Setup New Employees
Use Setup New Employee to add a new employee record, or copy an existing employee’s record to use as a template, or convert an applicant’s record into an employee record.
- Add a new employee record: Go to Setup New Employee, below.
- Copy an existing employee’s record and modify it: Go to Modify Employee and click the copy icon on the tool bar. Then follow the remaining instructions to verify the employee is setup as desired.
- Convert an applicant’s record into an employee’s record: Go to Human Resource. Open the Setup New Employees routine and select the Copy from Applicant Record check box.
Add a new employee
Open the Employees menu and click Setup New Employees.
Setup the fields on the Employee tab.
Employee Number: Type a unique employee number.
Name: Type the employee’s name. Click the button at the end of the field to format the name.
Address, etc: Type the employee’s address.
Telephone and fax: Enter the employee’s telephone and fax numbers.
Email: Type the employee’s email address. Example: jane@caselle.com
Social Security Number: Type the employee’s nine-digit Social Security Number. Do not key the dashes.
Birth Date: Type the employee’s birth date.
Driver License Number: Type the employee’s driver license number.
Gender: Select the employee’s gender: Female or Male.
Maiden Name: Type the employee’s maiden name.
Mail Check: Skip this field.
Setup the employee’s wage information
Setup the fields on the Wage tab.
Pay Period Frequency: Select the employee’s pay period frequency.
Estimated Annual Hours: Type the estimated annual hours. This is the number of hours you expect the employee will work in a year. Example: 2080
Hourly Rate: Type the employee’s hourly rate. Include the hourly rate for salary employees.
Annual Wage: Type the employee’s annual wage.
Pay Schedule: Select the employee’s pay schedule. The pay schedule is used to calculate the employee’s wage.
Pay Grade: Select the employee’s pay grade.
Pay Step: Select the employee’s pay step.
Employee Type: Select an option: 941, 945, or 1099.
Setup the employee’s job information
Click the Job tab and complete the fields on the Job sub-tab.
Work State: Select the employee’s work state. The employee will work in this state.
Hire Date: Type the employee’s hire date. This is the date the employee was hired.
Additional Years of Service: Example: If an employee was employed with the organization for two years, quits, and the employee is rehired, the 2 would be entered in this field to add two additional years of service to the employee’s Years of Service Total. Type the number of additional years of services that should be included when calculating the employee’s benefits.
Start Date: Type the employee’s anniversary date.
Anniversary Date: Type the employee’s anniversary date. The employee’s anniversary date is used to calculate the employee’s benefits.
Payroll Type: Select the employee’s payroll type, or type a new payroll type. Example: Hourly or Salary.
Department: Select the employee’s department.
Job Position: Select the employee’s job position from the list, or type a new job position description.
Job Class: Select the employee’s job class, or type a new job class description.
Status: Select the employee’s status from the list, or type a new status description.
Statutory: If the employee is a “statutory” employee, select the check box.
Retirement plan: If the employee is an active participant in a qualified retirement plan, select the check box.
Third Party Sick Pay: If the employee has received third party payment or is receiving payment from a third party, select the check box. Example: An employer will be filing a W-2 form for an employee who is insured through a health insurance company.
Setup the employee’s state unemployment information
Click the State Unemployment sub-tab on the Job tab.
Work Site: This field is used to group employees on the SUTA Worksite report. Select the employee’s work state or type a new work state description.
SUTA Type: Select the employee’s SUTA type: Regular, Season, or Exempt.
Complete any additional fields on the other sub-tabs in this section. The Work State will determine if additional information is required.
Setup the employee’s workers compensation information
Click the Workers Compensation sub-tab on the Job tab.WC Class Code: Select the workers compensation class code that will be used to determine the workers compensation rate on the employee’s wages.
Setup the employee’s retirement information
Click the Retirement sub-tab on the Job tab.
This tab will be enabled if the there are additional retirement reporting requirements for your state. Complete the fields on the Retirement sub-tab. Use “What’s This? Help” for additional help on each field.
Setup the employee’s allocation information
Add the employee’s allocations. Warning! Total allocations must equal 0% or 100%.
A. Setup the allocation percent and GL account. In the Tasks area: Click Add a New Allocation if applicable. When the Add New Allocation dialog box displays: Type the percent of the employee’s gross wages to allocate. Click OK.
