Employee Information - Update allows you to add or edit an employee record. You can specify a Title and edit the First Name, Middle Name, Last Name, and Suffix fields.
This Section Includes:
The following fields are available on the Employee Information tab:
•Home Department
•Minister: Selecting this box assures that this employee will not have Social Security or Medicare tax calculated. It also allows compensations that are marked "Minister Only" to be assigned to this employee. (Employees marked as "Minister" normally have a Filing Status of "Exempt - Do Not Use Tables" on the Taxes tab.)
•Work Status: Select Full Time, Part Time, or Temporary.
•Employment Status: Select Active, Inactive, or Terminated.
•Ethnic Group
•Secure: Selecting this option makes this employee record visible to only those having rights to secured employees.
•TimeClock ID Number: You can manually enter a number or leave this field blank to have the next available number automatically assigned. When a new employee is added to Payroll the system also automatically assigns the next available number.
•Can Approve Home Department(s): Select the departments that this employee has rights to approve time-off hours.
•Note
•Hire Date
•Termination Date
•Next Review Date
•Rehire Date
•Minister Date
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Enter a '0' in the TimeClock ID Number field if you want to leave the employee out of the TimeClock Export file. |
The ID # of the individual is also displayed.
Add or edit compensation distributions on the Compensation tab. Click the Expand .png){kind=small}
icon by any compensation to view detail history for that compensation. The detail history is sorted with the current distribution at the top. To add new detail to a current compensation (e.g., an employee is getting a raise) click Add New Detail. The steps are the same as listed below with the following exceptions:
•You do not select the Compensation or Distribution
•You do not have options for Active or TimeClock Default
Click the Edit 
icon by an existing detail line to edit or click Add New Compensation to display the Add New Compensation window.
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Select the Compensation, Distribution, and whether the distribution is Active. If using TimeClock, the distribution can be set as a TimeClock Default. Selecting this option causes Time Off hours to be applied to this distribution exclusively when importing a TimeClock file. Only one compensation per employee can be marked as a TimeClock Default. Select if this distribution is the Scheduled Time Off Hours Default. The first compensation distribution on an Employee's record has this option selected automatically. Selecting this option will cause Scheduled Time Off Hours to be applied only to this distribution when processing payroll. Only one compensation per employee can be marked as the Scheduled Time Off Hours Default.
Select the Starting Date for the distribution. This is used when processing payroll to determine which compensation distribution is used in that run. You can then select the Frequency, #Pay/Year, Pay Group, and Classification.
Frequency is the frequency in which the distribution should occur. Select from the following options:
•Regular Basis: This means that the Compensation is used every time payroll is processed.
•Occasionally: The amount field is disabled if you choose this option. This allows you to enter an amount when the employee is being paid. Examples: Paying custodians for occasional weddings or reimbursing for accountable business or automobile plans where the amounts are not known until the expenses are submitted.
•Non-Cash: This is for non-cash means of payment. It does not appear automatically on every payroll. Example: Giving church employees a gift card for a special occasion.
The #Pay/Year is used for calculating check amounts and taxes.
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If you select '1 for Bonus Pay' for #Pay/Year, the program automatically applies a flat rate of 25% federal withholding tax. |
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If you select Custom, for #Pay/Year, you are prompted to enter a number 1 - 53. |
For Pay Group you can select from the pay groups set up through Employer Information (More Information).
For Salaried employees select Annual or Periodic and input the proper Rate. Payroll calculates the check amount distribution for you based on the #Pay/Year selection.
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For Hourly employees input their hourly rate into the Periodic Rate field.
Select the Worker's Compensation type and the Project if applicable. You can also enter a Note.
Click the Apply button to add the distribution and begin adding another, the OK button to add the distribution and return to the Compensation tab, or the Cancel link to return to the Compensation tab without adding the distribution.
If you need to change the settings on a distribution you can click the pencil by an existing detail line to edit or click Add New Detail to add an additional detail record to the compensation distribution. Follow the instructions above making sure to specify a Starting Date for when the new detail goes into effect.
Add or edit deduction distributions on the Deductions tab. Click the Expand icon by any deduction to view detail history for that deduction. The detail history is sorted with the current distribution at the top. To add new detail to a current deduction (e.g., an employee is increasing how much is withheld) click the 
Add New Detail icon-link. The steps are the same as listed below with the exception of there being no Active option.
Click the Edit icon by an existing detail line to edit or click Add New Deduction to display the Add New Deduction window.
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Select the Deduction, Distribution, and if the distribution is Active. Select the Starting Date for the distribution. This is used by Payroll to determine which deduction distribution to use when processing payroll.
Select the Frequency of the deduction. If you select Occasionally the distribution has to be manually added when processing payroll.
Select the deduction Type:
•Fixed Dollar: Enter a fixed dollar amount to be deducted from the individual's check before taxes (e.g., $50.00).
