Adding an Employee

Overview

Use this job aid to add a new employee to the employee information file.

To add an employee:

From the Toolbar, click PAY for Payroll.
From the Payroll menu, select Employee Information, and then select Add New Employee.
In the Name Id box, click Lookup or type * and press Enter, and then select the employee name id you want to add payroll information to, or type the employee name id you want to add payroll information to.
Click OK.
In the Admin. Location box, click Lookup or type * and press Enter, and then select the location, or type the location code you want to be the. Admin Location is the location where all payroll records are maintained in the dataset. The administrative location is the location on pay checks and is used for sorting and reporting purposes in payroll. This location is used by SJI in generating system (summary) journal entries for payroll which can be posted to the Agris General Ledger System (LDG) for financial reporting.
In the Admin. Department box, click Lookup or type * and press Enter, and then select the department in which the employee works, or type the department in which the employee works. Admin Department is used for sorting and reporting purposes in PAY. - Enter the department in which this employee works. This entry is used for sorting and reporting purposes in Payroll, and if interfaced, for reporting in General Ledger.
In the Check Sequence box, the order of printing checks is based on the name id within a department. You can specify the check sequence in order to control the order of printing within a department for ease of distribution. For example, if you enter 5 for this employee, and other employees are numbered 1 through 4, this employee's check will print fifth in sequence. If you enter check sequence numbers for some employees and leave this field blank for other employees, the blank employees will print first in ID order, followed by remaining employees in check sequence order.
In the Eligible for 401K box, type Y if the employee is eligible for your 401K plan, or type N if the employee is not eligible for the 401K plan.
In the Gender Code box, type M for male or F for female.
In the Race Code, Handicap Code, Veteran Code, Position Title, and Miscellaneous boxes, click Lookup or type * and press Enter, and then select the EEOC information, or type the EEOC information. This information relates primarily to EEOC reporting. Although your company may not currently be required to provide this information, it is much easier to maintain it from the beginning than to reconstruct it after a request from the EEOC. Your company’s policies on hiring, promotions, and terminations are easier to defend if they are properly documented.
In the Hire Date box, type the date the employee was hired. Hire Date is used for historical reporting purposes only. This information may also be requested from the EEOC.
In the Last Promotion box, type the date the employee received a promotion. Last Promotion is used for historical reporting purposes only. This information may also be requested from the EEOC.
In the Last Pay Increase box, type the date that this employee received a compensation review. Last Pay Increase is used for historical reporting purposes only. This information may also be requested from the EEOC.
In the Termination Date box, type the date that this employee was terminated or effective date of resignation. This date is used in the Purge Data Files option in determining if the employee record should be removed from the file.
In the Statutory box, type Y to indicate that the earnings of this employee are subject to social security and Medicare taxes, but not subject to Federal income tax withholding. Statutory is used when printing W2 forms. This box defaults a negative response and can be overridden. This box does not affect payroll processing.
In the Retirement Plan box, type Y to indicate that this employee was an active participant for any part of the year in a retirement plan (including a 401k and simplified employee pension [SEP] plans, or participated in a collectively bargained plan (union plan). This indicator should be reset to a negative response after producing W-2 forms if the employee drops out of the qualified pension plan. Retirement Plan is used when printing W2 forms. This box defaults a negative response and can be overridden. This box does not affect payroll processing.
In the Third Party Sick Pay? box, type Y to indicate that the employee receives third party sick pay. Third Party Sick Pay is used when printing W2 forms. This box defaults a negative response and can be overridden. This box does not affect payroll processing.
Click OK.
In the Wage Indicator box, type H for hourly or S or salaried. When entering time cards in Prepare Payroll, the boxes for regular and overtime hours default zero for hourly employees. The same boxes default the number of hours for salaried employees.
In the Marital Status box, type S for single or M for married . This box is used by the tax table in calculating tax withholdings.
In the Pay Frequency, type the correct pay frequency. Employees with the pay frequency are automatically grouped together for time card entry in Prepare Payroll. The pay frequency is also used in the tax calculation formula. As specified in Setup Information, different pay frequencies may be included in the same payroll run. The pay frequency determines the number of hours to default for regular hours when entering time cards for salaried employees.

