Help:PY1-Update Employee Master File
The Employee Master File (PY1D03.TPS) contains the basic information for each employee. Some of this information is required for the calculation of payroll checks, such as pay rate and deductions. The remainder of the information in this file is basic personnel information.
The window titled Adding an Employee is used to add a new employee to the Employee Master File (PY1D03.TPS). The window titled Updating an Employee is used to edit information for an existing employee in the Employee Master File. The window titled Remove Employee is used to remove all or part of the information contained in the Employee Master File for an existing employee. You may elect to remove only the historical data for an employee (Vacation/Sick Pay History and/or Year-to-Date Earnings/Deductions History) without actually removing the employee from the system. You may also elect to totally remove the employee from the system along with his/her historical information.
Adding an Employee:
When you select the [Insert] button the window titled Employee Master File Maintenance, a window titled Adding an Employee will open which enables you to add a new employee to your system.
Employee Number: Enter the number for this new employee. This field will accept numbers between 1 and 999999. Duplicate Employee Numbers are prohibited. This number is used to uniquely identify this employee to the payroll system. It is also referenced in the Commissions Manager, Job Cost Manager and the Operations/Dispatch Manager. NOTE: This field will be unavailable when you are editing information for an existing employee because you cannot change the Employee Number for an existing employee.
NOTE: When adding a new employee, the system will automatically assign the next available number. You can override this number; however, this is not recommended. Our system allows up to 999,999 employees so it should not be necessary to re-use the number of a terminated employee. Name: Enter the name of the employee as you wish it to appear on the paycheck and the W-2 Form. This should be as it appears on the employee's Social Security Card, which is usually First Name, Middle Initial, and Last Name.
Below the Employee Number and Name fields, there are seven tabs for the various windows of employee information. When adding a new employee, only four tabs will be available (Personnel, Payroll, Memo, and Vacation/Sick Pay). The remaining tabs (Notes, Y-T-D, and Deductions) will be available only when you are editing the file of an existing employee; therefore, these tabs will be explained in the Updating an Employee section which is located after the help text for Adding an Employee.
The Personnel tab contains the following information:
Sort-Locator: Enter the name of the employee as you wish it to appear on a sorted list. This would usually be Last Name, First Name, Middle Initial. All access by Name to the Employee Master File will be by this Sort-Locator field. NOTE: The system will automatically complete this field with the employee's name as it appears in the Name field above. You must override this field if you wish the employee to appear in sorted employee listings based on his/her last name.
Address: Enter the street address for this employee. This information is required for the W2 form.
Zip5 This field, in combination with the corresponding View {?} button (located to the right of this field), will activate the Zip Code Lookup File. Enter the 5-digit Zip Code and press the {?} button to the right of this field. The City, State, and County combinations which share this Zip Code will be displayed on the screen. If you select one of these combinations, then the City, State, and Zip Code fields will automatically be filled in for you. This saves typing time and ensures absolute accuracy in the completion of the City, State, and Zip Code fields.
City: This field will be automatically completed for you if you use the Zip5 feature explained above. This information is required for the W2 form.
State: This field will be automatically completed for you if you use the Zip5 feature explained above. This information is required for the W2 form. Press the {?} to the right of this field to open a window titled Select Postal Code which displays all the available States and foreign Postal Codes.
Zip Code: This field will be automatically completed for you if you use the Zip5 feature explained above. This information is required for the W2 form.
SSN: Enter the Social Security Number for this employee. This is required for the W-2 Form. Please note that the employee's Social Security Number and Name should agree with his/her Social Security card so the wages reported on the W-2 form can be posted to the correct individual by the Social Security Administration. This is a required field. The system will not allow you to add a new employee without a Social Security Number.
Phone Number: Enter the home phone number for this employee. This number appears on various data windows, reports and on one of the time card label formats.
