This section is used to enter Employee information. Employee information is used to calculate Payroll, as well as other pertinent information.

The Employee Number can be numeric (123) or alphanumeric (AB123). To use the next numeric number available, just press <.> and <ENTER>.

The alphanumeric feature is turned on in “Payroll Setup” (9.4.2, field 22). If this feature is used, then the Employee Lookup (?) will use the Code (S123) rather than the Employee's Name (Smith) for the Lookup criteria.

1. The Date Entered field will be automatically filled in the current system date.

2. The Name is the employee's first and last name.

3 -5. Type in the home address of the employee, along with the Zip Code and City/State.

6. You do not need to add the dashes <-> to the Social Security Number, the system will do this automatically after you press <ENTER>.

       

7 - 8. The employee’s Birth Date, and Driver’s License are optional fields.

9. You may entered multiple Phone Numbers.

10. If the employee’s Location is different from the default location, it must be entered.

11 - 13. The employee’s Department Code, Position and Date Hired are optional fields.

14. Valid Employee Types are:  H = Hourly, S = Salary, N = Non-employee and

C = Contractor. Non-employees and Contractors can be considered Vendors and not taxed on anything.

15. Valid Marital Statuses are: M = Married, S = Single. This is used for calculating taxes.

16. Valid Payroll Frequencies are: D = Daily, W = Weekly, B = Biweekly, S = Semi-Monthly, M = Monthly.

17. The Wage Account Number is the General Ledger Account number for this employee’s Earning Code.

18. The Retirement Plan is required to correctly print the W-2 form.

19. The W-2 Insurance Premium data is a note for you to correctly print the W-2 form. Enter any annual insurance premium paid by the employer on a policy whose face value is in excess of the IRS limit for non-taxable insurance premiums, and press <ENTER>.

Employee Entry Page 2

The Employee Number and Name will automatically be brought over from the previous page.

20 - 21. The employee’s Last Raise Date, and Next Review Date are optional fields.

22. The Termination Date is used to warn you at "Calculate Payroll" (9.1.5) that the employee has been terminated.

               

23. The Salary is the amount the employee gets paid for their Payroll Frequency. (Example: If the employee’s Payroll Frequency is Weekly then the salary is how much they are paid each week.) 

The salary must be greater than or equal to zero. If a Salary is entered, the system will automatically calculate the Hourly Rate.

24. The Hourly Rate is a mandatory entry, even if the employee is salaried.

25 - 26. The Overtime Rate and Special Rate will be automatically calculated based on the rates entered in “Payroll Setup”  (9.4.2). You may override this rate if necessary.

27. An Earning is anything added to the employee's paycheck. (Example:  Hourly Pay, Salary, Bonus, Car Allowance, Overtime Pay, Sick Pay, etc...)  You may have multiple Earning Codes. At least one Earning Code should be entered. Earning Codes must first be set up in "Earning Code Entry" (9.3.6.1). You may also add Earning Codes at the time of the "Payroll Hours Entry" (9.1.3).

28. A Deduction is anything deducted from the employee's paycheck. These are not standard tax deductions. (Example:  Loan Payment, Saving, Insurance, etc...)  Deduction Codes must first be set up in "Deduction Code Entry" (9.3.7.1). You may also add Deduction Codes at the time of the "Payroll Hours Entry" (9.1.3).

The Deduction Amount may be a fixed amount or a percentage off of the gross wages. If a percentage, enter a percent sign (%) after the number. You may have up to four places after the decimal (example 5.2323%). The deduction is subtracted off the gross wages.

Valid Deduction Frequencies are: D = Daily, W = Weekly, B = Biweekly,

S = Semi-Monthly, M = Monthly. If blank the deduction frequency will default to the employee’s payroll frequency.

You may enter a Beginning Date of the deduction. If left blank, the deduction will go into effect immediately.

You may enter an Ending Date of the deduction. If left blank, the deduction will never stop.

                       

The Total Amount of the deductions will automatically be calculated for this employee based on the above criteria.

29. Minimum job hours are required to create a "Payroll Hours Entry" from the "TimeCard Entry" in POINT OF SALE (1.1). Any amount entered here will also make the Job Cost Id field mandatory in "TimeCard Entry" in POINT OF SALE (1.11).

If you want to require an Employee to enter a Job Cost Id, but don't want to have minimum job hours required, enter .01 hours. As soon as the Employee works one minute, they will be required to enter the Job Cost Id.

30. A Vendor Code is an optional field.

31 - 33.  Direct Deposit/ACH, ACH Bank ID, and ACH Bank Account Number are optional fields that are used with the Optional ACH Bank Transfer program. Please contact Perfection Software Sales Department for more detailed information.

34. You may enter the Salesperson Code, this is very useful for relating the Salesperson Code with the Employee Code. There is a Duplicate Salesperson ID Check. In addition to checking for duplicate Salesperson ID’s within the same Employee, the program will also check against duplicate Salesperson ID’s across the entire Employee file.

35. The Remittance Format field (35) will allow you to have the Remittance Emailed or Faxed automatically to the Employee when a Check is posted for this Employee. Manual Check Remittances will not be sent.

If Faxing the fax number must be setup in the Alternate Phone # field (9) and have FAX as the Alt. Phone Description.

36. To setup Email Addresses, Enter the Email Address, a SPACE then Description and Press <ENTER>.

NOTE:  Emailing and Faxing requires optional Software and additional Setups. Please contact Perfection Software Sales Department for more detailed information.

You may display the Employee’s Pay Rate History by entering an <H> at the “Enter Selection” prompt. The date, salary, hourly rate, overtime rate and special rate will be displayed. To Print the History, enter a <P> and press <ENTER>.

A free form Employee Comment may be added to each Employee's file. Type CO at the “Enter Selection” prompt and press <ENTER>. Type in the comment. The text will automatically go to the next line without having to press <ENTER>. To exit the comment, <ENTER> on a blank line or enter a <\> and press <ENTER>.

You may print your Employee Comment. This will print on your assigned System printer. Type PC at the “Enter Selection” prompt and press <ENTER>. The comment will now print on the assigned System Printer.

You must Save the Employee Entry to save the comment.

You may change (copy) an Employee Code to a new Employee Code. This replaces the Employee Code in all files where the old Employee Code resides. Type C at the “Enter Selection” prompt and press <ENTER>. This process should be performed while no one is using the system, i.e. after business hours.