Steps to Add an EmployeeFrom within the Employee File, click the Employment tab.
Enter the employee’s social security number (9 digits) in the Social Security Number (Federal ID) field. The system will automatically add the dashes, using the format of ### - ## - ####.
Note: The Social Security Number (Federal ID) field may not appear or may be locked if your user rights to the Federal ID field were overridden within the User Security option to have no access or read only access.
Tip: If the social security number entered in this field matches the social security number entered for another employee (or entity), a warning icon will appear to the right of the field; verify the number entered is correct, and if needed, determine if the new record should continue to be added for the employee or if a record already exists.
Enter the sex (Female or Male) of the employee in the Gender field, or click the down-arrow button to select the correct one.
Enter the employee’s date of birth in the Birth Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date.
The age (in years) of the employee is automatically calculated and displayed in the Age field. The age is calculated based on the current date of the computer, and cannot be changed.
Enter the actual marital status (Domestic Partner, Married, Qualified Domestic Relations Order, or Single) of the employee in the Marital Status field, or click the down-arrow button to select the correct one.
If desired, enter whether the employee is Hispanic or Latino or Not Hispanic or Latino in the Ethnicity field, or click the down-arrow button to select the correct one.
Enter the employee's appropriate legal status for living in this country (Citizen, Non-Resident Alien, or Resident Alien) in the Resident Status field, or click the down-arrow button to select the correct status.
If desired, enter a number assigned to the employee in the Employee Number field. For example, this may be an ID number assigned by the state to each teacher. The employee number can be alphanumeric and up to 15 characters long.
Enter the type of wages that will be used to pay the employee (Contract or Unit) in the Salary Type field, or click the down-arrow button to select the correct one. If the employee will be paid a designated total dollar amount over a specified number of pay periods, enter Contract. If the employee will be paid with an hourly or daily rate in which the number of units (hours or days) must be entered for the employee during a pay period, enter Unit.
If applicable, enter the date the employee became a tenured faculty member in the Tenure Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date.
If desired, enter the title for the job description of the employee in the Position field. The information can be up to 30 characters long.
In the EEO-5 Classification field, enter the appropriate category for the employee for inclusion on the EEO-5 Survey report, which is generated biennially. If the exact category is not known, click the down-arrow button to select the correct one.
Enter the number of years the employee has worked at this school district in the Years of Service (Internal) field. The number can be up to 6 digits (including the decimal point), and will be rounded to 4 decimal places by the system.
Enter the number of years the employee has worked at other school districts located in the state in the Years of Service (External in State) field. The number can be up to 6 digits (including the decimal point), and will be rounded to 4 decimal places by the system.
Enter the number of years the employee has worked at other school districts located outside of the state in the Years of Service (External Out of State) field. The number can be up to 6 digits (including the decimal point), and will be rounded to 4 decimal places by the system.
The total number of years the employee has worked internally, externally in state, and externally out of state is automatically calculated and displayed in the Years of Service (Total) field. The number in the Years of Service (Total) field cannot be changed.
Enter the number of times the employee will be paid in the Tax Pay Periods Per Year field. The system uses this information to compute the annual salary when calculating the federal and state income taxes.
Enter the ID of the checking account from which the employee will generally be paid in the Checking Account ID field. If the ID is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature. The checking account entered here will be the default checking account for this employee.
Enter the ID of the pay group to which the employee belongs in the Pay Group ID field. If the ID is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature. The pay group entered here will be the default pay group for this employee.
Leave the Last Paid Date field blank when entering a new employee. The system will automatically track this information after updating a calculate payroll batch in which the employee was paid (from earnings or deductions) and display the Check Date from the batch in this field.
Leave the Last Worked Date field blank when entering a new employee. The system will automatically track this information after updating a calculate payroll batch in which the employee had earnings and display the Last Worked Date from the batch in this field.
Leave the Last SSNVS Date field blank when entering a new employee. This field will be updated as part of the steps to complete the SSN Verification Service option.
