This program allows the user of the FACTS system to enter and maintain general employee information in the employee file.
Prior to entering any information in this file, employee class and department records and worker’s comp codes must be defined through the appropriate file maintenance programs.
Each employee must be assigned an employee number. This number is used throughout the payroll system to identify the employee. Only employees entered into this file may receive payroll checks. Only terminated employees may be deleted. An employee record may not be deleted from this file if the employee has history information (for the period, quarter or year) on file. History information must be deleted at the end of the year after W-2 information has been captured, before deleting employees.
A printout of this file information is available through the Employee Listing program. The information is also available for screen display through the Employee Inquiry program. After information is entered into this file, the user may enter employee pay cycle, employee history, employee notes, employee maximum hours, employee deduction balances, and earnings % distribution information (where applicable).
For more information how to use maintenances, refer to the following topics:
How to use file maintenance programs
1. Employee
Enter the employee number (up to 10 characters). F2 allows a search.
2. Name
Enter the first, middle and last name of the employee (up to 30 characters) as it is to appear on printouts and inquiries.
3. Reverse Name
Enter the employee’s last, first and middle name (up to 30 characters). This reverse name is used as the default in the alpha field #11. CR defaults to the reverse name from field #2.
4. Address 1
Enter the employee’s address (up to 30 characters). If only one line is needed, use the first.
5. Address 2
Enter the employee’s address (up to 30 characters). If only one line is needed, use the first.
6. City
Enter the city of residence (up to 15 characters).
7. State
Enter the state of residence (2 characters). The state must have been set up as a tax district in the Tax District F/M program. F2 allows a search.
8. Zip Code
Enter the employee’s zip code (up to 10 characters).
9. Phone Number
Enter the employee’s phone number including area code and dashes (up to 17 characters).
10. Social Security Number
Enter the employee’s eleven-character social security number (including dashes). This field is mandatory and may not be skipped. Any entry over 8 characters is accepted.
11. Alpha
Enter the alphabetic sort key (up to 10 characters). CR initially defaults to the first ten characters of the reverse name. This sort key is used by reports and inquiries display employees in alphabetical order. In most cases, the first ten characters of the employee’s last name is sufficient to achieve alphabetical lookup.
12. Employee Class
Enter the employee class (up to 3 characters). The entry must be a valid class. CR initially defaults to the first employee class on file. F2 allows a search.
13. Department
Enter the department (up to 3 characters). The entry must be a valid department. CR initially defaults to the first department on file. F2 allows a search.
14. Worker’s Compensation
Enter the worker’s compensation code (up to 3 characters). The entry must be a valid worker’s comp code. F2 allows a search.
15. Status
Enter Y or N to indicate whether the employee’s status is active. CR initially defaults to Y. If an employee is not active when a pay cycle is initialized, the employee is skipped.
16. Statutory
Enter N or Y to indicate if this is a statutory employee for W-2 reporting purposes, i.e., is this employee’s compensation subject to social security (FICA) but not federal income tax withholding? This field is used for W-2 and magnetic media purposes only. CR initially defaults to N. If Y is entered, an X-prints in the Statutory Employee box on the W-2.
17. Pension
Enter N or Y to indicate if this employee is eligible for pension for W-2 reporting purposes. This flag determines (regardless of whether or not the employee is a member of the pension plan) whether the employee is eligible for membership in the pension plan. CR initially defaults to N. If Y is entered, an X-prints in the Pension Plan box on the W-2.
If the use job cost flag in the PR static control record is set to N, fields #18-19 are skipped.
18. Normal Job
Enter the normal (default) job number in job cost that this employee works on (up to 8 characters). In the job cost entry information in the Earnings Entry program, this is the default job number. The entry must be a valid job number in job cost. F2 allows a search.
19. Job Cost Code
Enter the normal (default) cost code in job cost to post earnings to the Earnings Entry program. The entry must be a valid job cost code in job cost. F2 allows a search.
20. Birth Date
Enter the employee’s birth date.
21. Hire Date
Enter the date the employee was hired.
The following four fields #22-25 are skipped. Once the record has been added to the file, these four fields are accessible through the line to change routine.
22. Termination Date
Enter the date that the employee was terminated. Only valid dates after the hire date (or the appropriate re-hire date) are accepted. F2 allows the user to enter blanks through this field. If the terminated date is entered, then the following prompt appears: Termination will delete employee’s records in pay cycle, deductions balances, maximum hours and earnings % distribution. OK to terminate? (N/YES). YES terminates the employee but leaves the history of the employee intact for W-2 printing at the end of the year. CR defaults to N.
23. Rehire Date
Enter the date that the employee was rehired. Entry must be a valid date on or after termination date. F2 allows user to enter blanks in this field.
24. Pay Change Date
Enter the date that the employee last received a pay change. Entry must be a valid date after hire date (or re-hire date, if applicable). F2 allows the user to enter blanks through this field.
25. Pay Change Amount
Enter the amount of employee’s last pay change (+/-999999.99).
26. Branch
Enter the branch the employee works in. The entry must be a valid branch. F2 allows a search.
27. Nonres Alien
Indicate whether the employee is considered a nonresident alien for purposes of calculating Federal taxes. This only needs to be set if the employee IS considered a non-resident alien.
Note: The Department of the Treasury Internal Revenue Service Notice 1036, makes the following exception regarding nonresident aliens. “Nonresident alien students from India and reduce their withholding in order to receive the benefit of business apprentices from India are not subject to this a portion of the credit throughout the year.”