Modify Employee Information

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Modify Employee Information lets you set up and edit your employees' information.

 

Filters

Upon first entering Employee Information, you are presented with Filters. In the Name field, enter your search in "lastname, firstname" format, or search by first name only by leading with a comma (e.g., ", James"). Additional filters include:

  1. Home Department
  2. Ethnic Group
  3. Employment Status
  4. Work Status
  5. Hire Date
  6. Termination Date
  7. Next Review Date
  8. Rehire Date
  1. Click Search to display results.
  2. Click Clear Filters to reset all filters.

 

Employee Information Grid

  1. Click the Edit icon, or double-click any employee in the grid, to edit their record.
  2. Click Add New Employee to add a new employee (More Information).

Employee Information Tab

The following fields are available on the Employee Information tab:

  1. Home Department
  2. Minister: Exempts the employee from Social Security and Medicare tax calculation, and allows "Minister Only" compensations to be assigned. Ministers normally have a Filing Status of "Exempt - Do Not Use Tables" on the Taxes tab.
  3. Work Status: Select Full-Time, Part-Time, or Temporary.
  4. Employment Status: Select Active, Inactive, or Terminated.
  5. Ethnic Group
  6. Secure: Restricts visibility of this employee record to users with the right to secure employees.
  7. TimeClock ID Number: Enter manually, or leave blank to auto-assign the next available number. New employees added to Payroll are also auto-assigned a number.
  8. Can Approve Home Department(s): Select the departments this employee can approve time-off hours for.
  9. Note
  10. Hire Date
  11. Termination Date
  12. Next Review Date
  13. Rehire Date
  14. Minister Date

Note: Enter '0' in TimeClock ID Number to exclude the employee from the TimeClock Export file.

The individual's ID # is also displayed.

Compensation Tab

Add or edit compensation distributions here:

  1. Click the Expand icon next to a compensation to view its detailed history, with the current distribution at the top.
  2. Click Add New Detail to add detail to a current compensation (e.g., a raise). This follows the same steps as below, except you do not select the Compensation or Distribution, and there are no Active or TimeClock Default options.
  3. Click the Edit icon on an existing detail line to edit it, or click Add New Compensation to open the Add New Compensation window.
  4. Select the Compensation and Distribution, and indicate whether it is Active.
    • If using TimeClock, mark the distribution as the TimeClock Default to apply Time Off hours exclusively to it when importing a TimeClock file. Only one compensation per employee can be the TimeClock Default.
    • Mark the distribution as the Scheduled Time Off Hours. Default to apply scheduled time off only to it during payroll processing. The first compensation distribution on a record is selected automatically; only one per employee can hold this designation.
  5. Select the Starting Date — this determines which distribution is used during a given payroll run.
  6. Select the Frequency, #Pay/Year, Pay Group, and Classification.

Frequency options:

  1. Regular Basis: Used every payroll run.
  2. Occasionally, the amount field is disabled, preventing you from entering an amount at the time of payment. Examples: occasional wedding pay, or reimbursements where the amount isn't known until expenses are submitted.
  3. Non-Cash: Non-cash payment methods do not appear automatically on every payroll. Example: a gift card for a special occasion.

#Pay/Year is used to calculate check amounts and taxes.

Note: Selecting '1 for Bonus Pay' automatically applies a flat 25% federal withholding rate.

Note: Selecting Custom prompts you to enter a number 1–53.

Pay Group options are available in Employer Information (More Information).

For Salaried employees, select Annual or Periodic and enter the Rate; Payroll calculates the check distribution based on #Pay/Year.

For Hourly employees, enter the hourly rate in the Periodic Rate field.

Select the Worker's Compensation type and Project if applicable, and optionally enter a Note. Then:

  1. Click Apply to add the distribution and start another.
  2. Click OK to add the distribution and return to the Compensation tab.
  3. Click Cancel to return without adding the distribution.

To change a distribution's settings, click the pencil on an existing detail line, or click Add New Detail to add a new detail record. Follow the steps above, specifying a Starting Date for when the new detail takes effect.