If applicable, enter the reason for termination (such as Resignation or Retirement) in the Termination Reason field, or click the down-arrow button to select the correct one.
If desired, in the Races field, specify the nationality of the employee by selecting the applicable race(s). To select a race, click the box for the Selected column to the left of the desired race. A checkmark will appear in the box if the race is selected.
Complete the Employee Dates List with the applicable dates for the employee. To add a date, complete the following:
In the blank line (indicated with an asterisk) at the bottom of the Employee Dates List, enter the appropriate date in the Date Value field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date.
Then enter the type for the date being tracked (Hire/Rehire Date, Probation Date, Termination Date, or Other Date) in the Date Type field, or click the down-arrow button to select the correct one.
Note: If an employee leaves and then is later rehired by the school district, enter a second entry with Hire/Rehire Date as the Date Type, so the initial Hire/Rehire Date will be listed, followed by the Termination Date, and then a second Hire/Rehire Date; the Hire/Rehire Date with the most recent date would be considered the rehire date.
If Hire/Rehire Date is specified as the Date Type and the date is after a Termination Date that is entered for the employee, the Weeks Since Prior Termination Date field will automatically be updated upon saving to reflect the number of weeks between the newly entered Hire/Rehire Date and the prior Termination Date. The Weeks Since Prior Termination Date field cannot be changed.
Note: The Weeks Since Prior Termination Date field will be blank for entries with a Date Type of Probation Date, Termination Date, or Other Date.
The Track as ACA New Hire field is enabled if Hire/Rehire Date is specified as the Date Type. If applicable, select the Track as ACA New Hire field for a Hire/Rehire Date to have the employee reflected as a new hire in the Affordable Care Act (ACA) Hours Tracking option and also on the ACA Hours screen (tab) in the Employee File for the corresponding measurement period. A checkmark will appear in the box if the field is selected. By default, this field will be selected.
Note: An employee will automatically be included as an ongoing employee in measurement periods that begin after the first Hire/Rehire Date and before the last Termination Date.
Tip: As defined within the Affordable Care Act guidelines, if an employee has had no hours of service credited for at least 26 consecutive weeks for educational organizations (or 13 weeks for non-educational organizations), the employee may be considered a new hire (rehire) for purposes of the Affordable Care Act. Additionally, under a rule of parity within the Affordable Care Act guidelines, an employee may be considered a new hire (rehire) if the employee has had no hours of service during a period that is at least 4 consecutive weeks, but less than 26 weeks for educational organizations (or 13 weeks for non-educational organizations), and is longer than the employee's preceding period of employment (for example, if an employee works for 3 weeks, terminates, and then 10 weeks later is rehired, the employee can be treated as a new hire (rehire) because the 10-week break is more than 4 weeks, less than 26 weeks (for educational organizations; 13 weeks, for non-educational organizations), and is longer than the employee's preceding period of employment of 3 weeks). Therefore, if an employee leaves and then is rehired after 26 weeks (for educational organizations; 13 weeks for non-educational organizations), select the Track as ACA New Hire field for the rehire date, if desired, and if an employee leaves and then is rehired within 26 weeks (for educational organizations; 13 weeks for non-educational organizations), do not select the Track as ACA New Hire field for the rehire date unless the rule of parity applies.
If desired, enter any additional information to track for the date in the Comments field. The comment can be up to 1,000 characters long.
Tip: To remove a date, click the Delete button to the left of the desired record; when prompted, click Yes to delete the record.
All the employee groups defined in the system appear in the Employee Groups List. To include the employee in one or more of the existing employee groups, click the box for the Selected column to the left of each desired Employee Group ID. A checkmark will appear in the box if the employee group is selected.
Note: The standard employee group defined with an ID of EMPLOYEES is automatically selected for all employees and cannot be changed.
Click the Save button.
Continue adding the remaining information for the employee if needed.