B. Enter the allocation information. On the Allocation sub-tab, enter the Workers Compensation, GL Activity Number (if GL Activity numbers are enabled), and Job Number (if the Project Management interface is enabled).
Press Enter. The allocation displays in the grid.
C. Verify the allocation total is equal to 100%. If the employee’s allocation total is NOT 100%, add a new allocation or modify an existing allocation. The employee's allocation total must equal 100% to continue.
Setup the employee’s pay codes
Click the Pay Codes tab.
Select a task.
Add a pay code.
- In the Tasks area: Click Add Pay Codes.
- From the Available Pay Codes to Add list: Double-click the pay codes that should be included in the employee’s record.
- Verify the employee’s pay codes appear in the Selected Pay Codes to Add list.
- Click OK.
Modify a pay code.
- Verify the pay code information displayed in the grid is correct.
- In the Tasks area: Click Modify the Selected Pay Code.
- Changes will be saved in the employee’s record. Changes will only affect this employee.
Remove a pay code.
- Select the pay code.
- In the Tasks area: Click Remove the Selected Pay Code.
Remove multiple pay codes. In the Tasks area: Click Remove Pay Codes.
Show pay periods/period amounts In the Tasks area: Click the Show Period Amounts to toggle the grid between monthly pay periods and pay period amounts.
Record W-4 Info at Pay Code 76 (FWT) & 77(SWT)
Setup the employee’s direct deposit information
Click the Direct Deposit tab.
Select a task.
Setup a disbursement.
- In the Tasks area: Click Add a New Disbursement.
- Enter the Bank, Account Number, Transaction Type, Status, Type, and Amount/Percent.
- Verify the employee’s disbursement total is the employee’s net pay or 100%.
- If the employee’s disbursement total is not equal to the employee’s net pay or 100%, add a new disbursement or modify an existing disbursement before you continue.
Remove a disbursement. Select a disbursement to remove from the grid. In the Tasks area: Click Remove the Selected Disbursement.
Change the display order. Select a disbursement. In the Tasks area: Click Move the Selected Disbursement Up or Move the Selected Disbursement Down.
Setup the employee’s contact information
Click the Contacts tab.
Select a task.
Add a new contact. In the Tasks area: Click Add a New Contact. When the Employee Contact dialog box displays, type the contact name in the field. Click the button at the end of the field to format the name. Click OK. Type the contact’s information.
Modify an existing contact. Select a contact name from the list. The contact’s information displays on the Contact sub-tab. Click a field to edit it.
Remove a contact. Select a contact from the list. In the Tasks area: Click Remove the Selected Contact. Change the display order. Select a contact from the list. In the Tasks area: Click Move the Selected Contact Up or Move the Selected Contact Down.
Setup the attachments, user-defined fields, and notes
Save the record
Click Save at any time.
Troubleshooting
How do I add a social security number that starts with zero?
Enter the social security number without entering any dashes (-). Press Enter and the system will accept the social security number and it will add the preceding zero.
Why do I get a warning message when I enter a social security number?
The social security number field requires the entry of a nine-digit social security number; omit dashes, etc.
Why don't social security and medicare calculate on a new employee?
Social security and medicare do not calculate on a new employee when the employee's record has not been set up correctly.
1. Open Payroll > Employees > Modify Existing Employees.
2. Go to the Pay Codes tab.
3. Click Add Pay Codes and select the Social Security and Medicare pay codes.
4. Recalculate the employee's paycheck and benefits.
Related Articles
New Employee Set up
See attachedUser Setup in miViewPoint
See attachment tabElection Worker Payroll Setup
Introduction As we begin another election year, this is a great time to check the setup of election worker pay codes. This article provides a description of a common setup for election worker earnings codes based on expected annual earnings. Note ...New Bank
We added a new fund and checking account for Fire by doing the following. 1. Create the fund - Go to General Ledger - Organization - Chart of Accounts. We created the following new account numbers: Asset 215-11100 Fund Cash (with Allocations set to ...New Fund Setup - Copy Account Ranges
To create a new fund you may want to consider copying the account numbers from a current fund to a new fund number. Find a fund that best matches the numbering of the new fund. In the sample fund 365 is used as a template for fund 366. Copy account ...