Entering Human Resources Information for an Employee

On the Human Resources subtab of the employee record, you can enter an employee's social security number, supervisor, hire date, and other information.

To enter Human Resources information for an employee:

1. Go to Lists > Employees > Employees.

2. Click Edit beside the employee's name.

3. Click the Human Resources subtab.

4. In the Social Security field, enter the employee's social security number. For information regarding social security number masking and encrypting, see Working with Employee Social Security Numbers.

5. Enter this employee's birth date.

To enter job information for an employee:

1. From the Type list, select the type category that applies to this employee. For more information, see Setting Up Employee Related Lists.

   The type determines whether the employee data is included in employee-related key performance indicators.

   To create new Types, go to Setup > Accounting > Employee Related Lists > New.

2. Select the status of this employee's employment with your company.

   To create new selections for this field, go to Setup > Accounting > Employee Related Lists > New. For more information, see Setting Up Employee Related Lists.

3. Enter a job description for this employee.

Note:

If you use the Effective Dating feature and are assigned to a role with the Employee Effective Dating permission, note the following. You can see historical changes to an employee’s status and type on the employee timeline. For more information, see Viewing an Employee’s Timeline.

To enter job information for sales reps:

1. For sales reps, choose one of the following:

   • If you do not use Team Selling, check the Sales Rep box to assign sales territories to the employee. You can also select them in the Sales Rep field on customer records and sales transactions.

   • If you use Team Selling, and if the employee is a part of the sales team, select a field in Sales Role. For more information, see Team Selling.

   When the Sales Rep box is checked or a Sales Role is selected for an employee, NetSuite creates a customer record. The employee is selected as the default sales rep on the customer record.

2. To assign cases or territories to the employee, check the Support Rep box.

3. To assign the employee to manage projects and project tasks, check the Project Resource box.

   If the employee is a project resource, and you want to designate a project manager to an employee, check the Project Manager field.

   If the employee is a project resource, select a role in the Default Projects Resource Role field. When the employee is assigned to a project, the selected role is automatically assigned.

   When an employee is marked as a Project Resource, the Target Utilization field is available.

4. Select a work calendar for the employee.

5. In the Labor Cost field, enter the hourly overhead labor cost rate for this employee to calculate project costs and profitability.

6. In the Hire Date field, enter the date the employee was hired.

7. In the Last Review Date field, enter the date of the employee’s last review.

8. In the Next Review Date field, enter the date of the employee’s next review.

9. In the Termination/Release Date field, enter the person’s last date of employment.

   Supervisor Change Hist.

   1. This subtab shows system notes about changes to the employee's supervisor. For more information, see Assigning a Supervisor to an Employee.

   Work Status

   1. Select the Employee's resident status.

      This information is located in Section 1 of the employee's completed I-9 form.

      To create new selections for this field, go to Setup > Accounting > Employee Related Lists > New.

   2. Select the employee's Visa Type.

      To create new selections for this field, go to Setup > Accounting > Employee Related Lists > New.

   3. Enter the Visa's expiration date.

   4. Enter the Alien Number.

      This information is located in Section 1 of the employee's completed I-9 form.

      This step is required only if the employee's work status is Alien authorized to work.

   5. Enter the date through which the employee is authorized to work.

      This information is located in Section 1 of the employee's completed I-9 form.

      This step is required only if the employee's work status is Alien authorized to work.

   6. On the Work Status subtab, check I-9 Verified if the employee has completed an I-9 form.

To enter expense and purchasing information:

1. In the Expense Limit field, enter the amount the employee can expense without approval.

   This field defaults to $0, which requires all expenses to be approved.

2. In the Expense Approver field, select the person that approves the employee's expense reports.

   If no approver is selected, the supervisor approves expense reports. If a supervisor and an expense approver are selected, either can approve expense reports. For more information on approvers and approval limits, see Approval Routing.

3. In the Expense Approval Limit field, enter the maximum amount an employee is allowed to approve on an expense report when specified as an approver.

4. In the Purchase Limit field, enter the amount the employee can purchase without approval.

   This field defaults to $0, which requires all purchases to be approved.

5. In the Purchase Approver field, select the person that approves the employee's purchase requests.

   If no approver is selected, the supervisor approves purchase requests. If both a supervisor and a purchase approver are selected, either can approve the purchase request.

6. In the Purchase Approval Limit field, enter the maximum amount an employee can approve on a purchase request when specified as an approver.

7. In the Account field, enter this employee's account number if needed.

To enter personal information for an employee:

1. Select the employee's marital status.

   To create new selections for this field, go to Setup > Accounting > Employee Related Lists > New.

2. Select the employee's ethnicity.

   To create new selections for this field, go to Setup > Accounting > Employee Related Lists > New.

3. On the Personal subtab, select the employee's gender.

4. Use the following information to enter or verify information on the additional subtabs on the Human Resources subtab.

   After you have entered all necessary information, click Save.

To enter emergency contacts for an employee:

1. Enter the name of the employee's emergency contact.

2. Enter the relationship between the contact and employee.

3. Enter the address of the emergency contact.

4. Enter the phone number for the emergency contact.

5. Click Add/Edit.

To enter education information:

1. On the Education subtab, select the employee's level of education.

   To create new selections for this field, go to Setup > Accounting > Employee Related Lists > New.

2. Enter the Degree received.

3. Enter the date the degree was conferred.

4. Click Add/Edit.

Related Topics

• Entering Communication Information on the Employee Record
• Entering an Address for an Employee
• Adding an Employee

General Notices