Adding Employee Records for New Hires
Access the Employee Quick Hire form.
- Employee Number
Enter a number that identifies an entry in the JD Edwards EnterpriseOne Address Book system, such as employee, applicant, participant, customer, supplier, tenant, or location.
- Supervisor
Enter the address book number of the supervisor.
- Date Started
Enter a future date when all changes will take effect or the date when the changes went into effect. If you do not enter a date in this field, the system uses the current date as the effective date.
- Job Typ (job type)
Enter a code from UDC 07/G that defines the jobs within your organization. You can associate pay and benefit information with a job type and apply that information to the employees who are linked to that job type.
- Alpha Name
Enter the text that names or describes an address. This 40-character alphabetic field appears on a number of forms and reports. You can enter dashes, commas, and other special characters, but the system cannot search on them when you use this field to search for a name.
- Employee Tax ID
Enter a number that indicates the tax ID. In the United States, the tax ID is the social security number. In Canada, it is the social insurance number. If you add employee information for a non-US or non-Canadian company, you can leave this field blank. However, if the international code is set to Y and the default company is non-Canadian and non-United States, you can enter a 16-character number for the tax ID.
The system does not permit duplicate tax ID numbers. Also, the number cannot include dashes. For example, if a social security number of 123-45-6789 is used, the number should be entered as 123456789.
- Pay Freq (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 from the UDC to calculate the amount per pay period for a salaried employee.
- Pay Cl (pay class)
Enter a code that specifies how an employee is paid. Values are:
H: Hourly
S: Salaried
P: Piecework
- Annual Salary
Enter the amount that an employee is paid in one year, assuming that the employee is paid every pay period of the year.
Depending on how the value that is entered in the Salary Display (SALD) field in the HR History Constants table (F08040), this field displays:
Annual salary.
For salaried employees who are not linked with a contract calendar, the user enters the amount or the system retrieves the amount from the Pay Grade/Salary Range Table (F082001). For employees who are linked with a contract calendar, the system calculates this amount using this formula: [(current salary − salary paid before change) ÷ number of periods to pay] × pay frequency.
Effective salary.
For employees whose jobs are linked with a contract calendar, the system recalculates the effective salary when you enter a mid-calendar salary adjustment. After you enter a mid-calendar adjustment, the effective salary equals the salary that is paid to the employee from the time of the adjustment through the end of the contract. The system calculates this amount using this formula: (annual salary ÷ pay frequency) × periods to pay.
- Hourly Rate
Enter the employee's hourly rate, which is retrieved during time entry. If you enter a rate in this field on any other form, that rate can override the value in the Employee Master table.
In the Employee Master table, this number is the employee's base hourly rate.
In the Union Rates table, it is the straight time rate.
Note: If you change the number of the data display decimal digits for this field, you must also change the Rate - Base Hourly (BHRT) and Rate - Hourly (SHRT) fields so that they have exactly the same number of data display decimal digits.- Security Business Unit
Enter an alphanumeric code that identifies a separate entity within a business for which you want to track costs. For example, a business unit might be a warehouse location, job, project, work center, branch, or plant.
You can assign a business unit to a document, entity, or person for purposes of responsibility reporting. For example, the system provides reports of open accounts payable and accounts receivable by business unit to track equipment by responsible department.
Business unit security might prevent you from viewing information about business units for which you have no authority.
- Co (company)
Enter the company number where the employee records generally reside.
- Country of Employment
Enter a value from UDC 00/CN that indicates the country in which the employee resides.
- EEO Job (equal employment opportunity job)
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.
- Ethnic Code
Enter a code from UDC 07/M that designates minority classifications according to U.S. Equal Employment Opportunity Commission (EEOC) and Canadian Employment Equity Occupational Group (EEOG) standards. The predefined codes are hardcoded. The system uses these codes to generate EEO reports and to compile Canadian Employment Equity information. Do not change these predefined codes. You can add codes, if necessary.
- Gender
Enter a value that specifies the employee's gender. Values are:
M: Male
F: Female
- Res. Tax Area (residence tax area)
Enter a code that identifies both the geographical location and the tax authorities for the employee's residence. Authorities include employee and employer statutory requirements. This code is synonymous with GeoCode. Refer to Vertex System's Master GeoCode File for values for your locations.
- Work Tax Area
Enter a code that identifies a geographical location and the tax authorities for an employee work site, including employee and employer statutory requirements. In the Vertex payroll tax calculation software, the tax area code is synonymous with GeoCode. To determine the values for your location, refer to the documentation for the tax calculation software that you are using.