Date of Birth: Enter the birth date of this employee. This is an informational field only. NOTE: Press the [?] to the right of this field to activate a pop-up calendar which can be used to select the date. Once a date has been selected, the up/down arrows to the right of this field can be used to move the date up or down one day at a time.
Driver's License: Enter the Driver's License Number of this employee. This is an informational field only.
License Expires: Enter the date on which this employee's Driver's License will expire. This is an informational field only. NOTE: Press the [?] to the right of this field to activate apop-up calendar which can be used to select the date. Once a date has been selected, the up/down arrows to the right of this field can be used to move the date up or down one day at a time.
Date Hired: Enter the date on which this employee was first hired.
Date Terminated: When adding a new employee, leave this field blank. When editing an existing employee's file following his/her termination, enter the date of termination AFTER the last check has been written for this employee. A date in this field indicates that this employee is terminated. Terminated employees cannot have payroll hours entered for them.
IMPORTANT: The IBS Payroll System will accommodate multiple "holding" payroll databases. These "holding" databases are generally used for "salaried" employees who are paid the same hours/wages each pay period. The "holding" database capability enables you to enter the standard hours/wages for each salaried employee one time and you can then "merge" that standard wage information into the Standard Payroll Database -0- each pay period. This eliminates the need for redundant data entry. However, when an employee whose hours/wages reside in a "holding" database is terminated, then you must also remember to delete that employee's hours/wages from the "holding" database in addition to putting a Termination Date in this file. The system WILL allow a "terminated" employee's hours/wages to be merged into the Standard Payroll Database and the system will issue a check to the terminated employee whose hours/wages were merged from a "holding" database.
Department: Enter the appropriate Department Number for this employee. The department name will be displayed to the right of this field. The IBS Payroll System will accommodate up to 99 different Departments. NOTE: Every employee must be assigned to a department, even if all of your employees are assigned to a single department. The Department is used in the posting structure and in the payroll code table structure to ensure that the proper general ledger accounts and payroll codes are used for each employee. Press the {?} to the right of this field to open a window titled Select Department which displays a list of all the current departments.
After completing all the fields on the Personnel window, point your mouse cursor to the Payroll tab at the top of the Adding an Employee window and left-click your mouse one time to open the Payroll window.
'The Payroll tab contains the following information:'Pay Rate: Enter this employee's Hourly Rate (if hourly employee) or Salary Rate for the standard payroll period (if salaried employee). This is a required field. The system will not allow you to add a new employee without a pay rate.
Workers Compensation Class: Enter the Workers Compensation Classification for this employee. The description of the selected Workers Compensation Class will be displayed to the right of this field. This is a totally user-definable field. Press the {?} to the right of this field to open a window titled Select Workers Comp Class to display the current workers compensation classes or to add a new workers compensation class.
NOTE: The Workers Compensation Class is currently an informational field only. At the present time there are no payroll reports which use this field as a selection parameter.
Fringe Benefits Add-On Percentage: The payroll earnings can post both to the Job Cost and Vehicle Profitability modules. Normally, the exact amount of the calculated wage is posted as an expense to the job or vehicle listed in the payroll hours database entry. However, if you wish to have the actual labor cost more accurately stated, then enter the percentage of gross wages that the employer paid benefits equal. These benefits normally include FICA and Medicare matching amounts, Workers Compensation Insurance payments, Federal and State unemployment insurance charges, health insurance benefits, etc. The percentage entered in this field will be added to the gross pay amount when it is posted to the Job Cost and Vehicle Profitability files. For example, if gross wages were $100.00 and the add-on % is 25.00%, then the wage expense posted to the Job Cost and Vehicle Profitability files would be $125.00, more accurately stating the actual wage expense for this employee.
Last Raise: Enter the date of the last salary raise which this employee received. This is an informational field only. NOTE: Press the [?] to the right of this field to activate a pop-up calendar which can be used to select the date. Once a date has been selected, the up/down arrows to the right of this field can be used to move the date up or down one day at a time.
