Adding Employee Records One at a Time

This section provides overviews of the methods of employee record entry, of employee information, and of employee information for Canada, lists prerequisites, and discusses how to:

• Enter basic employee information.

• Enter employee personal information.

• Enter organizational assignment information.

• Enter basic compensation information.

• Enter country-specific information for employees.

• Enter employee history information.

• (USA) Enter tax withholding and override information for U.S. employees.

• (CAN) Enter tax information for Canadian employees.

• Updating position and requisition information.

Understanding Methods of Employee Record Entry

When you hire an employee, you must add an employee record that contains personal, company, job, and pay information for the employee. The information in the employee record can be used to analyze and report on your employees and to meet government reporting requirements. You can add employee records to the database using either of two methods:

• Adding employee records one at a time.

• Adding multiple employee records.

This table describes the similarities and differences between the methods:

Understanding Employee Information

When you create a record for a new employee, the system stores information for the employee in the following tables:

• Employee Master Information (F060116)

• Employee Master Additional Information File (F060120)

• Employee Master - International Data (F060117)

• Employee Master - International Data Tag (F060117A)

• Employee Jobs (F060118)

• Address Book Master (F0101)

Note. When you add a new employee record to the database, you complete a series of forms. As you complete each form, the next form appears. You can use the Back button to return to a previous form, where you can review or change information before saving the employee's record. The system saves the new record only after you complete the entire sequence of forms.

After you create a record of employee information, you can:

• Make changes, corrections, or updates.

• Review the information as necessary.

• Process a timecard for the employee.

• Enroll the employee in benefits.

• Process the employee in a payroll.

• Terminate the employee.

• Rehire the employee.

Understanding Employee Information for Canada

Before you can pay employees, you must create a record for each employee. This record contains personal, company, job, and pay information about the employee.

When you add an employee record, the system updates the following tables:

• F060116

• F060120

• F060117

• F060118

To process payroll for Canadian employees, you must enter country-specific information when you add employee records.

Country Code

When you create the employee record for a Canadian employee, you enter the country code for Canada (CA).

When you enter the country code for Canada on an employee record, the system displays these country-specific forms during the employee-entry process:

• National and Fiscal Data - Canada.

• Canadian Tax Info by EE.

To process payroll correctly for Canadian employees, you must complete these forms.

If you do not enter the appropriate country code when you create employee records for Canadian employees, you can enter the country code, and then access these country-specific forms from the Row menu on the Work With Employee Information form.

Employee Language Preference

Canadian law requires that any correspondence from the company to an employee must be written in the employee's preferred language. You specify the employee's preferred language on the Personal form, which is part of the employee record.

The system prints correspondence that is sent to employees, such as paychecks and Records of Employment (ROEs), in the employee's preferred language, based on the language code that you specify.

Prerequisites

Before you complete the tasks in this chapter:

• Review the processing options for each programs in this series of tasks. They define how much information you must enter. For example, processing options for organizational assignments define whether the Job Information table (F08001) supplies default job information when you add or change employee information.

• In the JD Edwards EnterpriseOne Address Book system, review the processing options for the Address Book Revisions program (P01012) to ensure that the tax ID is set to appear.

Entering Basic Employee Information

Basic employee information includes general identification information about the employee. You need this information to include the employee in payroll processing.

This section discusses how to:

• Set processing options for Employee Master (P0801).

• Enter basic employee information.

Form Used to Enter Basic Employee Information

Setting Processing Options for Employee Master (P0801)

Processing options enable you to specify the default processing for programs and reports.

Defaults

Use these processing options to define the defaults for the Security Business Unit, Tax Area (Residence), and Tax Area (Work) fields.

Versions

Use these processing options to define the versions that the system uses for Organizational Assignment, Basic Compensation, and Address Book Revision forms.

Termination

Use these processing options to define default codes that are supplied to various records when an employee is terminated.

Canadian Tax

Use these processing options to specify tax values for various Canadian taxing authorities.

Entering Basic Employee Information

Access the Employee form .

