How To: Creating a New Employee Record (10-20)

Overview

This tutorial describes how to create a new employee record in Employee Master/Special/Deduction (10-20).

Step-by-Step

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1. In the ‘Employee’ field, enter the employee number of the person for which the new record is being created.

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2. Complete the applicable fields on the ‘Employee’ tab.
   Legal Name

   Enter the employee’s legal name in the following format: ‘Last Name, First Name, Middle Initial.’ (e.g. ‘Grant, Michele, A’)

   This allows you to sort RDB Reports by last name.

   Address 1

   Enter the employee’s address.
   Address 2

   Enter the second line of the employee’s address (if applicable).
   City, State

   Enter the employee’s city and state of residence.
   Zip

   Enter the employee’s zip code.

   If the entered zip code has been previously set up in Zip Code Link (20-07), the corresponding city and state appear in the ‘City’ and ‘State’ fields.

   Phone

   Enter the employee’s phone number.
   Invoice Name

   Enter the employee’s name as it will appear on invoices (e.g. ‘Michele Grant’).
   E-Mail

   Enter the employee’s email address.
   Soc Sec #

   Enter the employee’s social security number in ‘XXX-XX-XXXX’ format (hyphens must be entered).
   Branch

   Select the employee’s assigned branch from the drop-down list.
   Location

   The location (first 6 digits of the G/L number) of the employee’s assigned branch appears in this field and cannot be changed.
   Region

   The region in which the employee’s assigned branch is located appears in this field and cannot be changed.
   ADP Number

   Enter the employee’s ADP Number. There is no programming attached to this field. It is used for informational purposes only.
   Job Class Code

   Enter the employee’s Job Class Code.

   The Job Class Code is defined by your company and has no programming attached to it.

   IMPORTANT: The code ‘ZZZZZ’ does have special programming tied to it that guarantees minimum wage and overtime for straight commission employees. Do not use this code for any employees other than straight commission minimum wage employees.
   Marital Status

   Select ‘Single’ if the employee is single.

   Select ‘Married’ if the employee is married.

   Head of Household

   A Head of Household is a single employee with dependents.

   Select ‘Yes’ if the employee files as a Head of Household.

   Select ‘No’ if the employee does not file as a Head of Household.

   New/Adjusted W4
   2020 or later

   The entry in this field determines whether the 2020 W4 should be used.

   Select ‘Yes’ if the employee is new to the company in 2020 or the employee has adjusted their W4 in 2020. The 2020 W4 will be used for this employee.

   Select ‘No’ if the employee is not new to the company in 2020 and has not adjusted their W4 in 2020.

   For more information on using the 2020 W4, please see the 2020 Federal Tax Changes article.

   Gender

   Select ‘Male’ if the employee is male.

   Select ‘Female’ if the employee is female.

   Status

   Select ‘AF – Active Full Time’ if the employee is active and full-time.

   Select ‘AP – Active Part Time’ if the employee is active and part-time.

   Select ‘IT – Inactive Terminated’ if the employee is inactive and terminated.

   Select ‘IS – Inactive Sick’ if the employee is inactive and sick.

   Select ‘IL – Inactive On Leave’ if the employee is inactive and on leave.

   Hly/Sal/Drw

   Select ‘Hourly’ if the employee is paid hourly.

   Select ‘Salary’ if the employee is a paid a salary.

   Select ‘Draw’ if the employee is paid a draw.

   Select ‘Both’ if the employee is paid a salary and a draw.

   Payroll Period

   Select ‘WK – Weekly’ if the employee is paid weekly.

   Select ‘BW – Bi-Weekly’ if the employee is paid bi-weekly.

   Select ‘SM – Semi-Monthly’ if the employee is paid semi-monthly.

   Select ‘MO – Monthly’ if the employee is paid monthly.

   Overtime Exempt

   Select ‘Exempt’ if the employee is not paid for overtime. All hours entered for this employee will be calculated at their base pay.

   Select ‘Not Exempt’ if the employee is paid for overtime.

   Sales Analysis Kept

   Select ‘Yes’ to keep Sales Analysis information for this employee.

   Select ‘No’ and Sales Analysis information will not be kept for this employee.

   NOTE: If you set this field to ‘Yes’ and update the employee record (by clicking the ‘Update’ button), this field cannot be changed again until the Sales Analysis information is deleted for this employee.

   To delete Sales Analysis information for this employee:

   1. Click the ‘Delete’ button at the top of the screen. A new window opens.
   2. Click the ‘S/A Only’ button. The window closes.
   3. Click ‘Update’ to save the changes. This field is set to ‘No.’
   # of Fed Exemp

   Enter the number of Federal Exemptions for this employee.
   State Code

   Enter the employee’s State Code, previously set up through S.D.I. & S.U.T.A (10-30).
   # of State Exemp

   Enter the number of State Exemptions for this employee.
   City Code

   Enter the employee’s City Code, previously set up through City Income Tax (10-38), if applicable.
   # of City Exemp

   Enter the number of State Exemptions for this employee.
   Commission Plan

   Enter the employee’s Commission Plan Code. Commission plans are set up on the ‘Plans’ tab of Commission Preferences (02-90-01).
   Overtime Sub Type

   Enter the Overtime Sub-Type for this employee.

   This field is only applicable if there is more than one set of overtime preferences set up for the state in Time Clock Overtime Preferences Set-Up (02-62-90-04).

   Overtime Sub-Types are usually set up for companies that have some employees who work five, 8-hour days and other employees who work four, 10-hour days. Each type of employee must have a separate set of overtime calculation preferences.