[Ö] Direct Deposit: Point your mouse cursor to this box and left-click your mouse one time to check this box if this employee has his/her check directly deposited into the bank. Use your mouse to uncheck this box if this employee receives a printed paycheck. This payroll system accommodates both Direct Deposit and Paycheck employees. When the paychecks are printed, two separate processes are run----one for Direct Deposit employees and one for Paycheck employees. This field controls which employees are included in each process. Refer to the Print Paychecks option for more information on this function.
Bank Routing Code: This field will be available only if the Direct Deposit box explained above is checked. Enter the Bank Routing Code for this Direct Deposit employee. This field is currently informational only. It does not transfer automatically to the bank as our system currently does not support a direct deposit interface with any banks. W-2 Box 13 (Retirement Plan/Statutory Employee): There are various employee statuses which must be indicated on the W-2 Form in box 13. To place an "X" in these respective boxes on the W-2 Form for this employee, check the appropriate box or boxes. Uncheck the box (or boxes), as appropriate, to leave that box (or boxes) blank on the W2 Form. NOTE: YOU MUST CHECK WITH YOUR CPA OR ACCOUNTANT AS TO WHICH OF THESE BOXES APPLY, IF ANY. IN MOST CASES, THEY WILL NOT APPLY.
After completing all the fields on the Payroll window, point your mouse cursor to the Memo tab at the top of the Adding an Employee window and left-click your mouse one time to open the Memo window. This is an optional window which allows you to attach miscellaneous comments or remarks to the employee's file.
The Memo tab contains the following information: The Memo window is simply a free-form text window in which you can type miscellaneous comments or remarks regarding this employee.
The Vacation/Sick Pay tab contains the following information: The IBS Payroll System will maintain a listing of each employee's annual Vacation and Sick Leave hours----Hours Allotted to Employee, Hours Used by Employee, and Hours Remaining to be Used by Employee. To activate this tracking, you must enter the employee's Vacation/Sick Pay Anniversary Date in this window. Then each time you pay leave time to an employee, you must use Pay Type "V" for Vacation Leave or Pay Type "S" for Sick Leave. If your company tracks leave time on a calendar year basis for all employees, then this Vacation/Sick Pay Anniversary Date will be January 1 of each year. However, please note that the IBS will track leave time on a different "annual" basis for each employee based on each employee's leave time Anniversary Date. Please note that you will need to manually change this Anniversary Date at the beginning of each new earnings year in each employee's master file.This Vacation/Sick Pay window will list all of the Vacation Hours and Sick Leave Hours taken for the year beginning with the Vacation/Sick Pay Anniversary Date for this employee. To display entries for a previous year, change the Vacation/Sick Pay Anniversary Date to the previous year. Any payroll database entry with a Pay Type of "V" for Vacation and a Work Date within the year displayed will be listed in the Vacation Used box on this window. Any payroll database entry with a Pay Type of "S" for Sick and a Work Date within the year displayed will be listed in the Sick Leave Used box on this window.
Vacation / Sick Pay Anniversary Date: Enter the beginning date for the current Vacation and Sick Leave annual cycle for this employee. This window will display only those Vacation or Sick Leave hours which have a work date within the Year starting with this Anniversary Date. NOTE: You must manually update this date in each employee's file at the beginning of his/her annual earnings year in order to display details for that current year.
Vacation Hours: Enter the total number of vacation pay hours that this employee is entitled to receive for the current annual period beginning with the above Anniversary Date.
Vacation Used: The total number of vacation hours used during the current annual period beginning with the above Anniversary Date will be displayed in this field. This is an informational field and you cannot edit the information in this field.
Vacation Remaining: The vacation hours remaining for this employee (Vacation Hours minus Vacation Used) will be displayed in this field. This is an informational field and you cannot edit the information in this field.
[ Print Vacation ] Press this button to print a report of this employee's Vacation Hours.
