding a picture to the employee's master file, refer to the Menu Tree.

Creating an employee

CAUTION:  To avoid losing data, you must save new or changed Employees.

1.  To create an employee enter a new employee number; then press [Enter].  To indicate that you are building a new employee, displays near the employee number.  
Keyboard shortcut:  [ALT] [f] [n].  

2.  Enter the employee Date of Birth and Date of Hire.

3.  Enter the employee First Name & Init, Last Name, and Address.

4.  Enter the employee's Department, Salary or hourly amount, Pay Calc Code, Payroll Run code and State code.

5.  Enter Direct Deposit information, if applicable.

6.  Enter Scheduled Deductions and Other Pays for the employee, if applicable.

7.  Click Save when finished.

Employee Information Sections

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.

Federal & State Taxes Area

Enter dependent information, additional federal withholding, and additional state withholding.  Enter the state code, dependents, additional state tax withholding amounts.

State Taxes Area

Banking 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 Maintenance, click the option in the menu.

Employee Master Scheduled Deductions Master Window

Assign deductions to an employee and specify direct deposit information for specific deductions.

Employee Other Pay Window

Enter other pay information, such as vacation, sick, and holiday pay.

Employee Rate History Window

Enter the employee's review date and a history of pay rate changes.

Employee Pay Distribution Window

Set up the automatic allocation of the employee's hours and pay among multiple departments.

Employee Retirement Insurance Window

Enter the flat-rate dollar amount for employee retirement insurance, which prints on the Monthly Retirement Report for Maine.

Employee Retirement Fields Window

Enter the employee's retirement plan information, including data for MSR (Maine State Retirement System).

Left Panel of Employee Master Maintenance

Menu Tree

Open Employee Maintenance programs and manage images.

Open the Notes window, to enter miscellaneous notes about the employee.

Open the Human Resources window, to enter Human Resources notes about the employee.

Editing an Employee

CAUTION:  

To avoid losing data, you must save new or changed employees.

If you make changes to an employee, such as, changing the pay rate, termination date, scheduled deductions, or other pay information, and the employee is also in who is also in Permanent Pay Entry, be sure to confirm that the changes are reflected on the employee's Permanent Payroll Check before the next Payroll Run.

1.  Enter the employee number and press [ENTER] or click Retrieve .
Keyboard shortcut:  [ALT + t]

Tip:  If you do not know the employee number, you can click Search to see a list of employees.
 

2.  Press [TAB] to the field or click the field using the mouse.

3.  Enter the changes.

4.  To complete the edit process, click Save , or press [ENTER].
Keyboard shortcut:  [ALT + s]

5.  If the employee has changes made to their information and the employee has a Permanent Payroll Check then the following message displays:

To update the employee's permanent pay to reflect recent changes, click OK.

Or, click Cancel to manually update the employee permanent payroll check information.

Deleting an Employee

IMPORTANT:  

To delete an employee , the following must have zero balances:  employee totals, deductions totals, other pay, and checks.

Make sure the employee does not have an existing permanent pay:  See Permanent Payroll Check Entry - Overview and Payroll Verification Reports - Check the Permanent Pay Check Files.

1.  Enter the employee number and press [ENTER] or click Retrieve .
Keyboard shortcut:  [ALT + t]

Tip:  If you do not know the employee number, you can click Search to see a list of employees.
 

2.  Click File from the menu, and next click Delete.
Keyboard shortcut:  [ALT] [f] [d]

3.  At the Delete prompt, click Proceed to delete, 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.