1 for 52 weekly pay periods
2 for 26 biweekly pay periods
3 for 24 semi-monthly pay periods
4 for 12 monthly pay periods
5 for 4 quarterly pay periods
6 for 2 semi-annual pay periods
7 for 1 annual pay period
8 for 365 or 366 daily pay periods
In the Salary Per Period box, type the gross salary per pay period. This box is available only for entry if the Wage Indicator box is salaried .
In the Wage Rate boxes, type the wage rate per hour in the Hourly Rate #1 box if this is an hourly employee. If this is a salaried employee, the pay frequency and salary per period are used to calculate the hourly rate. Likewise, type the wage rate per hour in the Hourly Rate #2, Hourly Rate #3, Hourly Rate #4 and Hourly Rate #5 boxes. Wage rate - each employee may have five different wage rates on which to base overtime and job codes. The hourly rate boxes on this window reflect the descriptive titles assigned in Setup Information. If your company is using labor distribution, these five wage rates can be used specified on the job codes table. If your company is not using labor distribution, boxes for regular hours and overtime hours are open for these five wage rates. These boxes are typically used to compensate the employee (and to track) for shift differential, vacation, holiday, sick time, etc.
In the Sick Hours to Accrue and Vacation Hours to Accrue boxes, type the number of hours to accrue with each payroll run. The number of hours to accrue is added to the Sick Total Available and Vacation Total Available boxes when updating a payroll run through the Print Payroll Checks option. To calculate the number of hours, divide the number of hours to accrue in a year by the number of pay periods in a year. For example, if the employee is paid biweekly, and may accrue five sick days (40 hours) per year, you'd enter "1.5385". These two boxes cab be set to zero to bypass the accrual.
In the Sick Total Available and Vacation Total Available boxes, type the total number of hours available to the employee as of this date. For example, if the employee is paid biweekly, and may accrue five sick days (40 hours) per year, and has worked six months without using a sick day, you would type 20.00.
The Total Available box is automatically reduced whenever vacation or sick hours are entered during time card entry. if your company does not accrue vacation and/or sick time, the boxes must be updated manually, usually at the beginning of the year. For example, if an employee has two weeks vacation available during the coming calendar year, you should enter 80.00 in the appropriate box at the beginning of the calendar year. As vacation and sick time are posted during the Print Payroll Checks option, the boxes are decreased.
If your company policy limits the number of hours available to an employee, enter the maximum number of hours in the Sick Maximum Allowed and Vacation Maximum Allowed boxes. If accruing vacation and sick time, when the total available equals the maximum allowed, accrual stops until the employee uses some of the available hours.
In the Regular Hours box, type the number of hours an employee must work per day to qualify for overtime. Per Day this feature applies to daily entry of time cards in Prepare Payroll. For example, if you enter 8.00 in this box, and the employee accumulates 10.00 hours on the same date during time card entry, the system assigns eight hours to regular hours, and two hours to overtime hours.
In the Exemptions box, type the number of exemptions claimed on line 5 of the employee’s W-4 form. You can enter from 00 through 99 where 99 indicates that no federal tax should be withheld. This box can be left blank to indicate zero exemptions.
In the Additional Withholding box, type the additional dollar amount to withhold from line 6 of the employee’s W-4 form.
In the Exemptions box, type the number of exemptions claimed on the employee’s withholding allowance certificate. State (and local) tax tables recognize zero, one, or two exemptions. Therefore, enter 00, 01, 02, or 99, where 99 indicates that no state tax not should be withheld. This box can be left blank to indicate zero exemptions. If the employee claims more than two exemptions, enter them as dependents.
In the Dependents box, type the number of exemptions above two claimed on the employee’s withholding allowance certificate. For example: if the employee claims five exemptions for state tax, enter 02 in the Exemptions box and 03 in the Dependents box.
In the Additional Withholding box, type the additional dollar amount to withhold from the employee’s withholding allowance certificate.
In the Tax Code box, If the employee is subject to withholding for state income tax, click Lookup or type * and press Enter, and then select the state tax table code, or type the two character state tax table code.
In the Exemptions box, type the number of exemptions claimed on the employee’s withholding allowance certificate. Local (and state) tax tables recognize zero, one, or two exemptions. Therefore, enter 00, 01, 02, or 99, where 99 indicates that no state tax not should be withheld. This box can be left blank to indicate zero exemptions. If the employee claims more than two exemptions, enter them as dependents.
In the Dependents box, type the number of exemptions above two claimed on the employee’s withholding allowance certificate. For example: if the employee claims five exemptions for state tax, enter 02 in the Exemptions box and 03 in the Dependents box.
In the Additional Withholding box, type the additional dollar amount to withhold from the employee’s withholding allowance certificate.
In the Tax Code box, If the employee is subject to withholding for local income tax, click Lookup or type * and press Enter, and then select the local tax table code, or type the two character local tax table code.
In the FICA Exempt? box, type Y to bypass the calculation and deduction for FICA, or type N to calculate and deduct FICA normally.