Employee Identification	Enter an employee number, tax ID, or alternate number, depending on the employee number display mode that is set up in the Company Options program (P05001C) for company 00000.
Security Business Unit	Enter a business unit number that secures the employee's record from unauthorized access. Any user not authorized to access this business unit cannot access this employee's record.
Home Company	Enter the company number where the employee records generally reside.
Pay Frequency	Enter a code from UDC 07/PF that indicates how often an employee is paid. Values are: B: Biweekly W: Weekly S: Semimonthly M: Monthly A: Annually C: European Annualized The system uses the value in the Description-2 field on user-defined codes indicates the number of pay periods per year and is used to calculate the amount per pay period for a salaried employee.
Pay Status	Enter the code used to indicate whether an employee's pay status is active or inactive. Codes for active pay status employees are numeric, and codes for inactive pay status employees are alphabetic. The system omits all employees with alphabetic pay status codes from the payroll run. Also refer to these data items: EST: Employment Status TRS: Change Reason
Original Hire Date	Enter the date on which the employee was originally hired by the company. If the employee was terminated and subsequently rehired, the new start date will be represented by the data in the Date Started field (DST).
Date Started	Enter the date on which the employee actually reported to work for the most recent period of hire. When an employee initially begins working, the default is the original hire date. If no original hire date exists, the system uses the current date. This field can be updated multiple times if, for example, an employee is a seasonal worker. For the calculation tables in the JD Edwards EnterpriseOne Payroll system and the eligibility tables and date codes in the JD Edwards EnterpriseOne Human Resources system, the system also uses this date as a start date when it calculates deductions, benefits, and accruals.
Employee Benefit Status	Enter a code from UDC 06/EA that specifies an employee status, such as new hire or rehire. The system uses this value as it searches and tests for benefits eligibility. An asterisk (*) indicates that the guidelines refer to all employee statuses that are not otherwise specified. Do not change the codes that are hard-coded, such as A (Active) and X (Terminated). These are required codes in the system.
Benefit Group	Enter the benefit group to which the employee is assigned. Benefit groups facilitate employee enrollment by categorizing benefit plans and allowing enrollment rules for those categories. For example, assigning an employee to an executive (EXEC) benefit group automatically links the employee to the benefits available to executives in your organization.
Participation Date	Enter the date the employee began participating in the company deferred income or stock option plan. This date must be later than the date in the Date Started field.
Alternate Employee No	Enter an alternate employee number, typically the number from the employee tracking system that your organization used prior to converting to the JD Edwards EnterpriseOne system. To search using this number, preface the number with a slash (/).
Check Route Code	Enter a code from UDC 07/CR that specifies the check routing or mail-stop code. Use this code to sequence the printing of payroll checks to facilitate their handling and delivery.
Data Protection Code	Enter a code from UDC 05/DP to indicate the status of the employee's agreement for the transmission of his or her personal data outside of his or her work country.
Data Protection Date	Enter the date on which the data protection code was last updated.
Move to Applicant Pool	Enter a code that you use to indicate whether a terminated employee should be moved into the applicant pool. When you move an employee to the applicant pool, the system changes the employee search type to applicant (A). If you do not move the employee to the applicant pool, the system changes the employee search type to terminated (X). If the applicant table does not exist, the system always changes the employee search type to terminated (X).
Country	Enter a value that specifies the country for which the system displays country-specific forms and fields. For example, for an employee whose country code is CA (Canada), the system displays the National and Fiscal Data form for Canada, where you can enter information that applies to Canadian employees only, such as national occupational classification. For employees whose country code is US (United States), the system displays the National and Fiscal data form for the United States. You must enter a value in this field. Blank is not a value.

Note. After you enter basic employee information, you must enter address book information. When you enter an address book record for an employee, the system automatically enters an E (employee) in the Search Type field. If you are entering a record for a subcontractor, you must manually enter an S in that field.

See Entering Address Book Records.

Entering Employee Personal Information

This section provides and overview of employee personal information entry and discusses how to enter employee personal information.

Understanding Employee Personal Information Entry

After you complete the Address form, you must enter employee personal information.

Personal information includes items such as marital status, gender, and birth date. Use this information to track employee-specific information for reporting and analysis.

When you need to update employee personal information that has already been entered, you can use the Employee Information program (P0801) on the Employee Management menu (G05BE1) to select an employee, select Personal from the Row menu, and enter changes. If your organization uses JD Edwards EnterpriseOne self-service software, employees can also enter their own changes.

