Steps
to Set Screen Preferences for Employee FileNote: If applicable, the Employee File is shared between Payroll and Human Resources, so if an employee is added in one module, the employee will automatically appear in the Employee File in the other module as well. Also, the instructions listed below explain each tab (screen) within the Employee File as they appear when the screen preferences are set to the defaults. If the screen preferences were changed, the tabs may be out of order as described below and there may even be tabs that do not appear on your screen. If desired, the default screen preferences can be restored.
Steps
to Set Screen Preferences for Employee File
Steps
to Restore Default Screen Preferences
From the Payroll or Human Resources screen, select the Maintenance menu and then Employees.
Note: If a calculate payroll batch has been created and not yet updated, a message will appear stating a payroll is in progress and the changes may not take effect until the batch is recalculated; click OK. Also, if desired, to access the Employee File from Negotiations (if applicable), select the Payroll menu from the Negotiations screen and then Employees.
At the Employees screen, click the New Record button.
Note: For any field equipped with the repeat function, click the Repeat button or press the Ctrl+R keys to repeat the previous entry for the specified field. The repeat function is only available after your initial entry.
Tip: Required fields (those that must be completed) will display with an error icon to the right of the field; all required fields must be completed (errors resolved) before the data on the selected screen (tab) of the Employee File can be saved. After saving an employee's information on the Name & Address screen (tab), the other screens (tabs) with required fields that need to be completed for the employee appear with the error icon to the left of the tab name; click the appropriate tabs and complete the remaining fields for adding the employee.
Click the Name & Address tab to complete the name and address information for the employee.
Steps
to Complete the Name and Address Screen
Click the ACA 1095s tab to complete the information required on the 1095-C or 1095-B forms.
Steps
to Complete the ACA 1095s Screen
Click the ACA Hours tab to complete the information for utilizing the Affordable Care Act (ACA) Hours Tracking option.
Steps
to Complete the ACA Hours Screen
For those school districts with the Human Resources module, click the Benefits tab to complete the benefit information for the employee.
Steps
to Complete the Benefits Screen
For those school districts with the Human Resources module, click the Certificates tab to complete the educational certifications/licensure for the employee.
Steps
to Complete the Certificates Screen
Click the Custom Fields tab to complete the custom field information for the employee.
Steps
to Complete the Custom Fields Screen
Click the Deductions tab to complete the deduction information for the employee.
Steps
to Complete the Deductions Screen
For those school districts with the Human Resources module, click the Demographics tab to complete the demographic information for the employee.
Steps
to Complete the Demographics Screen
For those school districts with the Human Resources module, click the Dependents tab to track the dependents of the employee and the benefits for which the dependent is enrolled (covered).
Steps
to Complete the Dependents Screen
Click the Direct Deposit tab to complete the direct deposit information for the employee.
Steps
to Complete the Direct Deposit Screen
For those school districts with the Human Resources module, click the Education tab to track the education of the employee, including the degree(s) obtained by the employee and/or any continuing education for the employee.
Steps
to Complete the Education Screen
Click the Emergency Contacts tab to complete the emergency contact and medical information for the employee.
Steps
to Complete the Emergency Contacts Screen
Click the Employment tab to complete the employment information for the employee.
Steps
to Complete the Employment Screen
For those school districts with the Human Resources module, click the Employment History tab to track the employment history of the employee.
Steps
to Complete the Employment History Screen
For those school districts with the Human Resources module, click the FMLA tab to track any family and medical leave requests made by the employee, along with any payments made by the employee, such as for benefits, while on leave.
Steps
to Complete the FMLA Screen
Click the Leaves tab to complete the leave information for the employee.
Steps
to Complete the Leaves Screen
For those school districts with the Human Resources module, click the Military Service tab to track the military service history of the employee, if applicable.
Steps
to Complete the Military Service Screen
For those school districts with the Human Resources module, click the Positions tab to enter the position(s) within the school district that the employee holds, and to enter the evaluation information for a position, if desired.
Steps
to Complete the Positions Screen
Note: Employees can also be tied to a position from within the Positions File, if desired.
Click the Taxes tab to complete the tax information for the employee.
Steps
to Complete the Taxes Screen
For those school districts with the Human Resources module, click the Trainings tab to enter the trainings that the employee has participated in or is registered to attend, if desired.
Steps
to Complete the Trainings Screen
Note: Employees can also be added to a training from within the Training Events option, if desired.
Click the Wages tab to complete the wage information for the employee.
Steps
to Complete the Wages Screen
For those school districts with the Human Resources module, click the Work Comp tab to track any workers' compensation injuries incurred by the employee, along with claims, claim payments, treatments, and lost work information related to the injury.
Steps
to Complete the Work Comp Screen
After all the information is entered for the new employee, click the Save button.
Verify that the Cross References Lists on the Taxes, Wages, and Deductions screens are correct for each item for the employee.