- 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 date in the Date Started (DST) field.
- Date Started
Enter a future date when all changes will take effect or the date when the changes went into effect. If you do not enter a date in this field, the system uses the current date as the effective date.
- 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).
- S h (shift)
Enter a code from UDC 00/SH that identifies daily work shifts.
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.
- Loc (location)
Enter a code from UDC 07/SL that specifies the employee's salary locality within an organization. For example, you can compare salaries for employees on the East Coast with employees in the Midwest.
- Emp St (employee 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
- R C (recharge)
Enter a code that identifies whether the employee is to be handled through the Recharge processing option for the Payroll Journal Entry program. Values are:
1: Payroll Processing Only
2: Payroll and Recharge Processing
3: Recharge Processing Only
After a timecard has been added, you cannot change its record type.
- Part. Date (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.
- B S (benefit status)
Enter a code from UDC 06/EA that specifies the employee's status, such as new hire or rehire. The system uses this value as it searches and tests for benefits eligibility. An * 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 codes are required in the system.
- Pay Grade
Enter a code that designates a category for grouping employees according to pay ranges. For each pay grade, you enter a pay range that includes a minimum, a midpoint, and a maximum pay rate. The system uses these pay ranges to calculate compa-ratios for the employees that you assign to pay grades. After you enter a pay grade for an employee, the system displays either an error or a warning message if you enter a rate for the employee that is not within the pay range for the employee's pay grade.
To set up pay grades, use the Pay Grades by Class program (P082001).
If you have set up the system to use rates in the Pay Grade Step table as the default pay rates for employees, changing an employee's pay grade step causes the system to automatically update these fields:
Salary
Hourly Rate
Hours per day
Hours per year
Days per year
- Grade Step
Enter a code that identifies a pay grade and pay step. You can use this code to determine an employee's pay rate.
If you have set up the system to use rates in the Pay Grade Step table as the default pay rates for employees, changing an employee's pay grade step causes the system to automatically update:
Salary
Hourly Rate
Hours per day
Hours per year
Days per year
- F L (fair labor)
Enter a code that indicates whether the employee fits the rules of the Fair Labor Standards Act (FLSA) and thus does not have to be paid for working overtime. Values are:
Y: Yes.
N: No.
- WCI Code (worker's compensation insurance code)
Enter a code from UDC 00/W that represents a workers' compensation insurance (WCI) code. This code should correspond to the classifications on the periodic workers' compensation insurance reports.
- 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.
- S C (special circumstances)
Enter a code that specifies any special circumstances associated with the workers compensation insurance (WCI) code, resulting in multiple rates for the same WCI code due to location or risk, for example. The subclass should remain blank if multiple rates do not exist. Default codes are:
Blank: There are no special circumstances associated with this code.
F: There are special circumstances associated with this code.
- I9
Enter a code indicating the method used to verify that this employee is eligible to work in the United States. Values are:
Y: I9 form on file.
P: Passport used for verification.
L: Driver's license and Social Security card.
V: Visa (worker's permit).
B: Birth certificate.
N: Waiting for verification.
- MS TX (marital status - tax)
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.
- MS Res State (marital status - resident state)
Enter a code from UDC06/MS that specifies the marital status code for the state of residence. It is used for tax computations. This code is related to specific Vertex system codes (see the Vertex Tax Manual for their explanation). Also, two special codes have been provided: one designates single for federal and married for state, and the other designates married for federal and single for state.
- MS State Tax (marital status - state tax)
Enter the employee's work state marital status code as retrieved from the state W-4. This code is used in the computation of all state payroll taxes associated with the state in which the employee performed work.
If you leave this field blank, the federal status is used.
- Pay St (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
- R S (state of residence)
Enter a value that identifies out-of-state employees for whom an employer must withhold tax for the state of residence. Values are:
N (Default): The system uses the employee residence state to calculate taxes.
Because the work state has a reciprocal agreement with the employee state of residence, the system uses the employee residence state from the Employee Master Information table (F060116).
W: The system uses only the work state to calculate taxes.
- T S
Enter a value that specifies the source for obtaining the tax area code for the employee's work location.
N: Use time entry, job master, employee labor rules or employee master to determine Tax Area.
E: Always use the Work Tax Area from the employee master on time record.
When blank the system assumes N.
- SUI/SDI Rpt
Enter a value that specifies the work tax area that is used for SUI reporting.