Forms Used to Enter Employee Personal Information

Entering Employee Personal Information

Access the Personal form.

After you enter basic employee information, you must enter personal information. The system displays the appropriate form automatically.

Ethnic Code	Enter a code from UDC 07/M that designates the minority classification of the employee according to U.S. Equal Employment Opportunity Commission (EEOC) standards. The predefined codes are hard-coded. Do not change these predefined codes. You can add codes, if necessary. The system does not display the Ethnic Code field for Canadian employees.
Gender	Enter a value that specifies the employee gender. Values are: M: Male F: Female
Date of Birth	Enter the employee's date of birth.
Preferred Name	Enter the preferred name of the employee. For instance, an employee might have the legal name of Catherine but might be known as Cathy.
Birth Name	Enter the surname that a female employee had at birth. This information is used for all government reports.
Name - Employee	Enter a value in this 50-character alphabetical field for the extended name for an employee. You can use this field on certain designated reports in place of the normal 40-character name.
Additional Name	Enter a value to store an optional middle name(s), a previous married name, or an alias associated with the employee.
Salutation	Enter the salutation code is used to identify the proper title for a given employee. Some examples are Mr., Ms., Dr., and so on.
Suffix	Enter the suffix code is used to identify the credentials for a given employee. Some examples are Phd, MD, CPA, and so on.
Marital Status	Enter a code from UDC 06/MS that specifies the employees' federal marital status code as retrieved from the W-4 form. This code is used in the computation of all federal income tax. You can add codes if needed.
Life Ins. (Annual Salary 1) (life insurance (annual salary 1))	Enter a value to calculate deductions, benefits, and accruals (DBAs) for an employee's life insurance premium. Any table method that begins with I uses this field.
Life Ins. (Annual Salary 2) (life insurance (annual salary 2))	Enter a value to calculate deductions, benefits, and accruals (DBAs) for a spouse's life insurance premium. Any table method that begins with F uses this field.
Spouse Date of Birth	Enter the date of birth for the spouse of the employee. This field is used by the table method SL to perform the DBA calculation for spouse life insurance.
Spouse Age	Enter the age, as of a current date, for the spouse of the employee. This field can also be updated automatically using the Update Employee Master Age As Of report (R083495). This field is used by the table method SL to perform the DBA calculation for spouse life insurance.
Spouse Life Ins. Amount	Enter the life insurance amount of coverage for an employee's spouse life insurance premium. This field is used by the table method SL to perform the DBA calculation for spouse life insurance.
Country Of Birth	Enter a code from UDC 00/CN that identifies a country. The country code has no effect on currency conversion. The JD Edwards EnterpriseOne Address Book system uses the country code for data selection and address formatting.
Alien Reg. No (alien register number)	Enter the alien registration number for employees who have more than one ID. For instance, if you have a foreign employee who is working under a green card, you could record that number in this field.
Currency Code	Enter a code that identifies the currency of a transaction.
Employee Age (As of Jan 1st)	Enter the age of the employee as of a certain date (for example, January 1st) for a given year. You can manually update this field or the system can update this field when you run the Update Employee Master Age report (R083495).
Language	Enter a code from UDC 01/LP that specifies the language to use on forms and printed reports. Before you specify a language, a code for that language must exist at either the system level or in your user preferences.
1st Nationality-Citizenship ,	Enter a code from UDC 00/CN that indicates the first country in which the employee has citizenship.
2nd Nationality and 3rd Nationality	Enter a code from UDC 00/CN that indicates the second or third country, if any, in which the employee has citizenship

Entering Organizational Assignment Information

This section provides an overview of organizational assignment information entry and discusses how to:

• Set processing options for Employee Organizational Assignments (P0801ORG).

• Enter organizational assignment information.

Understanding Organizational Assignment Information Entry

After you complete the Personal form, you must enter organizational assignment information.

Organizational assignment information includes detailed information about the employee's work assignment, such as job type, job step, home business unit, performance appraisal types and dates, and employee competency levels.

When you want to review job history for values on this form, first place the cursor in the desired field and then select the Job Hist. Tracking menu option. To review history for other values on this form that you might be tracking, place the cursor in the desired field and then select the History Tracking menu option. To track historical information, you must first set up the values that you want to track.

