Setting Up Employees

Can I delete an employee?

An employee can only be deleted if the employee has never had a recorded payroll balance. You can set the employee status to D (Terminated) if you no longer want to include the employee in payroll processing.

My employee changed her name. Can I rename an Employee ID?

Yes. Click the Rename Employee ID button on the Maintain>Employee Information form. It is only available when the form is blank (no Employee ID is selected). Select the Current Employee ID, enter a unique New Employee ID, and enter Comments. Click OK. An employee ID cannot be renamed if there are pending transfers, regular or supplemental timesheets, calculated payrolls, or pending direct deposits or if the Status of the Employee ID is set to D (Terminated).

How do I set up an employee who is exempt from FIT withholding but should still receive a W-2?

Change the Number of Withholding Allowances to "99" on the Maintain>Employee Information>Federal Tax tab. This will cause the employee's subject and gross earnings to be included on the FIT tax history but deduct no withholding amount from the employee's pay check/voucher.

How can I pay an employee two different pay rates for hours worked?

This can be accomplished in several different ways by setting up multiple earning codes. One way to accomplish this is to set the employee's hourly rate at one of the rates and establish an earning code using the calculation method "Employee Pay Rate." Next, you would create a second earning code with a calculation method of "Rate Multiplier" and select a rate that will yield the different hourly rate of pay when multiplied by the hourly rate. An alternative method is to setup an earning code with "Employee Pay Rate" and another with "Fixed Hourly Amount." Assign the two earning codes with the appropriate number of hours on the employee's timesheet.

How can I pay a salaried employee for overtime or hours worked?

Use an earning code with a calculation method of "Rate Multiplier." Select a rate that will yield the desired hourly rate of pay when multiplied times the Equivalent Hourly Rate displayed on the Maintain>Employee Information>Job and Pay tab. Assign the new earning code on the employee's timesheet with the appropriate number of hours.