Employee Master - Employee Data
This option is used to add, delete or update an Employee file. This record contains employee Federal tax information and is required for every employee who is to be processed in payroll. Records are also required in the Employee State and Local file for each state or local entity where the employee works, or whose tax must be deducted from the employee’s pay.
The Employee Data tab is comprised of the following sections:
Note: Executive Employees can only be accessed using Executive-level security.
Name Entry - Best Practices for the Employee Master
This section clarifies how to enter an Employee name so that it can be parsed properly by Payroll reports and Mag Media files.
Name (Employee's Full Name Field)
Enter the Employee's full name in the following order: "First Middle Last" name sequence (No special characters such as commas or periods). However, the last name can be a two part name with a space or hyphen separating them. A suffix can also be added to the full name field.
Abbreviation
The last name should be entered in this field. An abbreviation should be as much of the last name as possible. The field is 8 characters long. If a first initial is needed, leave a space between it and the last name. The last name must be 6 characters or less for this to happen.
First
Enter the Employee's first name without any commas, periods or other special characters.
Middle
Enter the Employee's middle name or initial without any commas, periods or other special characters.
Last
Enter the Employee's last name without any commas, periods or other special characters. NO NOT add the suffix to the last name field.
Suffix
Enter the Employee's Suffix such as "JR SR II" without any commas, periods or other special characters.
Which fields are used by Payroll reports to report Employee names and how are they sorted?
Edit Register
The edit register uses the Abbreviation field as the name field for Employees and sorts by that abbreviation. For example, three Employees with the abbreviations of SMITH R, AVIS W, and DOUGLAS will sort as follows:
1. AVIS W
2. DOUGLAS
3. SMITH R
Proof
The Proof uses the Full Name field as the Employee's name. If you select to sort by Employee, then it uses the Employee's last name to sort alphabetically. In the above example, the sorting will be as follows:
1. WALTER R AVIS
2. KIMBERLY S DOUGLAS
3. ROBERT CHARLES SMITH
Register
The Register uses the Full Name field as the Employee's name. if you select to sort by Employee (option # 4) and then by Employee name (option #2) then it sorts by Last Name. . In the above example, the sorting will be as follows:
1. WALTER R AVIS
2. KIMBERLY S DOUGLAS
3. ROBERT CHARLES SMITH
Check
The check uses the Full Name field as the Employee's name. The checks are sorted by the choices made in the Register selections screen. In the above example, the sorting will be as follows:
1. WALTER R AVIS
2. KIMBERLY S DOUGLAS
3. ROBERT CHARLES SMITH
It is strongly recommended that you enter the Last Name in the abbreviation field and, if space permits, use a space between the First Initial and Last Name. Otherwise enter as much of the Last Name as possible.
It is also strongly recommended that you eliminate any special characters, such as commas or periods, from ALL name fields. The system will use the Abbreviation field to parse out the names correctly. This will greatly reduce the possibility of rejections by the Federal or State Authorities regarding quarterly and annual filings.