Performance Appraisals and Organizational Information

If you are using the Performance Appraisal module in the JD Edwards EnterpriseOne Human Resources system to create employee appraisals, the system automatically updates the Last Review Type and Last Review Date fields on the Organizational Assignment form when an appraisal is completed. You can then review the employee's appraisal directly from the Organizational Assignment form using the Performance Appraisal menu option.

For example, if a dispute arose about the level of an employee's salary, a human resource administrator could easily review the employee's record, and also access the employee's performance appraisal directly, to ensure that all necessary information is taken into account.

If no appraisals have been created for the employee, the Performance Appraisal option is disabled.

You can also review current and historical performance appraisals that were completed by a specified supervisor. On the Work With Organizational Assignments form, you choose an employee who is assigned to the specified supervisor, and then select the Performance Appraisal menu option. You can select any employee who is associated with that supervisor, regardless of whether that employee has a completed performance appraisal.

For example, human resource administrators might need to verify whether a supervisor has completed all of the performance appraisals for the department. Using this option, you can review all completed appraisals, or all appraisals that have not yet been completed by a specified supervisor.

Form Used to Enter Organizational Assignment Information

Setting Processing Options for Employee Organizational Assignments (P0801ORG)

Processing options enable you to specify the default processing for programs and reports.

Defaults

Use these processing options to determine what default job-related information the system uses to fill in the employee master information record when you add or change the job type for an employee.

The program uses default information from the Job Information table (F08001) and the Business Unit / Job ID. X-Ref table (F08005), depending on which combination of processing options is set.

The Job Information Add and Job Type Change processing options use data in the F08001 table unless the Business Unit/Job ID Information processing options are set to 1 (default). When the Business Unit/Job ID Information Add and Business Unit/Job ID Information Change processing options are set to 1 and there is a matching business unit / job type record in the F08005 table, the union code, benefit group, and workers compensation information comes from the F08005 table. All other data comes from the F08001 table. If there is no matching business unit/job type record in the F08005 table, all data comes from the F08001 table.

The Job Category Add and Job Category Change processing options use data in the F08001 table if a matching job type/step record exists in that table. If no matching record exists, no data is used and no data is retrieved for the Job Information Add and Job Type Change processing options.

The Job Default Window processing options specify the setting that the system uses to automatically provide information from the F08001 table for the Job Default Window program (P08JD). The system displays the Job Default Window only when you are entering a new employee into the system.

The Business Unit/Job ID Information Add and Business Unit/Job ID Information Change processing options use data in the F08005 table. If the Job Information Add and Job Type Change processing options are set to 1 and a matching record does not exist in the F08005 table, the system uses data from the F08001 table.

Versions

Use these processing options to specify the program version that the system uses for Resource Competency Information (P05100), Competencies Gap Analysis (P08008), and Employee Performance Appraisals (P087712). If a custom version does not exist and you do not enter the version number, the system uses the default version of each program.

Entering Organizational Assignment Information

Access the Organizational Assignment form.

Supervisor	Enter the address book number of the supervisor.
Mentor	Enter a number that identifies an entry in the JD Edwards EnterpriseOne Address Book system. Use this number to identify mentors.
Team	Enter a code that identifies a team.
Position ID	Enter a code that you use for budgetary (position) control purposes. The position ID consists of: Position (position code and its description). Fiscal year. Home business unit. For example, you can identify position A0-1 as Accounting Manager for fiscal year 2007-2008, for home business unit 41. You might choose to set up positions so that the position IDs are the same as the corresponding job IDs. Within a home business unit, positions appear in the alphanumeric sequence of their position IDs. For example, position A0-1 appears before position A0-2.
Locality	Enter a code from UDC 07/SL that defines the different salary localities within an organization. For example, you can compare salaries for employees on the East Coast with employees in the Midwest.
EEO Job Category (equal employment opportunity job category)	Enter a code from UDC 07/J that specifies classifications established by the U.S. Equal Employment Opportunity Commission (EEOC) or the Canadian Employment Equity Occupational Group (EEOG) for use in reporting levels of minority employment. Do not change any of the codes provided by the JD Edwards EnterpriseOne system. You can add codes if needed.
Date in Current Position	Enter the date the employee started the current position.
Date in Current Job	Enter the date when an employee started working in this job.
Employment Status	Enter a code from UDC 07/ES that specifies an employee's status within the company. You can change the default codes or set up new codes to meet the needs of your company. Sample values include: Blank: Full-time regular. 1: Full-time temporary. 2: Part-time temporary. 3: Part-time regular. 4: Seasonal. 5: Casual.
Date Pay Starts	Enter the date that an employee may begin participating in the company's benefit plans or may be included in payroll processing. You can also use this field to provide a beginning date for seasonal employees or for employees who work only part of the year (such as a teacher who works only nine months of the year).
Organizational Business Unit	Enter a business unit that is included in the organizational structure for job competencies. You use organizational business units to assign job competency information to levels within your organizational structure. This business unit is independent of an employee's home business unit and security business unit.
% Competency Achieved (percent competency achieved)	Enter a number that indicates how an employee is progressing in relation to the required competency level for a particular job. The system calculates this value by first calculating the value for the Employee Competency Percent of Required field (EEPCTRQD) for all employee competencies that are related to a job competency for a particular job. The system then multiplies these percentages by their respective weighting factor and adds them together to determine the total job competency percent achieved.
Last Competency Review Date	Enter the date on which the last job competency review took place.
Perf. Appraisal Level (performance appraisal level)	Enter a code that specifies the level of proficiency at which a supervisor rates a person or asset for a particular competency type and competency code.
Last Review Type	Enter a code from UDC 06/RV that identifies the type of the last salary or wage review for which the score for the employee performance appraisal was updated.
Last Review Date	Enter the date that the employee's last performance appraisal was completed.
Next Review Type	Enter a code from UDC 06/RV that specifies the type of performance review to be completed for the next review period.
Next Review Date	Enter the date on which the employee is scheduled for the next performance or salary review. This field is for information only. It is not used by any programs or processes in the system.
Job Title	Enter a title associated with an employee's job.
Shift Code	Enter a code from UDC 00/SH that identifies the employee's daily work shift. In payroll systems, you can use a shift code to add a percentage or amount to the hourly rate on a timecard. For payroll and time entry: If an employee always works a shift for which a shift rate differential is applicable, enter that shift code on the employee's master record. When you enter the shift on the employee's master record, you do not need to enter the code on the timecard when you enter time. If an employee occasionally works a different shift, you enter the shift code on each applicable timecard to override the default value.
Date Pay Stops	Enter the date when an employee should no longer be included in a payroll cycle or the date when an employee stops participating in the company's benefit plans. You can use this date for terminated employees, seasonal employees, or employees who work only part of the year (such as a teacher who works only nine months of the year). See also data item PSDT. This date may also be the date that a deduction, benefit, or accrual instruction stops. Note. The Date Pay Stops is the last date a payroll may be run for an employee.

Note. If you set the processing options for the Employee Organizational Assignment program (P0801ORG) to use default job information from the Job Information table (F08001), the system displays the Job Default Window form.

If the Job Default Window form appears, review the information on this form, make any necessary changes, and then click OK.

See Also

Assigning Competencies to Employees

Working With Performance Appraisals

Understanding Employee History Records

Entering Basic Compensation Information

This section provides an overview of basic compensation information entry and discusses how to:

• Set processing options for Basic Compensation (P0801CMP).

• Enter basic compensation information.

Understanding Basic Compensation Information Entry

After you complete the Organizational Assignment form, you must enter compensation information.

Basic compensation information includes pay information, such as salary, hourly rate, pay class, and pay grade.

When you want to update compensation information that has already been entered, you can select the Basic Compensation program (P0801CMP) from the Employee Management menu (G05BE1), locate the employee whose record you need to change, and then select Basic Compensation from the Row menu.

When you want to review job history for values on this form, first place the cursor in the desired field and then select the Job Hist. Tracking menu option. To review history for other values on this form that you might be tracking, place the cursor in the desired field and then select the History Tracking menu option. To track historical information, you must first set up the values that you want to track.

Form Used to Enter Basic Compensation Information

Setting Processing Options for Basic Compensation (P0801CMP)

Processing options enable you to specify the default processing for programs and reports.