You can specify that the system use either the resident state or the work state, regardless of where the employee worked. FUI is calculated in the same state where SUI is calculated. Weeks Worked are the number of weeks the employee worked in the taxed state. Values are:
N: Use the work tax area in the time entry record to determine SUI. This is the default value.
R: Always use residence tax area from Employee Master table even if the time entry record is different.
W: Always use work tax area from Employee Master table even if the time entry record is different.
- T M (tax method)
Enter a code from UDC 07/TM that specifies the tax method that the Vertex payroll-tax calculation system uses to calculate certain taxes.
This code can also determine the form that the employee receives for year-end tax reporting. For example, when you enter C, a contract employee receives IRS Form 1099-M rather than IRS Form W-2. If a form is not specified in the Description 2 field of the UDC, the system generates IRS Form W-2.
For employees who are paid multiple times within one pay period, the system should review previous payments within the same pay period and then adjust tax amounts. To specify this function, enter S.
If a tax method exists for an employee in addition to the normal tax method that is set up in the Employee Master Information table (F060116), the system can use the alternative tax method to interactively process interim payments. To specify this function, enter Z.
Some values, such as S and Z, might require additional setup in the UDC table.
- Stat. Code (statutory code)
Enter a code that allows you to override supplemental taxes for federal and state taxes and to add additional local residence taxes. Values are:
F: Override the federal supplemental tax for this employee.
S: Override the state supplemental tax for this employee.
R: Add additional local residence tax.
When you override supplemental taxes, you must leave the Tax Area and Tax Type fields blank.
- Lc St (local marital status)
Enter the employee's local marital status code as retrieved from the locality's W-4.
This code is used in the computation of all local (city, county) payroll taxes associated with the state in which the employee performed work.
If you leave this field blank, the federal status is used.
- Vet (veteran)
Enter a code that indicates the veteran status of the employee for EEO reporting purposes. Values are:
N: No, this employee is not a veteran.
Y: Yes, this employee is a veteran.
V: This employee is a Vietnam veteran.
O: This employee is a veteran, classified as Other, as defined by the U.S. Department of Labor.
- Dis Vet (disabled veteran)
Enter a code indicating whether this employee is a disabled veteran. Values are:
Y: Yes.
N: No.
This field is used to generate the Veterans Employee (VETS-100) report.
- Disb (disability)
Enter a code indicating whether this employee has a mental or physical disability. Values are:
Y: Yes.
N: No.
U: Unknown.
- Birth Date
Enter the employee's date of birth.
- ST (state)
Enter a code from UDC 00/S that specifies the state or province. This code is usually a postal service abbreviation.
- County
Enter the name of a county, parish, or other political district that is necessary for the address or for tax purposes.
- Prefix Phone-Work
Enter the first segment of a telephone number. In the United States, the prefix is the three-digit area code.
- Phone Number-Work
Enter a number without the prefix or special characters, such as hyphens or periods, that makes up the telephone number for an entity. You can use any applicable telephone number format for a country. This field is used in conjunction with the Prefix field (AR1), where you enter the first segment of the telephone number, which is called the area code in the United States.
When you search for an address using a phone number, you must enter the number exactly as it is set up in the JD Edwards EnterpriseOne Address Book system, including any special characters.
- Prefix Phone-Home
Enter the prefix for telephone number 3. The default format for the Phone Prefix data dictionary item is set to the United States prefix (area code). This format is three characters enclosed in parentheses. For example, (303). If you require an alternate format to accommodate a non-United States prefix, you must change the data display rules in the data dictionary.
- Phone Number-Home
Enter the telephone number. This field has been established in free form to allow incorporation of extension numbers and local telephone oddities. For example, Laramie, Wyoming could be expressed as 21-5223; and Singapore could be expressed as 011-65-469-8382. If all phone numbers are to follow a consistent format, you may specify an edit code in the data dictionary for the phone number.
Note: In using the phone search capability of the JD Edwards EnterpriseOne Address Book, you must spell the search in the same manner that you recorded the phone numbers.- Salu (salutation)
Enter a code for the salutation that is used to identify the proper title for a given employee. Some examples of salutations are Mr., Ms., Dr., and so on.
- Suff (suffix)
Enter the suffix code is used to identify the credentials for a given employee. Some examples are Phd, MD, CPA, and so on.
- Contact Name
Enter the alpha name of the contact.