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3. Complete the applicable fields on the ‘Special’ tab.
   Date of Birth

   Enter the employee’s date of birth.
   Date Hired

   Enter the date on which the employee was hired in MMDDYY format or select it from the calendar.
   Date Terminated

   Enter the date on which the employee was terminated, if applicable, in MMDDYY format or select it from the calendar.

   This date will print on the Termination List (10-45).

   Seniority Date

   Enter the date of Seniority for the employee or select it from the calendar.

   This date will print on the Seniority List (10-44).

   Date of Last Increase

   Enter the date of the employee’s last pay increase in MMDDYY format or select it from the calendar.
   Amount

   Enter the amount of the employee’s last pay increase.
   Personal Contact

   Enter the name of the employee’s emergency contact.
   Contact Phone

   Enter the phone number of the employee’s emergency contact.
   Rate/Hour or Salary

   Enter the hourly pay rate or salary of the employee.
   Std Misc Earn Code

   Enter a Miscellaneous Earnings Code, previously set up in Earnings Code Maint (10-37), that is to be paid on all regular checks.
   Amount

   Enter the amount of the Miscellaneous Earnings to be paid.
   Federal % W/H

   Select ‘No’ if tax tables are used to calculate the Federal Tax deducted from this employee’s check.

   Select ‘Yes’ if a flat percentage of Federal Tax is to be withheld from this employee’s check. Choosing this option will override the tax tables during Payroll Calculation (10-10).

   % Withheld

   Enter the percentage of Federal Tax to be withheld. If the field is left blank or is zero, no tax will be deducted.
   Addl Fed Tax Amount

   Enter the dollar amount of Federal Tax to be deducted from this employee’s check in addition to the amount calculated by the tax tables or percentage method.
   State % W/H

   Select ‘No’ if tax tables are used to calculate the State Tax deducted from this employee’s check.

   Select ‘Yes’ if a flat percentage of State Tax is to be withheld from this employee’s check. Choosing this option will override the tax tables during Payroll Calculation (10-10).

   % Withheld

   Enter the percentage of State Tax to be withheld. If the field is left blank or is zero, no tax will be deducted.
   Addl State Tax Amt

   Enter the dollar amount of State Tax to be deducted from this employee’s check in addition to the amount calculated by the tax tables or Percentage method.
   ‘EIC’ Payments

   Select ‘Yes’ if the employee qualifies for Advance ‘EIC’ Payments.

   Select ‘No’ if this does not apply.

   Spouse

   Select ‘Yes’ if the employee is married and the spouse can claim ‘EIC’ payments.

   Select ‘No’ if this does not apply.

   State ‘EIC’

   Select ‘Yes’ if the employee claims Federal ‘EIC’ payments and also qualifies for State ‘EIC’ payments.

   Select ‘No’ if this does not apply.

   W4 Dependent Amount

   Enter the dollar amount from Step 3 of the 2020 W4. This is a tax credit and is deducted from Federal Income Tax, not salary wages.

   IMPORTANT: You must implement Tyler’s 2020 Payroll Updates in order to use this field.

   IMPORTANT: This field only applies to employees who have the ‘New/Adj W4’ field set to ‘Yes.’
   Sick

   NOTE: Amounts are updated to the ‘Sick’ fields only if the payroll check originated through Special Check Entry (10-03).
   Hours Earned

   Enter the number of sick hours earned by the employee.

   The hours must be entered with the decimal. For example, if the employee has earned 40 hours, enter “40.00” in the field.

   This field is not updated by the system.

   Hours Used

   This is the number of sick hours the employee has used.

   This field is automatically updated when Payroll Update (10-14) is run and should not be maintained manually. However, you can access it to make necessary corrections.

   Hours Limit

   Enter the maximum number of sick hours the employee can earn.

   The hours must be entered with the decimal. For example, if the employee can earn up to 80 hours, enter “80.00” in the field.

   This field must be entered at the beginning of the year or when a new employee is entered in the system.

   Rate/Hour

   Enter the employee’s hourly pay rate for sick time.
   $YTD

   This is the dollar amount of sick time used in the current year.

   This field is automatically updated when Payroll Update (10-14) is run and should not be maintained manually. However, you can access it to make necessary corrections.

   Vacation

   NOTE: Amounts are updated to the ‘Vacation’ fields only if the payroll check originated through Special Check Entry (10-03).
   Hours Earned

   Enter number of vacation hours earned by the employee.

   The hours must be entered with the decimal. For example, if the employee has earned 40 hours, enter “40.00” in the field.

   This field is not updated by the system.

   Hours Used

   This is the number of vacation hours the employee has used.

   This field is automatically updated when Payroll Update (10-14) is run and should not be maintained manually. However, you can access it to make necessary corrections.

   Hours Limit

   Enter the maximum number of vacation hours the employee can earn.

   The hours must be entered with the decimal. For example, if the employee can earn up to 200 hours, enter “200.00” in the field.

   This field must be entered at the beginning of the year or when a new employee is entered in the system.

   Rate/Hour

   Enter the employee’s hourly pay rate for vacation time.
   $ YTD

   This is the dollar amount of vacation time used in the current year.

   This field is automatically updated when Payroll Update (10-14) is run and should not be maintained manually. However, you can access it to make necessary corrections.

   Personal

   The ‘Personal’ fields are not updated by the system.
   Hours Used

   Enter the number of personal hours the employee has used.

   The hours must be entered with the decimal. For example, if the employee has used 20 hours, enter “20.00” in the field.

   Rate/Hour

   Enter the employee’s hourly pay rate for personal time.
   $ YTD

   Enter the dollar amount of personal time used in the current year.

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4. Complete the applicable fields on the ‘Deductions’ tab.

Standard Deductions

One-Time Deductions

These are deductions for only one pay period. There is a maximum of 3 one-time deductions per employee, per paycheck.

5. Click ‘Update’ to save the employee record.