Process

Use these processing options to specify whether the system sends a workflow message when a salary change exceeds the specified amount or percentage. When the threshold is exceeded, the system activates the Employee Salary Change Approval process (EEMAST1) in workflow. The system updates the new salary change only after the workflow request is approved.

Entering Basic Compensation Information

Access the Basic Compensation form.

After you enter organizational assignment information, you must enter compensation information. The system displays the appropriate form automatically.

To review pay history information, click in the Pay Grade of Grad Step field and then select Job and Pay History from the Form menu.

Selecting the Job and Pay History option displays the Job and Pay History Window form. The Job and Pay History Window form uses information from the Employee Master Information table (F060116) and the Employee Jobs History File table (F060119).

To review human resources history information, click in any field except Job Type/Step and then select History Tracking from the Form menu.

Choosing the History Tracking options displays the History Window form. The History Window form uses information from Employee Master Information table (F060116) and the HR History table (F08042). The data that the system displays might be different, depending on whether the system option for history tracking is enabled.

Entering Country-Specific Information for Employees

This section provides an overview of country-specific information entry for employees and discusses how to:

• (USA) Enter country-specific information for U.S. employees.

• (CAN) Enter country-specific information for Canadian employees.

Understanding Country-Specific Information Entry for Employees

After you complete the Basic Compensation form, you must enter country-specific information.

The system uses the value that you entered in the Country field on the Employee form to determine if a country-specific form appears next.

When you enter country-specific information, the system displays fields for only the information that applies to the country code that you entered for the employee. Many of these fields are user-defined fields that you can customize to meet the specific needs of your organization.

Country-specific information includes information that is required only in the country in which the employee works.

Form Used to Enter Country-Specific Information for Employees

(USA) Entering Country-Specific Information for U.S. Employees

Access the National and Fiscal Data - USA form.

After you enter basic compensation information, you must enter country-specific information. The system displays the appropriate form automatically.

Note. If you use the GeoCoder, the system uses the employee address information to determine the GeoCode for the Tax Area (Residence) field, and uses the GeoCode from the employee's home business unit as the GeoCode for the Tax Area (Work) field. The system automatically populates these fields if there is only one possible GeoCode available for the field.

See Assigning Tax Area Information Using the GeoCoder.

(CAN) Entering Country-Specific Information for Canadian Employees

Access the National and Fiscal Data - Canada form.

Continue the current process by completing the next form. If you need to return to National and Fiscal Data - Canada, click Back.

Entering Employee History Information

This section provides an overview of employee history information entry and discusses how to enter employee history information.

Understanding Employee History Information Entry

After you complete the preceding form, you can enter employee history information. You enter this information only if the system is set up to track employee history.

You can set up the system to track employee history when you enter a record for a new employee or change existing employee information. You specify the data items for which you want to track history. Then, each time you change the information in those data items, the system updates the HR History table (F08042).

When you need to access the History Window form after the initial hiring process, you can select the Employee Information program (P0801) from the Employee Management menu (G05BE1), and then select an employee record. Then, from the Employee form, you can select History Tracking from the Form menu.

Forms Used to Enter Employee History Information

Entering Employee History Information

Access the Change Reason form.

After you enter country-specific information, you must enter employee history information. The system displays the appropriate form automatically.

Note. Depending on your country of preference, the system might provide an employee tax form.

(USA) Entering Tax Withholding and Override Information for U.S. Employees

This section provides an overview of tax withholding and override information entry and discusses how to enter tax withholding and override information.

Note. Oracle does not provide tax advice. This documentation is intended to provide users with information about how to enter tax information into the system. This document is not intended to provide users with information about which values to enter for an employee. For specific information about the values to enter for employee tax overrides, refer to the Quantum Calculation Guide for State/Local Reciprocity, or contact your local taxing authorities.

Understanding Tax Withholding and Override Information Entry

After you complete the Change Reason form, you can enter tax withholding and override information for a new employee or change existing employee information.

When you need to change tax withholding and override information that has already been entered, you can select Employee Tax Overrides - USA from the Employee Management menu (G05BE1).

