Maintaining Employee and Contractor Records

This topic provides an overview of maintaining employee and customer records.

Page Name

Definition Name

Usage

Emergency Contacts Page

FO_EMERG_CNTCT

Enter emergency contact information for employees.

Tax Data Page

FO_EMP_TAX_DATA

Enter tax information for employees.

If you are using both PeopleSoft Staffing Front Office and PeopleSoft Pay/Bill Management, you must enter candidates as applicants in PeopleSoft Staffing Front Office and then hire them into PeopleSoft HCM as employees. Prior to being assigned to a temporary order, the applicant must have a valid employee ID, as determined by PeopleSoft HCM.

When the applicant becomes an employee, you can access employee data in PeopleSoft HCM from PeopleSoft Staffing Front Office. Use your HCM application to update personal and job-related information. If you are using Staffing Front Office only, candidates are hired through the PeopleSoft Staffing Front Office system, and all updating is done within PeopleSoft Staffing Front Office.

After you establish an employee or contractor in the system, you can use the pages in this section to periodically update information as needed.

The pages in the Employee component are nearly identical to the pages in the Applicant component, except for the Emergency Contacts page and the Tax Data page, which do not appear in the Applicant component. For a description of the Emergency Contacts page and the Tax Data page, refer to the following section. For descriptions of the other pages in the Employee component, refer to the descriptions of the pages in the Applicant component.

Note: Any employee that you enter directly into your PeopleSoft HCM application will not be available for assignment and update in PeopleSoft Staffing Front Office unless you have made them eligible for Staffing Front Office.

Use the Emergency Contacts page (FO_EMERG_CNTCT) to enter emergency contact information for employees.

Navigation:

Staffing > Resources > Employees > Manage Employee Data

Note: This page is applicable to PeopleSoft Staffing Front Office standalone implementations only. If you have PeopleSoft Pay/Bill Management installed, this page is not visible.

Field or Control

Description

Contact Name

Enter the full name of the emergency contact.

Relationship to Employee

Select a description that most closely matches the emergency contact's relationship to the employee, such as DPDaughter (domestic partner daughter), F Son (foster son), Roommate, Rec Child (recognized child)

Same Address as Employee

Select to indicate that the emergency contact lives at the same address as the employee.

Primary Contact

Select to indicate that the emergency contact is the main contact for this employee.

Same Phone as Employee

Select to indicate that the emergency contact has the same phone number as the employee.

Additional Phone Numbers

Click to enter additional phone types and phone numbers for the contact.

Use the Tax Data page (FO_EMP_TAX_DATA) to enter tax information for employees.

Navigation:

Staffing > Resources > Employees > Manage Employee Data

Note: This page is applicable to PeopleSoft Staffing Front Office standalone implementations only. This page is informational only. No processes use this data.

Select the Distribution Mail Option that is used to distribute paychecks.

Federal Tax

Field or Control

Description

FWT Marital Status (federal withholding tax marital status)

Select a withholding tax status: Married or Single.

FWT Allowances

Enter the number of allowances that the employee claims.

FWT Additional Amount

Enter the additional amount of tax that the employee wants withheld.

FWT Estimated Amount

Enter the estimated amount of tax that the employee wants withheld.

FWT Additional Percentage

Enter the additional percentage of tax that the employee wants withheld.

EIC Status (earned income credit status)

Select the earned income credit status: Mar Spc (married without spouse filing), Married (married, both spouses filing), N/A (not applicable), or Single (single, or head of household).

W2 Information

Field or Control

Description

Statutory Employee

Select to indicate that the employee is statutory and therefore can report income and expenses as a business. An example is someone who works at home.

Legal Representative

Select to indicate that the employee has legal representation or is a legal representative.

Deceased

Select to indicate that the employee has died.

Retirement Plan

Select to indicate that the employee has a separate retirement plan.

Deferred Compensation

Select to indicate that the employee has deferred compensation. Deferred compensation provides the employee an opportunity to voluntarily shelter a portion of his or her wages from federal income taxes while saving for retirement to supplement social security and pension benefits. Under such plans, federal income tax is not due on deferred amounts or accumulated earnings until the employee receives a distribution (payment) from his or her account.

Household Employee (942)

Select to indicate that the employee will do such things as care for children, clean homes, cook, or provide other personal services, usually within a household.

Medicare Qualified Govt Emp

Select the Medicare Qualified Gov't Emp (Medicare qualified government employee) check box if the employee qualifies for Medicare coverage.

State Tax

Enter information similar to that which you entered for federal tax, including:

Field or Control

Description

SWT Marital/Tax Status (state withholding tax marital tax status)

Select Married or Single.

Special Tax Status

Select a special status: Exempt, Maintn Grs (maintain taxable gross), N/R Alien (nonresident alien), or None.

Resident

Select this check box if the employee is a resident of the State that is entered.

Local Tax

Enter information similar to that which you entered for federal and state tax, including:

Field or Control

Description

LWT Marital/Tax Status (local withholding tax marital tax status)

Select Married or Single.

Auto Calculate

Select this check box to indicate whether the taxes will be automatically calculated. This is an informational field only.