 

Deductions Tab

Add or edit deduction distributions here:

  1. Click the Expand icon next to a deduction to view its detailed history, with the current distribution at the top.
  2. Click Add New Detail to add detail to a current deduction (e.g., a change in withholding). This follows the same steps as below, except there is no Active option.
  3. Click the Edit icon on an existing detail line to edit it, or click Add New Deduction to open the Add New Deduction window.

  1. Select the Deduction, Distribution, and whether it is Active.
  2. Select the Starting Date — this determines which deduction distribution Payroll uses.
  3. Select the Frequency. Occasionally, the distribution to be added manually during payroll processing.
  4. Select the deduction Type:
    • Fixed Dollar: A fixed pre-tax amount (e.g., $50.00).
    • % Federal Gross: All compensation subject to federal withholding, including non-cash.
    • % Net: Based on net pay (after taxes and deductions).
    • Per Hour: An hourly amount, for hourly employees.
    • % Federal Taxable: Based on compensation subject to federal withholding (including non-cash), less pre-tax deductions not subject to federal withholding. Note: Applying a percentage before the taxable base is calculated isn't standard accounting practice, so this is calculated as a percent of gross for deductions not subject to federal tax. The federal basis is still reduced by the deduction amount; any resulting overtaxed amount is refunded at the time of filing.
    • % State Taxable: Based on compensation subject to state withholding (including non-cash), less pre-tax deductions not subject to state withholding.
    • % Local Taxable: Based on compensation subject to local withholding (including non-cash), less pre-tax deductions not subject to local withholding.
    • % County Taxable: Based on compensation subject to county withholding (including non-cash), less pre-tax deductions not subject to county withholding.
    • Per Reg./OT Hour: Amount per regular/overtime hour for hourly employees.
    • % Gross: Based on total compensation.
    • % Federal Gross Without Non-Cash: Compensation subject to federal withholding, excluding non-cash.
  5. Select the Cycle: Every Pay Period or one of the other 5 pay periods.
  6. Enter the Amount, Limit, Applied, and Matching Percent or Matching Dollars as applicable. Applied shows how much has counted toward the Limit from prior payroll runs, and can be manually adjusted — for example, to reflect amounts already applied in a prior system when starting Payroll mid-year.
  7. Use Note to enter related text.

After entering the information:

  1. Click Apply to add the distribution and start another.
  2. Click OK to add the distribution and return to the Deduction tab.
  3. Click Cancel to return without adding the distribution.

To change a distribution's settings, click the pencil on an existing detail line, or click Add New Detail to add a new detail record. Follow the steps above, specifying a Starting Date for when the new detail takes effect.

Taxes Tab

W4 Prior to 2020

Helpful IRS.gov links:

FAQs on the 2020 Form W-4

Employee's Withholding Certificate with instructions

Note: Form W-4 2020 took effect January 1, 2020, and is required for employees hired on or after that date. Existing employees aren't required to refile, but must use the new form if they want to change their withholding. 

  1. Select the employee's Filing Status.
  2. Enter Extra Dollars or Extra Percentage if applicable.

Note: Ministers (see Employee Information tab) normally have a Filing Status of "Exempt - Do Not Use Tables."

Other available options:

  1. Pension Plan Qualified: Marks "xx" in the Retirement Plan field (box 13) on the W-2 if the employee qualifies.
  2. Third Party Sick Pay Withholding: Enables withholding and EIC fields on the Tax tab for manual checks for this employee.
  3. Statutory Employee: See the IRS page on Statutory Employees.
  4. Enter the # of Allowances.
  5. Select the State for Unemployment.

To add state, local, or county taxes, click Add New Tax:

  1. Select the Tax Table.
  2. Select the Status (Normal, No Standard Deductions, or Do Not Use Tables).
  3. Enter the Exemptions.
  4. Enter the Extra Dollars.
  5. Enter an Extra Percent.
  6. Enter Reduce Tax Base By if applicable — reduces the tax basis for this table for calculation purposes only; the Check/Voucher Stub tax basis and W-2 State/Local Wages are unaffected.

After entering the information:

  1. Click Apply to add the tax distribution and start another.
  2. Click OK to add the tax distribution and return to the Taxes tab.
  3. Click Cancel to return without adding the tax distribution.