•% Federal Gross: The deduction is based on all compensations subject to federal withholding, including non-cash compensations.
•% Net: The percentage entered calculates the amount deducted based on net pay (after taxes and deductions).
•Per Hour: Enter the amount per hour to be deducted from the individual's check (for hourly employees).
•% Federal Taxable: The deduction is based on all compensations subject to federal withholding (including non-cash compensations) less pre-tax deductions that are not subject to federal withholding.
NOTE: Using a percent of the taxable base before the taxable base has been calculated is not a standard accounting procedure. Therefore, % Federal Taxable is calculated as a percent of the gross for deductions that are not subject to federal taxes. Even though these deductions are federally taxed, the federal basis amount is reduced by the amount of the deduction. Any overtaxed money is returned when filing taxes next year.
•% State Taxable: The deduction is based on all compensations subject to state withholding (including non-cash compensations) less pre-tax deductions that are not subject to state withholding.
•% Local Taxable: The deduction is based on all compensations subject to local withholding (including non-cash compensations) less pre-tax deductions that are not subject to local withholding.
•% County Taxable: The deduction is based on all compensations subject to county withholding (including non-cash compensations) less pre-tax deductions that are not subject to county withholding.
•Per Reg./OT Hour: Enter the amount per regular/overtime hour to be deducted from the individual's check (for hourly employees).
•% Gross: The deduction is based on the total of all compensations.
•% Federal Gross Without Non-Cash: The deduction is based on all compensations subject to federal withholding, excluding non-cash compensations.
Select the Cycle for the deduction: Every Pay Period or one of the other 5 pay periods. You can then enter the Amount, Limit, Applied, and Matching Percent or Matching Dollars if applicable.
The Applied field displays the amount of money that has been applied towards the Limit for this deduction from previous payroll runs, but can also be manually adjusted for special circumstances. For example, if you started using Payroll mid-year and wanted to correctly reflect monies that have been applied towards the Limit in your previous system, you can adjust the Applied field accordingly.
Use the Note field to enter text relating to this deduction.
Click the Apply button to add the distribution and begin adding another, the OK button to add the distribution and return to the Deduction tab, or the Cancel link to return to the Deduction tab without adding the distribution.
If you need to change the settings on a distribution you can click the pencil by an existing detail line to edit or click Add New Detail to add an additional detail record to the deduction distribution. Follow the instructions above making sure to specify the Starting Date the new detail goes into effect.
This Section Includes:
NOTE: The IRS released Form W-4 2020, which goes into effect January 1, 2020. The new form must be used by those employees hired on and after January 1, 2020. Existing employees are not required to fill out the new Form W-4 2020. However, if an existing employee wants to make a change to their withholding amounts, then they must use the new Form.
You might find the following links to IRS.gov helpful:
•Employee’s Withholding Certificate with instructions
•2020 Percentage Method Tables for Automated Payroll Systems
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1. Select the Filing Status for the employee.
2. Enter the Extra Dollars or Extra Percentage if applicable.
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Employees marked as "Minister" on the Employee Information tab normally have a Filing Status of "Exempt - Do Not Use Tables" on the Taxes tab. |
The following options are also available:
•Pension Plan Qualified: Select this option if the employee meets the requirements. This places an "xx" in the Retirement Plan field in box 13 on the W-2 form.
•Third Party Sick Pay Withholding: Select this option if you want to activate Third Party Sick Pay Withholding for this employee. If you enter a manual check for an employee with this option selected, the withholding and EIC fields on the Tax tab are enabled so amounts can be entered.
•Statutory Employee: Click this for more information on Statutory Employees on the IRS web site.
•Enter the # of Allowances.
•Select the State for Unemployment.
If the employee needs state, local, or county taxes added to their record, click Add New Tax.
1. Select the Tax Table
2. Select the Status (Normal, No Standard Deductions, or Do Not Use Tables).
3. Enter the Exemptions.
4. Enter the Extra Dollars.
5. Enter an Extra Percent.
6. Enter Reduce Tax Base By if applicable. This reduces the tax basis for the selected tax table, but only for calculation purposes. The Tax Basis on the Check/Voucher Stub and the State/Local Wages on Form W-2 will not be reduced.
Click the Apply button to add the tax distribution and begin adding another, the OK button to add the tax distribution and return to the Taxes tab, or the Cancel link to return to the Taxes tab without adding the tax distribution.
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The Reduce Tax Base By option reduces the tax basis of the Tax Table selected (State/County/Local tax) before it calculates the tax withholding for that Tax Table. For example, if a person lives in a state where the personal exemption is unique to them (e.g., it is calculated by completing a state form), one could enter that personal exemption in the Reduce Tax Base By field so that it is deducted from the tax basis before it goes through the Tax Table and calculates the tax withholding. |
NOTE: The IRS released Form W-4 2020, which goes into effect January 1, 2020. The new form must be used by those employees hired on and after January 1, 2020. Existing employees are not required to fill out the new Form W-4 2020. However, if an existing employee wants to make a change to their withholding amounts, then they must use the new Form.