- Contact Prefix
Enter the prefix for telephone number 4. The default format for the Phone Prefix data dictionary item is set to the United States prefix (area code). This format is three characters enclosed in parentheses. For example, (303). If you require an alternate format to accommodate a non-United States prefix, you must change the data display rules in the data dictionary.
- Contact Phone Number
Enter the telephone number has been established in free form to allow incorporation of extension numbers and local telephone oddities. For example, Laramie, Wyoming could be expressed as 21-5223; and Singapore could be expressed as 011-65-469-8382. If all phone numbers are to follow a consistent format, you may specify an edit code in the data dictionary for the phone number.
Note: When using the phone search capability of the JD Edwards EnterpriseOne Address Book, you must spell the search in the same manner that you recorded the phone numbers.- 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.
- P C (pre-note code)
Enter a code that lets you test the deposit instructions for one pay period before actually processing a deposit. Adding an employee to this form automatically activates this person in the automated deposit system. The system prenotes this employee in the next applicable payroll run to test the auto deposit instructions you have set up before actually depositing a check. In the prenote test, the system creates a no-dollar entry for this employee and sends it to the employee's bank account. In addition, the employee receives a check for this amount. After the test, the system changes this field to N. To repeat this test, enter P in this field.
If you leave this field blank, the system uses the default value of P.
If you change an employee's automatic deposit instructions, the system creates a prenote. If you do not want a prenote, you must change the value in the Prenote Flag field to N.
You cannot use this field for Canadian employees.
- Req No. (requisition number)
Enter the number that identifies the position requisition. This number must be unique. The next number program assigns this number if no other number is provided when the requisition is initially entered.
- Candidate Req. Status (candidate requisition status)
Enter the code from UDC 08/CN to indicate the current activity level of a candidate record that is attached to a requisition.
You can group candidate requisition status codes based on the hard-coded special handling code values in the table. These hard-coded values are:
CAN: Any candidate code.
DET: Any code indicating that the position is detached or no longer filled.
FIL: Any code indicating that the position has been filled.
REJ: Rejected
TMP: Temporarily filled.
Candidate requisition status codes that have a special handling code of either FIL or TMP update the Filled Headcount field. However, only those status codes that have special handling codes of FIL can cause the system to change the requisition status to Filled and Closed.
- E M (address type - employee)
Enter Y to indicate that the address number represents an employee.
This code is for information only. It has no predetermined use in the JD Edwards EnterpriseOne Address Book system.
- Remark 1 (Email)
Enter as many as 40 characters of text.
- Days/ Year
Enter the number of workdays in a year. The number of standard days per year multiplied by the number of hours per day equals the standard hours per year.
When you set up the human resources system options and you use the pay grade step table as the default source for the pay rate, the system calculates the salary for an employee by multiplying the standard days per year by the employee's hourly rate.
- AB Cat 01 (address book category code 01)
Enter one of thirty reporting codes that you can assign to an address in the JD Edwards EnterpriseOne Address Book system. Use these codes to group address book records for reports, mailings, and so on. Category codes are user-defined (system 01, types 01 through 30). Examples of category codes include:
Category code 01: Location or Branch
Category code 02: Salesperson
Category code 03: Product
Category code 04: Credit officer
- P/R 001 (payroll category code 01)
Enter a category code that defines payroll system needs. You can define the use and description of this code to fit your organization. For example, you can set up a category code for information such as division, supervisor, branch office, health insurance plan, stock plan, and so on.
Note: When setting up category codes in the JD Edwards EnterpriseOne Human Capital Management system, you should coordinate information with the payroll department to insure that information is not duplicated or overwritten.- Elig 1 (eligibility 1)
Enter a code to specify an employee's eligibility for or participation in various user-defined plans or programs.
For example, these codes can be used to designate:
Voluntary Accidental Death/Dismemberment Insurance (Y/N).
Overtime Call Up (Y/N).
Profit Sharing (Y/N).
Political Action Committee (Y/N).
Coffee Fund (Y/N).
U.S. Citizen (Y/N).
The category code fields are examples of multiple, similar fields that are user-defined. You can use up to 30 Category Code - Address book fields that can be assigned to addresses in the JD Edwards EnterpriseOne Address Book system for tracking purposes. You can use up to 20 Category Codes - Payroll fields for Payroll tracking needs. You can also use up to ten Eligibility Codes to specify employee eligibility for participation in various user-defined plans or programs. For example, you might want to track employee eligibility for programs such as overtime call-up, profit sharing, political action committees, or an office coffee fund.