Note: Reduce Tax Base By reduces the selected Tax Table's basis before withholding is calculated. For example, if an employee's state personal exemption is calculated via a state form, enter it here so it's deducted from the basis before the Tax Table calculates withholding.

W4 2020 and After

Helpful IRS.gov links:

  1. FAQs on the 2020 Form W-4
  2. Employee's Withholding Certificate with instructions

Note: Form W-4 2020 took effect January 1, 2020, and is required for employees hired on or after that date. Existing employees aren't required to refile, but must use the new form if they want to change their withholding. 

  1. Select the employee's Filing Status.
  2. Enter Extra Dollars or Extra Percentage if applicable.
  3. Enter Other Income if applicable (box 4a on Form W-4).
  4. Enter Other Deductions (not Standard) (box 4b on Form W-4).
  5. Enter the Allowances Deduction Amount (box 3 on Form W-4).

Note: Ministers (see Employee Information tab) normally have a Filing Status of "Exempt - Do Not Use Tables."

Other available options:

  1. Only Two Jobs: Check if box 2(c) is checked on the employee's Form W-4.
  2. Pension Plan Qualified: Marks "xx" in the Retirement Plan field (box 13) on the W-2 if the employee qualifies.
  3. Third Party Sick Pay Withholding: Enables withholding and EIC fields on the Tax tab for manual checks for this employee.
  4. Statutory Employee: See the IRS page on Statutory Employees.
  5. Select the State for Unemployment.

To add state, local, or county taxes, click Add New Tax:

  1. Select the appropriate Tax Table.
  2. Select the Status (Normal, No Standard Deductions, or Do Not Use Tables).
  3. Enter the Exemptions.
  4. Enter the Extra Dollars.
  5. Enter an Extra Percent.
  6. Enter Reduce Tax Base By if applicable.

After entering the information:

  1. Click Apply to add the tax distribution and start another.
  2. Click OK to add the tax distribution and return to the Taxes tab.
  3. Click Cancel to return without adding the tax distribution.

Note: Reduce Tax Base By reduces the selected Tax Table's basis before withholding is calculated. For example, if an employee's state personal exemption is calculated via a state form, enter it here so it's deducted from the basis before the Tax Table calculates withholding.

ACH Accounts Tab

ACH is an optional feature that auto-deposits pay instead of printing a check, distributed as either a dollar amount or a percentage. Selecting "Do not Use ACH" disables the tab's options.

 

Click Add New ACH Account to open the Add New ACH Account window and enter:

  1. Account Type: Checking or Savings.
  2. Bank Routing #
  3. Bank Account #
  4. Amount/Percent: The amount or percentage for this account, depending on the chosen distribution method.

Note: Leave Amount/Percent at "$0.00" or "0.00%" to send all remaining pay to that account. If multiple accounts are entered, the one set to "$0.00"/"0.00%" receives the remainder.

Note: A check scanner can populate Bank Routing # and Bank Account # if the Scanner Client executable is installed. To install it, hover over the Information icon next to Bank Routing # and click "click here" to download. See Installing and Configuring the Scanner Client executable.

After entering the information:

  1. Click Apply to save the account and add another.
  2. Click OK to save the account.
  3. Click Close to return without saving.

Existing Accounts

  1. Click the Edit icon to modify an ACH account.
  2. Click the Delete icon to remove an ACH account from the employee record.

 

Time Off Hours Tab

Enter Time Off Hours information for the employee:

  1. Available: Time-off hours of each type that the employee had at the start of the current period.
  2. Used: Hours of each type used so far.
  3. Remaining: Hours remaining for each type.
  4. Per Pay / Per Hour: Accrual inputs, for organizations using an accrual method.
  5. Maximum: The maximum allowable hours per type.

Starting Date selects which date you're viewing and editing. Click Add New Allowable Starting Date to add a date for this employee only; use the Create New Time Off Starting Date utility to add a date across all employees (More Information).

To manage scheduled time off in the Scheduled Time Off grid:

  1. Double-click an entry, or click the pencil, to open an existing schedule; or click Add New Schedule to create one.
  2. In the Edit Schedule window, enter the Date and applicable time-off hours.
  3. Click Update to save, or Cancel to return without saving.

Note: When creating scheduled time off, select the option to include scheduled hours when paying employees.

