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Set up an employee

Follow these steps to enter basic employee information to set up an employee.

Go to Setup
, Employees
, then the Main
tab.

In the Identification section, enter

Employee ID

1st name

Middle name

Family name

Suffix

Social Security Number (SSN)

note

If you intend to use ASCII format time clock entry for the client (for live payroll processing only), the Employee ID can only be limited to 4 numeric characters.

When you try to save the employee record, the application checks that the social security number you've entered for the employee is using a valid format. You can't save the record until you enter an SSN using a valid format.

You can verify that employee social security numbers and names entered in the application match those on file with the Social Security Administration (SSA).

Adjust the employee type in the Type
field. Your choice in this field determines which agent federal liabilities will be created for this employee and the forms to include them on.

Standard

Agricultural

Household

Independent Contractor

note

Changing the employee type prompts an update for existing checks. Select Yes
to apply to all checks, or No
for future checks only. This prompt doesn’t appear if you are changing from or to an Independent Contractor employee type or if you are changing the employee type using the Edit Multiple Employees wizard
.

If you choose Independent Contractor
as the employee type, only the pay items that use special type Nonemployee compensation
or Nonemployee reimbursement
will be available for selection in the Payroll Items
tab for that employee.

If the client's employer type is set to Agriculture (943)
on the Payroll Taxes
tab of the

Clients

screen, then Agricultural
is the default Employee type
selection here in the Identification section.

If the client's employer type is set to Household
on the Payroll Taxes
tab of the

Clients

screen, then Household
is the default Employee type
selection here in the Identification section.

Enter the street address and ZIP Code, or city and state in the lookup field of the Addresses section, separated by a comma.

note

For the application to calculate taxation correctly, all addresses entered in the application need to be verified as accurate and valid. The address verification feature helps you ensure accuracy by looking up and verifying the validity of city, county, state, and ZIP Code combinations and, if appropriate, determining taxes based on address-level verification.

Specify an address as the mailing address by marking the Mailing address
checkbox. This is the address that will be used on employee tax forms. (The checkbox is marked for the Home address by default).

If this address is the one that should be used for determining taxes applicable to the employee, select the Resident
address checkbox. (The checkbox is marked for the Home address by default).

If this employee has an International ACH
format selected on the Direct Deposit
tab, all fields in the Addresses section need to be completed before the employee record can be saved. Entries in the state and ZIP Code fields are required only for those countries to which they apply.

Provide phone and fax numbers in the Phone and fax numbers
section. Select Selection
to enter multiple phone numbers.

Enter the employee's email address and website URL in the Email and web addresses
section. Selecting Email
opens your default email client. Selecting Website
opens the site in your default browser.

Select primary and alternate payroll schedules in the Payroll schedules
section. The dropdowns are populated from the list of payroll schedules set up on the Payroll Information
tab of the

Clients

screen.

For live payroll processing.
If you plan to enter payroll checks for this employee using the

Enter Batch Payroll Checks

screen, you'll need to select at least 1 valid payroll schedule in this section.

In the Locations and Departments section, select the location and department combinations (there may be one or multiple) in which the employee works and specify which is the primary location/department combination.

note

The application calculates unemployment and insurance taxes for the state associated with the employee's primary location based on wages earned in any state, unless the Do not combine state unemployment
checkbox is marked in the Payroll Taxes tab
of the

Clients

screen.

To remove a location/department combination from the grid, select the button to the left of the row to select it, and then press the Delete
key on your keyboard.

If you want to specify a distribution percent for each location/department, select the Enable auto pay distribution by %
checkbox and enter the percentage amounts in the %
column of the grid. The distribution percent needs to total 100%. If you specify a distribution percentage, this will be used to automatically split pay and deduction amounts between locations or departments during payroll check entry for the employee.

This article applies to:

Product: Accounting CS
Subject: Payroll checks,Setup

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Set up an employee

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