You might find the following links to IRS.gov helpful:
•Employee’s Withholding Certificate with instructions
•2020 Percentage Method Tables for Automated Payroll Systems
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1. Select the Filing Status for the employee.
2. Enter the Extra Dollars or Extra Percentage if applicable.
3. Enter the Other Income if applicable. (The amount in box(4a) on the Form W4 2020 and after).
4. Enter the Other Deductions (not Standard). (The amount in box(4b) on the Form W4 2020 and after).
5. Enter the Allowances Deduction Amount. (The amount in box(3) on the Form W4 2020 and after).
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Employees marked as "Minister" on the Employee Information tab normally have a Filing Status of "Exempt - Do Not Use Tables" on the Taxes tab. |
The following options are also available:
•Only Two Jobs: Check this box if box 2(c) is checked on the Form W4 2020 and after.
•Pension Plan Qualified: Select this option if the employee meets the requirements. This places an "xx" in the Retirement Plan field in box 13 on the W-2 form.
•Third Party Sick Pay Withholding: Select this option if you want to activate Third Party Sick Pay Withholding for this employee. If you enter a manual check for an employee with this option selected, the withholding and EIC fields on the Tax tab are enabled so amounts can be entered.
•Statutory Employee: Click this for more information on Statutory Employees on the IRS web site.
•Select the State for Unemployment from the drop-down.
If the employee needs state, local, or county taxes added to their record, click Add New Tax.
1. Select the appropriate Tax Table.
2. Select the Status (Normal, No Standard Deductions, or Do Not Use Tables).
3. Enter the Exemptions.
4. Enter the Extra Dollars.
5. Enter Extra Percent.
6. Enter Reduce Tax Base By if applicable.
Click the Apply button to add the tax distribution and begin adding another, the OK button to add the tax distribution and return to the Taxes tab, or the Cancel link to return to the Taxes tab without adding the tax distribution.
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The Reduce Tax Base By option reduces the tax basis of the Tax Table selected (State/County/Local tax) before it calculates the tax withholding for that Tax Table. For example, if a person lives in a state where the personal exemption is unique to them (e.g., it is calculated by completing a state form), one could enter that personal exemption in the Reduce Tax Base By field so that it is deducted from the tax basis before it goes through the Tax Table and calculates the tax withholding. |
The ACH Account is an optional feature that allows you to auto-deposit pay instead of printing a check. ACH can be distributed by either a dollar amount or a percentage. Select either method from the drop-down list. (If you select the "Do not Use ACH" option from the drop-down list, then the options on the ACH Accounts tab become disabled.)
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Click the Add New ACH Account icon-link to add a new account. The Add New ACH Account window appears. Enter the following information.
•Account Type: Select either "Checking" or "Savings" from the drop-down list.
•Bank Routing #: Enter the bank routing number.
•Bank Account #: Enter the bank account number.
•Amount/Percent: Depending on whether you chose to distribute by amount or percent, enter the amount or percent in this field.
NOTE: Leave the Amount/Percent field with "$0.00" or "0.00%" to have all of the pay go to that account. If more than one account is entered, the account with "$0.00" or "0.00%" entered is used for the remaining amount or percent.
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NOTE: A check scanner device can be used to enter the Bank Routing # and the Bank Account # if you have installed the Scanner Client executable. To install the Scanner Client executable, hover over the Information (1).png){kind=small}
icon next to the Bank Routing # field and then click the click here link to download the executable. Refer to the Installing and configuring the Scanner Client executable section for more information.
Click the Apply button to save the ACH account and add another ACH Account.
Click the OK button to save the ACH account.
Click the Close link to return to the ACH Accounts tab without saving your changes.
Existing Accounts:
After adding an ACH Account, you have the following options.
•Click the Edit icon to modify the ACH Account information.
•Click the Delete .png){kind=small}
icon to remove the ACH Account from the customer record.
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Enter the Time Off Hours information that applies to the employee. In the Available column enter how many time off hours of each type the employee started the current period with. The Used column shows how many hours of each type have been used by the employee. The Remaining column shows remaining hours for each type.
If your organization uses an accrual method for time off use the Per Pay or Per Hour columns to input this information. In the Maximum column enter the maximum number of allowable time off hours per type.
The Starting Date field allows you to select which Starting Date you are viewing and editing. You can add a new Starting Date by clicking the Add New Allowable Starting Date link. This adds the date for the current employee only. Use the Create New Time Off Starting Date utility to add a new allowable starting date to all employees (More Information).
