From the Human Resources screen, select the Maintenance menu and then Employer History.
At the Employer History 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.
Enter a unique ID for the employer in the Employer History ID field. The ID can be alphanumeric and up to 10 characters long (no spaces).
Note: To have the system automatically assign the ID using the first 10 characters (letters and numbers only) of the Legal Business Name (or Last Name if an individual), leave the ID field blank; once the record is saved, the ID will be assigned. If the company's name starts with the word "The" and "The" is entered at the beginning of the company name in the Legal Business Name field, the system will disregard "The" when automatically assigning the ID. If the ID entered in the field is for an existing entity not currently flagged with the entity role of Employer History, a prompt will appear asking if the Employer History role should be added; click Yes to make the entity an employer.
Select the Active field to stipulate the employer is currently active and used by the district. A checkmark will appear in the box if the field is selected. When adding a new employer, the Active field is selected by default.
The role(s) in which the employer is defined and used within the School Accounting System appears in the Entity Roles field. When adding a new employer, the system automatically assigns the entity role of Employer History. If more than one entity role appears, the employer can be used and accessed in all the applicable areas using the exact same ID.
If the employer is a company, enter the name of the company in the Legal Business Name field. If the employer is an individual, leave this field blank. The name can be alphanumeric and up to 75 characters long.
Note: If the company's name starts with the word "The", be sure to enter "The" at the beginning of the name in the Legal Business Name field; the system will disregard "The" when automatically assigning the ID (if applicable) and when searching on the Employer Name field in other areas of the system (for example, "The Life Insurance Company" becomes "Life Insurance Company, The" for sorting and searching purposes).
If the employer is an individual, enter the person’s last name in the Last Name field. If the employer is a company, leave this field blank, or if desired, enter the last name of the person who owns the business in the Last Name field. The last name can be up to 40 characters long.
If the employer is an individual, enter the prefix (such as Dr., Mr., or Mrs.) for the person in the Prefix field if applicable, or click the down-arrow button to select the correct one. If the employer is a company, leave this field blank, or if desired, enter the prefix of the person who owns the business in the Prefix field.
If the employer is an individual, enter the suffix (such as Jr. or Sr.) for the person in the Suffix field if applicable, or click the down-arrow button to select the correct one. If the employer is a company, leave this field blank, or if desired, enter the suffix of the person who owns the business in the Suffix field.
If the employer is an individual, enter the person’s first name in the First Name field. If the employer is a company, leave this field blank, or if desired, enter the first name of the person who owns the business in the First Name field. The first name can be up to 30 characters long.
If the employer is an individual, enter the person’s middle name in the Middle Name field. If the employer is a company, leave this field blank, or if desired, enter the middle name of the person who owns the business in the Middle Name field. The middle name can be up to 30 characters long.
If the employer is a company and the correspondence should be sent directly to a specific person or department at the company, enter the name of the person or department in the Attention field. The name can be alphanumeric and up to 30 characters long.
Enter the address (up to two lines) for the employer in the Address 1 and Address 2 fields. The addresses can be alphanumeric and each can be up to 30 characters long.
Enter the city where the employer is located in the City field. The city can be alphanumeric and up to 25 characters long.
Enter the appropriate state abbreviation (or applicable code for the province, if located outside of the United States) for the employer in the State/Province field. If the state abbreviation or province code is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature.
Note: Only the state abbreviations and province codes for the specified country (as entered in the Country field, or United States if the Country field is blank) appear by default when searching, but the filters can be changed if needed in order to view other state or province codes.
Enter the zip code for the employer in the Zip Code field. The zip code can be alphanumeric and up to 15 characters long. The system will automatically add the dash in the zip code if 9 digits are entered, using the format of ##### - ####.
Enter the applicable 2-digit code of the country where the employer is located in the Country field, or click the down-arrow button to select the correct one. If the State/Province field is completed, the corresponding country code will appear by default in this field and can only be changed by first deleting the state or province (or specifying a different state or province).
Enter up to three phone numbers (including a fax number, if applicable) for the employer in the Primary Phone Number, Secondary Phone Number, and Other Phone Number fields. Then enter the appropriate type (Business, Cell, Fax, Home, or Other) in the Phone Type field for each phone number entered, or click the down-arrow button to select the correct one. Each phone number can be up to 30 digits long. The system will automatically add the dashes for the phone numbers (if entered with numbers only) using the following formats: 1) ### - #### if 7 digits are entered; 2) ### - #### x ## if 8 or 9 digits are entered; 3) ### - ### - #### if 10 digits are entered; or 4) ### - ### - #### x ## if 11 or more digits are entered.
If desired, enter the address of the employer’s website in the Internet Address field. The website address can be up to 50 characters long.
Note: If your computer is connected to the Internet, click the Go To button located to the right of this field to launch the Internet browser and display the specified website.
If the employer is a company, enter the name of the person or department who should be contacted with any questions in the Contact Person field. The name can be alphanumeric and up to 30 characters long.
If desired, enter any additional information to track for the employer in the Comments field. The comment can be alphanumeric and up to 1,000 characters long.
If desired, enter the email address(es) for the employer in the Email Addresses section.
Enter the business email address for the employer in the Business Email Address field. Enter a home or personal email address for the employer in the Personal Email Address field. Enter another email address for the employer, if applicable, in the Other Email Address field. The email addresses can be up to 50 characters long and must follow the proper format of "username@example.com".
Disregard the fields for Direct Deposit, Tax Forms, and Other Communication as they are not applicable to an employer (would only be used in other areas if the employer had multiple entity roles).
Click the Save button.