You enter tax withholding and override information to indicate the number and type of exemptions that employees claim on their withholding allowance forms. Quantum for Payroll Tax, the tax calculation system that integrates with the JD Edwards EnterpriseOne Payroll system, uses this information to calculate employees' taxes each pay period. The system provides the tax area and tax type for federal income tax (tax type A) with no exemptions and no override withholding amount. If the employee has any exemptions, you must enter the number of exemptions. The system uses the number of federal exemptions to calculate all taxes unless you enter separate override records for state and local taxes.

Quantum for Payroll Tax currently supports percentage or flat amount overrides of federal and state tax calculations for non-supplemental pay. These flat or percentage amount overrides can be taken in addition to the taxes that the system calculates or they can replace the tax amounts that the system would calculate.

When an employee receives supplemental pay along with non-supplemental pay in the same payment, and that employee has tax amount overrides, the system uses the tax overrides when calculating the tax amount to be withheld from the employee's non-supplemental pay and uses the federal supplemental tables to calculate tax for supplemental pay. However, when an employee who has tax override amounts receives a payment containing only supplemental pay, the system disregards the federal tax overrides and taxes the employee using the applicable federal supplemental pay tax rates supplied by Quantum for Payroll Tax. These examples illustrate the differences in tax results when an employee receives supplemental pay and has tax overrides. Please note that the numbers in these examples are for illustration purposes only, and are not intended to reflect actual tax amounts as defined by governmental taxation authorities.

Example 1

Employee A has no tax overrides and receives regular gross pay of 2307.33 USD. The resulting tax amount for the payment is 475.33 USD. This example is used to illustrate what the tax amount might be for an employee with no tax overrides and no supplemental pay. If you compare the amounts in this example to those in these examples, you can see how tax overrides and supplemental pay can affect tax results.

Example 2

Employee A has an additional tax override for 10 USD. The employee receives regular gross pay of 2307.33. The resulting tax amount for the payment is 485.33 USD, which includes the 475.33 USD which is associated with the regular pay, along with the additional 10 USD entered as an override. In this example, the tax override amount is used to calculate the final tax amount.

Example 3

Employee A has no tax overrides and receives regular gross pay of 2307.33 USD along with 250 USD of supplemental pay on the same payment. The resulting tax amount is 544.08 USD, which includes the 475.33 USD associated with the regular pay, along with 68.75 USD, which is the tax amount associated with the supplemental pay.

Example 4

Employee A has an additional tax override for 10 USD. The employee receives regular gross pay of 2307.33 USD along with 250 USD of supplemental pay on the same payment. The resulting tax amount is 554.08 USD, which includes the 475.33 USD associated with the regular pay, the 10 USD tax override, and the 68.75 USD associated with the supplemental pay.

Example 5

Employee A has an additional tax override of 10 USD. The employee receives supplemental pay of 250 USD. The resulting tax amount for the payment is 68.75 USD. In this example, the additional tax override of 10 USD is ignored because the supplemental pay is generated as a single payment.

Important! If you enter a flat dollar override of 0 (zero) for the Federal A tax, Statutory Exempt appears on the employee's year-end tax forms. To prevent the system from calculating federal income taxes without indicating that the employee is exempt from tax, enter 99 for the employee's number of exemptions.

Additionally, do not enter tax overrides for state tax type C at the employee level. The system ignores these overrides. To calculate state unemployment insurance at a rate other than the Federal rate, you must enter state information using the Unemployment Insurance Rate Revisions program (P079221).

See Setting Up Unemployment Insurance Information.

Understanding Additional Tax Overrides Entry

You use the Additional Tax Overrides form to enter employee-level Quantum tax overrides. This form can be used to track whether or not an employee has filed a Non-Resident Certificate when the work state differs from the resident state. For employees who live and or work in Arizona, the form also enables users to specify whether an Arizona Voluntary form is on file with the employer. Many states now require that employees file these forms in order to receive tax credit.

The form also provides users with the ability to override the method that the system uses when calculating state and local taxes that are subject to jurisdictional interaction treatment (JIT), also known as reciprocity agreements. If a JIT override exists for an employee, this information is passed to Quantum each time a payment is calculated. The Quantum system determines if reciprocity rules for state withholding taxes should be overridden and calculates state and local taxes accordingly.

Overriding the JIT Value

By default, the system automatically calculates state taxes based on the JIT group to which the state belongs. For example, at the time of publication, Vermont belongs to JIT group 2. Therefore, if no overrides exist, the Quantum system uses the method associated with JIT group 2 to calculate employee state taxes for Vermont.

