Steps to Add an EmployeeFrom within the Employee File, click the Name & Address tab.
Enter a unique ID for the employee in the Employee 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 only) of the name entered in the Last Name field, leave the ID field blank; once the record is saved, the ID will be assigned. If the ID entered in the field is for an existing entity not currently flagged with the entity role of Employee, a prompt will appear asking if the Employee role should be added; click Yes to make the entity an employee and then specify the correct status when prompted.
The role(s) in which the employee is defined and used within the School Accounting System appears in the Entity Roles field. When adding a new employee, the system automatically assigns the entity role of Employee. If more than one entity role appears, the employee can be used and accessed in all the applicable areas using the exact same ID.
Select the Active field to stipulate the employee is currently active (is working and getting paid by the district). A checkmark will appear in the box if the field is selected. When adding a new employee, the Active field is selected by default.
Tip: The employee must be selected as Active in order to get paid or be included in a Payroll check cycle.
Note: To make an employee inactive so that the employee no longer gets paid, select this field to remove the checkmark. If an employee is made inactive and the employee is also a user (as defined within the User Security option), a prompt will appear (when saving) asking to also inactivate the user tied to the employee.
Enter the appropriate status (Deceased, Disabled, Hired, Leave of Absence, Retired, or Terminated) for the employee in the Employee Status field, or click the down-arrow button to select the correct one. If the employee has passed away, enter Deceased. If the employee is disabled, enter Disabled. If the employee is currently employed at the school district, enter Hired. If the employee is on a leave of absence, but will be returning to work at the district, enter Leave of Absence. If the employee retired from working at the school district, enter Retired. If the employee does not work at the school district any longer due to a voluntary or involuntary termination (however, did not retire from the school district), enter Terminated. The default of Hired will appear, but can be changed.
Leave the Legal Business Name field blank, as typically the employee will be an individual and will have the First, Middle, and Last Name fields completed instead.
Enter the last name of the employee in the Last Name field. The last name can be up to 40 characters long.
If applicable, enter the prefix (such as Dr., Mr., or Mrs.) for the person in the Prefix field, or click the down-arrow button to select the correct one.
If applicable, enter the suffix (such as Jr. or Sr.) for the person in the Suffix field, or click the down-arrow button to select the correct one.
Enter the first name of the employee in the First Name field. The first name can be up to 30 characters long.
Enter the middle name or the middle initial of the employee in the Middle Name field, if desired. The middle name can be up to 30 characters long.
If correspondence for the employee should be sent directly to a specific person or department, 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 employee 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 for the employee 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 employee 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 employee 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 for the employee 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 employee 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 website for the employee 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 applicable, enter the name of the person who should be contacted with any questions in the Contact Person field. The name can be alphanumeric and up to 30 characters long.
Enter any additional information to track for the employee in the Comments field, if desired. The comment can be alphanumeric and up to 8,000 characters long.
If desired, enter the familiar name used by the employee in the Nickname field. The nickname can be up to 30 characters long.
If applicable, enter the previous last name of the employee, such as from before a marriage or a divorce, in the Previous Last Name field. The name can be up to 40 characters long.
If applicable, enter the date when the last name of the employee changed in the Last Name Changed Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the correct date.
The Address Changed Date field is disabled (cannot be changed) and will be updated with the date when one of the address information fields for the employee is changed after the data is initially entered and saved. The address information includes the following fields: Address 1, Address 2, City, State/Province, Zip Code, Country, Attention, Primary Phone Number, Secondary Phone Number, Other Phone Number, Phone Type, Internet Address, and Contact Person.
Tip: This field is blank for a new employee and will only be updated with a date if one of the address information fields (previously entered and saved) is changed in the future.
For districts who have licensed the Web Link module, the Web Link 1095 Consent and Web Link W2 Consent fields indicate whether or not the employee has consented to receiving an electronic 1095 and/or W2 via Web Link (no paper copy needed). The consent for each is given by the employee through Web Link and the fields are updated automatically based on the Web Link responses. A checkmark will appear in the box if a field is selected indicating the employee has given consent. Typically, the Web Link 1095 Consent and Web Link W2 Consent fields should not be changed within the Employee File as any change to the consents should be made by the employee in Web Link.
If desired, enter the email address(es) for the employee in the Email Addresses List.
Enter the employee's work email address in the Business Email Address field. Enter the employee's home or personal email address in the Personal Email Address field. Enter another email address for the employee, such as a spouse's email address, 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".
Specify the uses for each email address by selecting the appropriate usage fields (Direct Deposit, Tax Forms, and/or Other Communication fields). If the employee will be set up for direct deposit and the direct deposit stub should be emailed to the employee using the particular email address during a Payroll check cycle, select the Direct Deposit field. If the employee should be emailed tax forms, including W2s and 1095s, using the particular email address, select the Tax Forms field. If the employee will be sent other email communications, such as notification messages or reports, from within the School Accounting System using the particular email address, select the Other Communication field. A checkmark will appear in the box if the field is selected.
Click the Save button.
Continue adding the remaining information for the employee if needed.