Use these fields to create an employee record.
1. Employee
Specify the employee number (up to 10 characters).
2. Name
Specify 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
Specify 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. Press Enter to default to the reverse name from field #2.
4. Address 1
Specify the employee’s address (up to 30 characters). If only one line is needed, use the first.
5. Address 2
Specify the employee’s address (up to 30 characters). If only one line is needed, use the first.
6. City
Specify the city of residence (up to 15 characters).
7. State
Specify the state of residence (2 characters). The state must have been set up as a tax district in the Tax District F/M program.
8. Zip Code
Specify the employee’s zip code (up to 10 characters).
9. Phone Number
Specify the employee’s phone number including area code and dashes (up to 17 characters).
10. Social Security Number
Specify the employee’s eleven-character social security number (including dashes). This field is mandatory and cannot be skipped. Any entry over 8 characters is accepted.
11. Alpha
Specify 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
Specify the employee class (up to 3 characters). The entry must be a valid class. Press Enter to initially default to the first employee class on file.
13. Department
Specify the department (up to 3 characters). The entry must be a valid department. Press Enter to initially default to the first department on file.
14. Worker’s Compensation
Specify the worker’s compensation code (up to 3 characters). The entry must be a valid worker’s comp code.
15. Status
Specify Y or N to indicate whether the employee’s status is active. If an employee is not active when a pay cycle is initialized, the employee is skipped.
16. Statutory
Specify 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. If Y is entered, an X-prints in the Statutory Employee box on the W-2.
17. Pension
Specify 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. 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
Specify 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.
19. Job Cost Code
Specify 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.
20. Birth Date
Specify the employee’s birth date.
21. Hire Date
Specify 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
Specify the date that the employee was terminated. Only valid dates after the hire date (or the appropriate re-hire date) are accepted. Press F2 to specify blanks in 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.
23. Rehire Date
Specify the date that the employee was rehired. Entry must be a valid date on or after termination date. Press F2 to specify blanks in this field.
24. Pay Change Date
Specify 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). Press F2 to specify blanks in this field.
25. Pay Change Amount
Specify the amount of employee’s last pay change (+/-999999.99).
26. Branch
Specify the branch the employee works in. The entry must be a valid branch.
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.”