In the Scheduled Time Off starting grid you can view and edit existing scheduled Time Off Hours. Open an existing schedule by double-clicking an entry or clicking the pencil to edit or click Add New Schedule to create a new schedule.
In the Edit Schedule window enter the Date and applicable Time Off Hours. Click the Update button to save the schedule or the Cancel link to return to the Time Off Hours tab without adding the schedule.
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When you create scheduled time off make sure to select the option to include scheduled time off hours when selecting employees to pay. |
The Phones tab displays the phone numbers assigned to an employee and has options to modify these phone numbers.
The following options are available on the Phones tab.
•Click the (1).png){kind=small}
link to add a new phone number.
•Click the Edit icon to modify an existing phone number.
•Click on the Phone Type, Phone Number, or Extension header to sort the list of phone numbers by that header.
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Add or Edit a Phone Number:
The following fields are available when selecting to add or edit a phone number.
•Phone Type: Select the phone type from the drop-down list. (Phone types can be modified on the Lookups page. To navigate there, click the Applications option from the Top menu and then select Utilities -> Lookups. Also, the order of the Phone types can be modified on the Lookups page.)
•Phone Number: Enter the phone number. The phone number is automatically formatted when your cursor leaves the Phone Number field. For example, if you enter "9015551234", the number is automatically formatted to display "(901) 555-1234".
•ext.: Enter the phone number extension (optional).
•Unlisted: This check box is informational. Selecting this option does not prevent the phone number from printing on reports.
•SMS: This check box is informational.
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All phone numbers must have an Area Code. If a phone number is entered without an area code (7-digits), then the default area code is added automatically. The default area code is specified on the Utilities > Organization page. To navigate there, click the Applications option from the Top menu and then select Utilities -> Organization. |
Click the 
button to save your changes and return to the Phones tab.
Click the Close link to return to the Phones tab without saving your changes.
The Emails tab displays the email addresses assigned to an employee and has options to modify these email addresses.
The following options are available on the Emails tab.
•Click the .png){kind=small}
link to add a new email address.
•Click the Edit icon to modify an existing email address.
•Click the Delete 
icon to remove an email address from the system.
•Hover over the Note 
icon to display the text stored in the Note field.
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Add or Edit an Email Address:
The following fields are available when selecting to add or edit an email address.
•Email: Enter an email address. The email address must be formatted correctly using the "@" symbol and a period.
•Note: Enter a Note (optional). Entering a note causes the Note icon to display on the Emails tab.
•Active: Only Active Email Addresses are used for contacting the employee and for reporting purposes.
•Preferred: Only one email address can be designated as the Preferred email address. The Preferred Email address displays at the top of the List of Emails grid. It is used by the system to contact the employee and for reporting purposes.
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If the Preferred email address is not marked Active, the system defaults to using the next available Active email address listed on the List of Emails grid. |
Click the button to save your changes and return to the Emails tab.
Click the Close link to return to the Emails tab without saving your changes.
The Addresses tab displays the addresses assigned to an employee and has options to modify these addresses.
The following options are available on the Addresses tab.
•Click the (1).png){kind=small}
link to add a new address.
•Click the Edit icon to modify an existing address.
•Click the Delete icon to remove an address from the system.
•Click on the Address Type, or Address header to sort the list of addresses by that header.
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Add or Edit an Address:
The following fields are available when selecting to add or edit an address.
•Address Type: Select the address type from the drop-down list.
•Address Line 1: Enter the first line of the address.
•Address Line 2: Enter the second line of the address (Optional).
•Postal Code: Enter the Postal Code/Zip Code.
•City: Enter the name of the City.
•State: Select the State from the drop-down list using your mouse or type the first letter of the state. (You can continue to press the first letter of the state to scroll through the states that start with that letter.)
•Country: Select the Country from the drop-down list.
•Primary: Only one address can be designated as the Primary address. The Primary address displays on grids and is used by the system to contact the employee and for reporting purposes.
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The Address Types and the Country drop-down options can be modified on the Lookups page. To navigate there, click the Applications option from the Top menu and then select Utilities -> Lookups. Also, the order of the Address types and Countries can be modified on the Lookups page. |
Click the button to save your changes and return to the Addresses tab.
Click the Close link to return to the Addresses tab without saving your changes.
Enter the Birth Date, Social Security Number, Salutation, Gender, Marital Status, and Position in the fields provided.
The Attachments tab allows you to attach files accessible from your device or to scan image files using the Scanner.Client.exe program. See the Attachments Help Page for detailed information regarding the attachments feature.
Click the Apply button (if applicable) to save your changes to the new employee record and start adding a new employee, the Update button to save your changes and return to the Employee Information page, the Reset link to undo all changes since the last time the record was updated, or the Cancel link to discard all changes and return to the Employee Information page. You can also click the Previous button to begin editing the previous employee in your search results or the Next button to begin editing the next employee in your search results.