Phones Tab

The Phones tab displays and manages an employee's phone numbers:

  1. Click the link to add a new phone number.
  2. Click the Edit icon to modify an existing phone number.
  3. Click the Phone Type, Phone Number, or Extension header to sort by that column.

 

Add or Edit a Phone Number

  1. Phone Type: Select from the drop-down. (Phone types and their order can be edited on the Lookups page under Applications> Utilities> Lookups.)
  2. Phone Number: Auto-formats when you leave the field — e.g., "9015551234" becomes "(901) 555-1234".
  3. ext.: Optional extension.
  4. Unlisted: Informational only; doesn't prevent the number from printing on reports.
  5. SMS: Informational only.

Note:All phone numbers require an Area Code. A 7-digit entry automatically gets the default area code, set in Utilities > Organization (Applications > Utilities > Organization).

  1. Click the button to save your changes and return to the Phones tab.
  2. Click Close to return without saving.

Emails Tab

The Emails tab displays and manages an employee's email addresses:

  1. Click the link to add a new email address.
  2. Click the Edit icon to modify an existing email address.
  3. Click the Delete icon to remove an email address.
  4. Hover over the Note icon to view its text.

 

Add or Edit an Email Address

  1. Email: Must be correctly formatted with "@" and a period.
  2. Note: Optional; adds a Note icon on the Emails tab when filled in.
  3. Active: Only Active addresses are used for contact and reporting.
  4. Preferred: Only one address can be Preferred; it displays at the top of the List of Emails grid and is used for contact and reporting.

Note: If the Preferred address isn't marked Active, the system defaults to the next Active address in the list.

  1. Click the button to save your changes and return to the Emails tab.
  2. Click Close to return without saving.

Addresses Tab

The Addresses tab displays and manages an employee's addresses:

  1. Click the link to add a new address.
  2. Click the Edit icon to modify an existing address.
  3. Click the Delete icon to remove an address.
  4. Click the Address Type or Address header to sort by that column.

 

Add or Edit an Address

  1. Address Type: Select from the drop-down.
  2. Address Line 1
  3. Address Line 2 (optional)
  4. Postal Code
  5. City
  6. State: Select from the drop-down, or type a letter to scroll through matching states.
  7. Country: Select from the drop-down.
  8. Primary: Only one address can be Primary; it displays on grids and is used for contact and reporting.

Note: Address Types and Country options — and their order — can be edited on the Lookups page: Applications > Utilities > Lookups.

  1. Click the button to save your changes and return to the Addresses tab.
  2. Click Close to return without saving.

Demographics Tab

Enter the Birth Date, Social Security Number, Salutation, Gender, Marital Status, and Position.

Attachments Tab

Attach files from your device or scan images using the Scanner.Client.exe program. See the Attachments Help Page for details.

When finished:

  1. Click Apply (if applicable) to save the new employee record and start adding another.
  2. Click Update to save your changes and return to the Employee Information page.
  3. Click Reset to undo all changes since the last save.
  4. Click Cancel to discard all changes and return to the Employee Information page.
  5. Click Previous or Next to move to the previous or next employee in your search results.

 

Employee Information > Earnings Inquiry

Quickly view the Earnings Inquiry for any employee in the grid. Year-to-Date earnings for Regular or Manual Checks are displayed by default.

Summary Tab

Summarizes all compensation, deductions, and taxes for the specified range. Click the Expand icon by any item to view the checks comprising it — Check Date, Check #, Hours, and Amount.

Detail Tab

Lists every check in the range, showing Check #, Check Date, Hours, Gross, Deductions, Federal, FICA, Other Taxes, and Net. Click the Expand icon by any check for full details.

Time Off Hours Tab

Displays all Time Off hours used within the specified range.

Print Report

  1. Click Print Preview to preview the Earnings Inquiry report.
  2. Navigate the pages, export (PDF, Excel, Word), or print as needed.
  3. Click Close Report to return to the Earnings Inquiry page.

To select a different employee:

  1. Click the blue Filters bar.
  2. Choose one:
    • Click Clear Filters.
    • Click the employee's name to open Person Search.
    • Click the Delete icon, then confirm, to reset the Employee to (not set).

 

Updated

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