In the SUTA Tax Code box, click Lookup or type * and press Enter, and then select the state that state unemployment taxes are calculated for, or type the two character state code that state unemployment taxes are calculated for.
In the Workers' Comp? box, type Y to indicate that the employee is subject to workers’ compensation, or type N to indicate that the employee is not subject to workers' compensation and therefore excluded from the Workers’ Compensation Report. The employee’s default job code should have workers' compensation defined to ensure that the employee appears on the Workers’ Compensation Report.
In the Earned Income Credit Code box, leave the box blank if neither the employee nor the spouse of the employee is claiming EIC, otherwise, type 1 if the employee is single or married but only one spouse is claiming EIC, or type 2 if the employee is married and both spouses are claiming EIC. Earned Income Tax Code is a tax credit available to low-income employees who have one or more qualifying children living with them. The credit reduces taxes owed and is intended to offset living expenses and FICA paid. Employees eligible for EIC who expect to earn less than the established gross wage may choose to receive a maximum dollar amount of the EIC with their paychecks throughout the year. Once the employee has received the maximum dollar credit on their paycheck, any remaining EIC is calculated and recorded within the payroll system for reporting on the W2.
Click OK.
Select Deduction Information.
Select a deduction and then click Continue.
The descriptive titles assigned to the nine pay periods in Setup Information are reflected in the nine questions on the Deduction Information window. Type Y in a pay period to set the deduction for inclusion on a payroll run for that pay period, or type N to set the deduction for exclusion on a payroll run for that pay period. Note: You can control which pay periods that a deduction occurs. Your employee can request that a specific deduction occur only once a month or on a combination of weeks. Before setting a deduction to occur, you should be familiar with which pay frequencies are included in each pay period. For example: if you set the medical insurance deduction to be withheld only on the second pay period of the month, the employee should have a pay frequency that is normally included on the pay period 2. If the pay frequency of the employee is monthly and if monthly is included in pay period 1, the deduction will not occur.
In the Calculation Type box, type 1 for Flat Amount, 2 for % Gross, 3 for % FIT Taxable, 4 for % After Taxes, 5 for % Net, 6 for % SIT Taxable, or 7 for % Local Taxable.
In the Amount/Percent box, based on the calculation type that you selected for this deduction, type the currency amount or percentage.
In the Minimum Net Wage box, type the minimum amount or leave blank or enter zeroes in this box to set no minimum net wage. to bypass the deduction if the employee's net pay falls below a certain dollar amount. The deduction will be skipped during the pay period and will occur on the next appropriate pay period.
In the Use Remain Balance?, type Y to set the Balance/Wage Ceiling box to represent a remaining balance, or type N to set the Balance/Wage Ceiling box to represent a wage ceiling. Balance/Wage Ceiling - the deduction automatically stops with the remaining balance reaches zero. You can use this feature for a deduction for repayment of a loan, garnishments, etc. The deduction will continue until the employee's year to date wages reaches the ceiling amount. The deduction automatically stops until the next calendar year. You can use this feature for a saving plan, 401k, etc.
Based on your response to the Use Remain Balance? question, the Balance/Wage Ceiling box represents either a remaining balance or a wage ceiling. The remaining balance is updated with each payroll run and reversal.
Click OK.
Click Back.
Select Direct Deposit.
The descriptive titles assigned to the nine pay periods in Setup Information are reflected in the nine questions on the Deduction Information window. Type Y in a pay period to set the deduction for inclusion on a payroll run for that pay period, or type N to set the deduction for exclusion on a payroll run for that pay period
In the Calculation Type box, type 1 for Flat Amount, 5 for % Net, or blank to delete the direct deposit deduction for this employee.
In the Amount/Percent box, based on the calculation type that you selected for this deduction, type the currency amount or percentage.
In the Minimum Net Wage box, type the minimum amount or leave blank or enter zeroes in this box to set no minimum net wage. to bypass the deduction if the employee's net pay falls below a certain dollar amount. The deduction will be skipped during the pay period and will occur on the next appropriate pay period.
In the Use Remain Balance?, type Y to set the Balance/Wage Ceiling box to represent a remaining balance, or type N to set the Balance/Wage Ceiling box to represent a wage ceiling. The deduction automatically stops with the remaining balance reaches zero. You can use this feature for a deduction for repayment of a loan, garnishments, etc. The deduction will continue until the employee's year to date wages reaches the ceiling amount. The deduction automatically stops until the next calendar year. You can use this feature for a saving plan, 401k, etc.
Based on your response to the Use Remain Balance? question, the Balance/Wage Ceiling box represents either a remaining balance or a wage ceiling. The remaining balance is updated with each payroll run and reversal.
Click OK.
In the Direct Deposit Code box, click Lookup or type * and press Enter, and then select the bank code, or type a valid bank code for this specific direct deposit. If this box is left blank, the deduction is for repayment of a company loan. As defined in Setup Information, the direct deposit code links this deduction to a specific name ID in the Agris Name/Address System.
In the Bank Account Number box, type the employee’s bank account number or loan account number.
Click Save/Exit.

Learn more about Employee Maintenance feature: