Employee Management

Create and Maintain Employee Records

Go to Payroll and HR > Lists > Employees > New.
Select a Template, if applicable.
Enter employee’s primary demographic information and contact information.
Under the Classification section, set employee’s Entity, Department, and other desired fields.

Note:
The Pay Cycle is needed to calculate payroll.
Scroll down and click the Human Resources subtab.
Enter dates needed for reporting, ex. Hire and Longevity.
Scroll down to Electronic Consent and check the appropriate boxes of consent for electronic delivery.
Click the Work Status, Emergency Contacts, and Personal Information sublists to enter information.
Click Save.

Pay Codes

Codes that add or subtract from the employee’s paycheck that are not hour codes, ex. additional pays, benefits, pre-tax deductions, taxes, and post-tax deductions. Pay codes for benefits automatically default when the employee’s benefits are added – see the Benefits section.

Click the Edit button.
On the Payroll subtab, click the Pay Codes sublist.
Click the New Employee Pay Codes button or scroll down to the Pay Code line to add.
From the drop-down, select a Pay Code.
Enter the Amount for this pay code.
From the drop-down, choose the Amount Type – dollar ($) or percentage (%).
Enter the amount Limit and select the Limit Type, from the drop-down list, if applicable.
Enter the Begin Date and End Date (open-ended date of 12/31/2099).
If any retroactive adjustments need to be made, use the Additional Amount field.

Note:
Additional Amount on a pay code is an optional field that can be used to adjust the defaulted or calculated amount manually. The additional amount is only paid between the Additional Begin Date and Additional End Date
Click the Add button to add another pay code. Click Save.

Note:
The amount, amount type, limit, and limit types are defined on the pay code and used for all employees. If amounts or limits are unique to an employee, they should be entered when assigning the pay code.

Position and Pay

On the Payroll subtab, click the Position and Pay sublist.
Click the New Employee Position and Pay button.
From the Priority drop-down, select a priority for this position (if only one position, then primary).
From the Position drop-down, select the position.
Enter the Position FTE (between 0 and 1.0), if not defaulted from the position.
Enter the Salary Schedule, if not defaulted from the position.
Select the Salary Schedule/Step the employee was hired into.
Enter Base Wage, Wage Type, Annual Hours and Periods Per Year, if not defaulted.
Enter Begin Date for this position start and End Date (open ended 12/31/2099).
Add the Fund Allocation.

Note:
If fund allocation is set at the position table level, check the Source Fund Allocation from Position box. When the record is saved, the fund allocation will be pulled in from the selected position.
To manually enter the allocation- deselect the source from position option, then enter the fund, department, and percentage of fund allocation. Multiple fund allocations can be added. The sum of the fund allocations must equal 100%.

Fund Allocation is required to save the position and pay record and generate payroll.
Click Save.

Direct Deposit

Click the Edit button.
On the Payroll subtab, click the Employee Direct Deposit sublist.
Click the New Employee Direct Deposit button or scroll down to the line of the direct deposit.
Enter the direct deposit Name – ex. Institution and type of account.
Enter the Amount and Amount Type – dollar ($) or percentage (%) in their respective fields.

Note:
Priority defaults to 1 for the first account set up. Priority 1 indicates the first account that the direct deposit will be made and affects the subsequent remaining amounts based on $ or % type.
Enter Bank Name, Routing Number, Account Number, and Account Type.
Click Save.

Note:
Save and New will create a new employee record; Save and Next will go to the next employee record; Save and Copy will make a duplicate with a different name.
Add additional accounts, as needed.
To change the priority, select the line and click the Move buttons to change the order of account priority.

Taxes

Click the Edit button.
On the Taxes subtab, click the Federal & State sublist.
Enter the Federal Tax Pay Code or select from the drop-down, ex. Federal Tax Deduction.
Select the Federal Filing Status of the employee.
Enter remaining fields, as needed according to the employee’s W4 form.
Enter State Tax, as applicable, ex. State Tax Deduction.
Click the Social Security & Medicare sublist.
Enter the Social Security Benefits and Social Security Tax Deductions.
Enter the Medicare Benefits and Medicare Tax Deductions.
Click the Local sublist.
Enter Local Tax, as applicable.

Employee Benefits

Click the Edit button.
On the Benefits tab, click the New Employee Benefit Plan button or scroll down to the Benefit Plan line.
Go to the Benefit Plan field and select a configured plan from the drop-down list.
Select the Effective Pay Period Begin Date to default the Payroll Begin Date and Payroll End Date.
Enter the Coverage Begin Date and Coverage End Date (open ended 12/31/2099).
Click the Save button and view the plan(s) assigned.
Click the Edit link for a plan to review the defaulted benefit and deduction pay codes.

Note:
Pay Codes from the Employee Benefit Plan begin, and end dates should match the Employee Benefit Plan Payroll begin and end dates.
To make a manual adjustment, use the Additional Amount fields with the Additional Begin Date and Additional End Date.
To close a benefit plan, go back to the plan and update the Payroll End Date and Coverage End Date.

