Employee Information Area Prompts

Tip:  To see more information about a field, click the hyperlink for the field name.

First Name & Init

Enter the employee's first name and middle initial.  (up to 15 characters)  Required

Last Name

Enter the employee's last name.  (up to 15 characters)  Required

Address

Enter the employee's street address.  (up to 28 characters)

Address 2

Enter additional address information, if applicable.  (up to 30 characters)

Address 3

Enter additional address information, if applicable.  (up to 30 characters)

City

Enter the employee's city or town name.  (up to 15 characters)

State

Enter the employee's U.S. Postal Service state abbreviation.  (2 characters)

Tips:

• For new employees, the state abbreviation defaults to the state for the State Code specified in the Company Information Area of the Company Control Options.

• If you do not know the state abbreviation, enter only the first character, and then click the proper abbreviation next to the full state name in the drop-down list.

• For a complete listing of state abbreviations, refer to the United States Postal Service website, http://www.usps.com/ncsc/lookups/abbreviations.html.

Zip Code

Enter the employee's Zip Code (or postal code).  (up to 10 characters)

Tip:  If you don't know the Zip Code, you can look it up on the Internet.  Refer to the United States Postal Service website, http://www.usps.com/zip4/.

Social Security #

Enter the employee's social security number with the dashes.  (11 characters, NNN-NN-NNNN)

Department

Enter the employee's primary department number.  (8.0 numeric)  Required

Notes:

• To search for a list of valid departments, press [CTRL + f].  For other search options, right-click in the field to display the shortcut menu.

• Depending on your module interface settings, the Department Number may be a standard Appropriations Account Number (8.0), an expanded Appropriations Account Number (up to 20 characters with dashes), a General Ledger Account Number (4.0 if standard, variable if non-standard), or a unique number that cross-references to either an Appropriations or General Ledger Account Number.  For more information about Department Numbers, refer to Understanding Municipal vs. Commercial Department Numbers and Understanding Expanded Appropriations Account Numbers.

• If you enter an expanded Appropriations Account Number, the value automatically appears in Employee Alpha User Field 6 in the User Defined Fields Area.

Tips:

• If the Company Control Option in the Payroll I Tab for the Department File Active Flag is set to N = Not Active, then instead of searching the Department Master file, [CTRL + f] searches the Appropriations Masters or the General Ledger, depending on the module interface settings.

• If you want to distribute the employee's pay among multiple departments, use the Employee Pay Distribution Area.

Salary Rate

For salaried employees, enter the salary amount per period for this employee.  For example, if the employee earns $1000 per week for a weekly pay period, enter 1000.00.  (5.2 numeric)

Note:  Leave this value zero for hourly employees.

Hourly Rate

For hourly employees, enter the pay rate per hour.  For example, enter 25.0000 for $25.00 per hour.  (3.4 numeric)

Note:  You can also enter an hourly rate for salaried employees who are paid hourly for overtime, holidays or sick time.

Pay Calc Code

Enter one of the following Pay Calculation Codes, which determines how the employee is paid:  (1.0, predefined)

• 0 - Salaried

• 1 - Hourly

• 2 - Daily

• 3 - Time Ticket (only for Time Ticket sites)

Run Code

Click one of the Run Codes in the drop-down list to assign the employee to a Run Code group for processing and reporting.  (1.0, predefined)

Note:  To change the descriptions of the Run Codes in the list, use Run Code Description Table Maintenance.

See also:  Understanding Run Codes and Run Code Entry

State Code

Click one of the State Codes in the drop-down list.  The State Code is a factor for the employee's state withholding calculation.  (2.0, predefined)

Notes:

• To see a list of the State Codes, click the hyperlink for the field.

• For new employees, the State Code defaults to the state specified in the Company Information Area of the Company Control Options.

FICA Code

Enter one of the following FICA Codes for the employee:  (1.0, predefined)

• 0 - Full (Regular and Medicare FICA deducted)

• 1 - Exempt

• 2 - Medicare Only

Note:  You can specify the FICA code only when entering a new employee.  You can not change the value, later.

Marital Status

Click one of the Marital Status Codes in the drop-down list.  (2.0, predefined)

Note:  The list of valid codes varies according to the State Code.  For more information, click the field hyperlink.

Gender

Click one of the following Gender Codes (sex codes) in the drop-down list:  (1.0, predefined)

• 0 - Male

• 1 - Female