However, you might want to change the method that the system uses to calculate taxes for a certain employee and state. To change the calculation method, you enter an additional tax override for the employee. The override includes the state for which the override is applicable, the dates during which the override is valid, and the override JIT group.

For example, you might want Vermont taxes that are associated with a specific employee to calculate using the method for JIT group 3. Using this method, the system credits the resident tax by the amount of work tax withheld, and accumulates resident wages only if resident tax is withheld. To use this method, you must enter an override for the employee.

This table illustrates an example of the data that you might enter for this override:

The default JIT Value for Vermont is 2. However, in this example it has been overridden with a value of 3. Therefore, the employee’s state taxes are calculated using the JIT group 3 method.

If you process a payment for this employee that includes 2000 USD in gross pay, the records in the Tax Detail table (F07353) would include this information:

Forms Used to Enter Tax Withholding and Override Information

Entering Tax Withholding and Override Information

Access the Employee Tax Overrides form.

The first record in the detail area is the Federal A tax type. Use it to specify tax exemptions and overrides for federal income tax. The system uses exemptions that you enter into this record for all state and local authorities for which there is no specific entry lower in the detail area. However, the override amounts do not carry forward.

If you set system options to track requisition information, the system displays the Employee Assignment form. Use the Employee Assignment form to update position and requisition information when you add an employee or change an employee job.

Entering Additional Tax Override Information

Access the Additional Tax Overrides form.

After you have entered tax exemptions and overrides for an employee, you can access the Additional Tax Overrides form to enter employee-level overrides to Quantaum settings, such as whether an employee has filed a Non-Resident Certificate with the state in which they work if their work and resident states differ. For example, if an employee works in New Jersey, but lives in Pennsylvania, they may file a Non-Resident Certificate in New Jersey, in order to have Pennsylvania state income taxes deducted rather than New Jersey state income tax.

(CAN) Entering Tax Information for Canadian Employees

This section provides an overview of employee tax information and discusses how to enter additional tax information for an employee.

Understanding Employee Tax Information

After you enter country-specific information for an employee and complete the Change Reason form, you must enter additional tax information for the employee.

Both employees and employers contribute to employment insurance (EI). The employee contribution is a flat percentage of gross insurable earnings. The employee pays EI at a specific rate until the employee's year-to-date salary reaches an annual limit. After earnings reach that limit, both the employee and the employer contributions to EI end for the payroll year.

You specify the employer EI rate for each employee as part of the employee master record. In addition, you can exempt students from all taxes.

Important! When you designate an employee as exempt from all taxes, the system:

Changes other tax credits and tax exemptions to the upper limits.

Clears nonessential fields.

Sets all other exemption options to Yes.

The system issues a warning before this designation goes into effect, and you must confirm the choice by pressing Enter again.

To enter tax information, you must first begin the employee entry process, which automatically accesses the forms that you need to enter employee information. After you enter employee history information, the system automatically accesses the Canadian Tax Info by EE form, which you use to enter additional tax information.

See Also

Setting Up Employment Insurance Rates

Form Used to Enter Additional Tax Information for an Employee

Entering Additional Tax Information for an Employee

Access the Canadian Tax Info by EE form.

If the system options are set up to display the Employee Assignment form, the system displays the form after you enter information on the Change Reason form and close the Canadian Tax Info by EE form. The Employee Assignment form updates position and requisition information when you add an employee or change an employee's job.

Updating Position and Requisition Information

This section provides an overview of position and requisition information updates and discusses how to update position and requisition information.

Understanding Position and Requisition Information Updates

When the HRM foundation system options are set to display the Employee Assignment Window, the Employee Assignment form appears after the Employee Tax Overrides form. You enter the employee's home business unit, job type, or position ID so that the system updates requisition activity and headcount automatically. This is important for forecasting and budgeting.

Form Used to Update Position and Requisition Information

Updating Position and Requisition Information

Access the Employee Assignment form.

Note. If the employee fills a requisition with a new position assignment, the system automatically fills the requisition and updates the Requisition Information table (F08102). If the position change opens a requisition, the system updates the Requisition Activity table (F08105) and the Employee Master Information table (F060116).