Sick Leave Hours: Enter the total number of sick pay hours that this employee is entitled to receive for the current annual period beginning with the above Anniversary Date.
Sick Leave Used: The total number of sick leave hours used during the current annual period beginning with the above Anniversary Date will be displayed in this field. This is an informational field and you cannot edit the information in this field.
Sick Leave Remaining: The sick leave hours remaining for this employee (Sick Leave Hours minus Sick Leave Used) will be displayed in this field. This is an informational field and you cannot edit the information in this field.
[ Print Sick Pay ] Press this button to print a report of this employee's Sick Leave Hours.
[ Print ] Press this button to print a complete listing of all of the information for this employee.
[ Add ] The button will be available when you are initially adding a new employee to the system. After completing the appropriate information for this new employee, as explained above, press this button to add this new employee to the Employee Master File.
IMPORTANT: After a new employee is "added" to the system, you should immediately highlight the new employee on the Employee Master File Maintenance window and press the [Change] button so you can edit his/her Deductions, as appropriate. The IBS System will automatically set up the standard tax deductions for all new employees (Deduction Codes 1 through 6). The system will automatically assume the highest Federal and/or State Tax withholding status of Single with "0" (zero) exemptions. It is your responsibility to edit the deduction file for each employee to denote his/her appropriate Federal and/or State tax withholding status/exemptions, including any additional tax to be withheld (as per the employee's tax withholding forms). Also, if your company does not collect any type of Local Tax, then you should delete Deduction Code #6 from the new employee's deduction file before you process the first paycheck to that employee.
[ Save ] This button will be available when you are editing information for an existing employee. Press this button to save any changes made to this employee's information in his/her employee master file.
[ Cancel ] Press this button to close this window and return to the previous window. NOTE: If you make any changes in this window and then press the [Cancel] button to ignore those changes, then another window titled Save Record will open which asks "Do you want to save the changes to this record?". For additional information, please see Save Record. [ Help ] Press this button (if available) or the F1 key to view the Help text for this window.
Updating an Employee: When you select the [Change] button on the window titledEmployee Master File Maintenance, a window titled Updating an Employee will open which enables you to update information in the Employee Master File for an existing employee. The system will allow you to edit almost any field of information for an existing employee, EXCEPT the following:
1. You cannot change the Employee Number for an existing employee, and; 2. You cannot delete any of the Standard Tax Deductions 1 through 5 from an employee's file.
The Personnel, Payroll, Memo, and Vacation/Sick Pay tabs have been previously explained above. Following is an explanation for the remaining three windows of information (Notes, Y-T-D, and Deductions).
The Notes tab contains the following information: The Notes tab is used for any notes which you wish to attach to the employee's file. Please note that the Notes file is totally user-definable. You can define different classifications (Types) of notes, such as Annual Review, Disciplinary Action, etc. Notes can be used to document any personnel conversations or decisions which have been made regarding this employee.
[ Print Notes ] Press this button to print a listing of the notes currently attached to this employee's file.
[ Insert ] Press this button to open a window titled Add an Employee Note which enables you to add a new note to this employee's file. [ Change ] Press this button to open a window titled Update an Employee Note which enables you to edit an existing note in this employee's file. The Y-T-D tab contains the following information:'Each time you issue a paycheck to an employee, the system will use this Y-T-D file to track his/her Gross Pay, Tax Withholding Amounts (including the Tax Basis Amount for each type of tax), Regular and Overtime Hours, and the amounts withheld for any miscellaneous deductions (such as 401K, health insurance, etc.). The amounts found in this Y-T-D file are used by the system to print the W-2 Forms at year-end.