Dependent's Benefits

Add dependent to employee's record

On the Benefits tab, click the Dependents/Beneficiaries sublist.
Create one dependent at a time by clicking the New Dependent button or click the Edit button to create multiple dependents.
Add the required information for each dependent.

Note:
Certain contact information defaults from the employee but can be overwritten.
Click Save and review the dependent’s information.

Add dependent to employee's benefit plan

Click the Employee Benefit Plan sublist.
Identify the plan to be added and click the Edit link.
Click the Dependent Benefit Plans subtab.
From the Member drop-down, select each dependent that should be added to the benefit plan.

Note:
Members listed are filtered from the employee’s list of dependents added previously.
Add the Coverage Begin and Coverage End dates for the dependent. Click Save.

Time-Off Plans

Click the Edit button.
Click the Leave Tracking subtab.
Click the New Employee Leave Plan button.
From the Time-off Plan drop-down, select a time-off plan.
Add the Accrual Longevity Date. Click Save.

Proxy and Delegate Approvers

Click the Edit button.
Click the Approvals subtab.
Under Timesheet Approvals, check the Delegate Timesheet Approvals box.
From the Timesheet Proxy Approver drop-down, select the person who will approve time in lieu of the regular approver.
Enter the Begin Date and End Date for the delegation. Click Save.

Promotions and Transfers

On the Payroll subtab, click the Position and Pay sublist.
On the position line, click the Edit link.
Enter the End Date for their current position.
Click Save and New to save and create a new position.
Complete required fields for the new position (See Position and Pay for more information). Click Save.

Terminations or Separations

Click the Edit button.
Click the Human Resources subtab and set the employee's status.
Add the Termination/Release Date.

Note:
Electronic consents automatically notify the system to skip printing paystubs and automatically posts forms to the Employee Center. Employee will no longer have access to the Employee Center.
Scroll down and deselect Electronic Consent checkbox to ensure a printed copy of the employee's 1095-C form. Click Save.
Benefits
Click the Benefits tab and the Edit link on the benefit plan line.
Enter the Payroll End Date and the Coverage End Date.
Payroll
Click the Payroll subtab and the Pay Codes sublist.
Add the End Date to each of the pay codes.
Click Save and validate changes.
Position
Click the Position and Pay sublist.
Click the Edit link on the position line and apply the End Date. Click Save.
Direct Deposit - no effective dates

Taxes - no effective dates

Access
Click the Edit button.
Deselect the Give Access checkbox (at termination time).
Highlight roles currently applied, including Employee Center, and click the Remove button.

Hire Dates

The Original Hire Date and Rehire Date fields have been introduced to the employee record for optional tracking purposes. These fields are typically utilized to monitor the initial hiring date of the employee as well as any instance of separation and subsequent rehiring, documented through the rehire date field.

HR/Payroll Termination Date

A new termination date, designated as the HR/Payroll Termination Date, has been incorporated into the employee record to facilitate seamless termination processes without adverse effects on payroll or timecard entries.

When the HR/Payroll Termination Date is populated, it will trigger the following actions:

If the employee’s Electronic Consent boxes are selected, users receive a reminder to deselect these checkboxes if year-end forms are to be printed instead of accessed via the employee portal.
The Payroll Calculations validates the HR/Payroll Termination Date and exclude the employee from pay periods where the begin date is later than the HR/Payroll Termination date.

Note:
The original Termination/Release Date should continue to be used to specify the date on which the employee’s status transitions to ‘Terminated’, rendering them inactive in the payroll module with no access to timecard entry or inclusion in payroll calculations.

For instance, if an employee is terminated from the agency on 3/21/2024 their status in the system will be changed to ‘Terminated’ on 3/30/2024. Consequently, as of 3/30/2024, the employee will be unable to submit timesheets or be factored into payroll calculations. Nonetheless, the employee’s data will remain available for reporting purposes.

Primary Time Approver

The Primary Time Approver field has been included in the Employee Record. This field is intended for designating the employee’s primary or permanent time approver. The Time Approver field is established through a custom-defined workflow and represents the employee’s current time approver. Ordinarily, the current time approver aligns with the primary time approver, unless a proxy approver is currently assigned.

Go to Employee Record and click the Time Tracking subtab.

Reason Codes

Termination Reason Code

A Termination Reason Code can be allocated to an employee’s record by establishing a new HR and Payroll Setup record classified under the category Termination Reason. This designation serves to signify the rationale behind the employee’s termination.

Position and Pay Change Reason Code

A Position and Pay reason code can be assigned to an employee’s Position and Pay record by establishing a new HR and Payroll Setup record classified under the category Position and Pay Change Reason.

Over Budget Reeason Code

When a position is approved exceed its budget, the user can check the Over Budget checkbox and provide an Over Budget – Reason.

The Over Budget – Reason can be setup by establishing a new HR and Payroll Setup record classified with a type of Over Budget Reason.

Employee Indicators

Navigate to the employee’s record.
Locate the Compliance tab on the employee record.
Check the appropriate indicator for W2 reporting when applicable.

Additional Names

The Suffix, Preferred Name, and Previous Name are used to indicate additional names for the employee. The fields can be found on the employee record in the Primary Information section.

Note:

These fields are for reporting and reference only.