[ Insert ] Press this button to open a window titled Adding a YTD Amount which enables you to add a new Y-T-D (year-to-date) entry to this employee's file. This [Insert] feature is primarily used at the time you convert from your previous accounting system to the IBS system to add the current year-to-date amounts for each employee at the date of conversion. If you convert to the IBS System on January 1, then you will not need to add any year-to-date amounts as the system will automatically track the year-to-date amounts as each payroll is processed from January 1 throughout that calendar year. However, if you convert to the IBS System after January 1, then you will need to add the current year-to-date amounts for each employee to this file so their file will contain all of their wage and deduction information for that calendar year.
[ Change ] Press this button to open a window titled Changing a YTD Amount which enables you to edit any of the year-to-date amounts for this employee. Please note that the system will allow you to edit these year-to-date amounts; however, there is no audit trail for such edits. When possible, we recommend that you make any necessary edits to year-to-date wages and/or deductions through the regular payroll processing function which will then provide you with an audit trail of such transactions. If any year-to-date amount for an employee is incorrect, please call Direct Systems Support for recommendations on how to correct the error(s).
[ Delete ] Press this button to open a window titled Removing a YTD Amount which enables you to totally delete a year-to-date amount entry from this employee's file. Please note that the system will not allow you to delete a YTD entry which has any amounts showing in any of the fields on the Removing a YTD Amount window. In order to delete that YTD amount entry, you must first set all amounts on the Removing a YTD Amounts window to "0" (zero). Once all the amounts for that YTD amount entry are "0" (zero), you will then be able to delete that line from the YTD Amounts file for the employee.
The Deductions tab contains the following information: This Deductions window displays all of the standard tax and miscellaneous deductions for this employee.
The IBS System will automatically set up the standard tax deductions for all new employees (Deduction Codes 1 through 6). If your company does not collect any type of Local Tax, then you should delete Deduction Code #6 from the new employee's deduction file before you process the first paycheck to that employee. However, if you do collect a Local Tax, then you must edit the Local Tax Deduction as appropriate for your locality.
The system will not allow you to delete any of the other standard tax deductions (1-5). Please note that the system will automatically assume the highest Federal and/or State Tax withholding status of Single with "0" (zero) exemptions. It is your responsibility to edit the deduction file for each employee to denote his/her appropriate Federal and/or State tax withholding status/exemptions, including any additional tax to be withheld (as per the employee's tax withholding forms). Also, the appropriate STATE CODE must be identified in the State Tax Deduction Code #5 for each employee, regardless of whether your State has a State Withholding Tax. Without the appropriate State Code in the employee's State Tax Deduction Code #5, the system is unable to collect the information that is needed to process the State Unemployment Liability Tax Reports.
[ Insert ] Press this button to open a window titled Select Deduction which enables you to select a new deduction for this employee.
[ Change ] Press this button to change an existing deduction for this employee.
The window titled Changing a Standard Deduction is used to edit the Full Description and/or Check Description for any of the Standard Deductions (Deduction #1---Gross Pay, Deduction #3---FICA Withholding Tax, or Deduction #4---Medicare Withholding Tax).
The window titled Changing a Federal Tax Deduction is used to edit the employee's Federal Tax Deduction Code #2, including Federal Tax Status, Exemptions, and/or Add-On Tax.
The window titled Changing a State Tax Deduction is used to edit the employee's State Tax Deduction Code #5, including State Code, Tax Status, Dependent Exemptions, etc.
The window titled Changing a Local Tax Deduction is used to change any of the Local Tax Deductions (Codes 7-99) for this employee.
The window titled Changing a Miscellaneous Deduction is used to change any of the Miscellaneous Deduction Codes 100-9999 for this employee.
[ Delete ] Press this button to delete the highlighted deduction from this employee's file. Please note that the system will not allow you to delete any of the Standard Deduction Codes 1 through 5. The window titled Removing a Local Tax Deduction is used to delete any of the Local Tax Deduction Codes 6 through 99 from an employee's file. The window titled Removing a Miscellaneous Deduction is used to delete any of the Miscellaneous Deduction Codes 100 through 9999 from an employee's file.
