Employee Viewer

Purpose:

Create, maintain and select Employee records.

Usage:

Canadian Payroll Notes

Canadian T4's the Employee User 7 field to print the registration number in box 50 on the T4.

Bonus Checks: Click Bonus Payroll Checks for details.

Note: Union Payroll
The Earning and Deduction Group fields on the Main tab are typically filled in for Union employees instead of entering individualized information on the Earnings and Deduction tabs.

Registry Entries:

Registry options enable you to control how prevailing wage overrides (specified in the Job record) are implemented. If you only wish to implement them for Job Cost Codes flagged as Field, click Registry Entry Global Settings: Field/Office Sensitivity . This registry entry also controls how Office/Field hours are determined for Payroll Reciprocity.

Refine Job Cost Calculation for Labor

Match Job Cost / GL Accrual of Labor

Use Employee Entity for Direct Wage Earnings Not Costed

Use Control Records' GL Entities for PR Deductions, Earnings, Taxes, etc,.Instead of Employees'

Registry Entry to Override Standard Hours for Salaried Employees

Registry Entry - Compute Payroll

Registry Entry Employee Viewer

Registry Setting: Office/Field Determined by Job Cost Code
An option of the sys-ffv-global-settings registry entry (Registry Entry Global Settings ) enables the system to determine whether hours should be considered 'office' or 'field' depending on the Job Cost Code's Work Type setting. If this option is implemented, hours charged to a 'Field' Job Cost Code will be considered field hours, regardless of whether the employee is Office or Field.

Screen Organization:

The tabs in the upper section organize the primary employee information. Click on one of the following links to see information on a tab.

Main Tab   Defaults Tab   Tax Info Tab  EEOC Tab  Other Tab  UserFields Tab  RateTest Tab Checks Tab

The tabs on the lower section of this screen display the employee 'child' tables. Click on one of the following links to see information on a tab.

Earnings Tab  Taxes Tab  Deductions Tab  Paid Time Off Tab  Direct Deposits Tab  Registry Tab  Recurring Wages Tab   Recurring Other Tab  Events Tab  Job Overrides Tab

This Help Topic lists the standard configuration of the fields in this record. If you are using a customized system, the fields on your screen may not match those described in this Topic.

Important Fields (Upper Section):

Main Tab

Employee Name:
This informational field will be filled in as you enter the first, middle and last name fields.

Employee Id: (10 character, only . and - special characters)
A unique Id. This field is required.

First Name:  Middle Name:  Last Name: (20 character x 3)
Enter the first, middle and last name of the employee.

Date of Birth: (mmddyyyy)
Enter the date of birth for this employee or press Alt+F7 (or double-click on the field) to access the Calendar to do so.

Date Hired:(mmddyyyy)
Enter the date of hire for this employee or press Alt+F7 (or double-click on the field) to access the Calendar to do so. To enter today's date, simply press the Spacebar.

Date Terminated: (mmddyyyy)
If this field is completed, Compute Payroll will not run for this employee. The Date of Termination should only be entered after the last paycheck has been run for the employee.

Soc Sec No: or Canadian SIN:
The employee's (US) Social Security Number; this field must be unique

or 

The employee’s Canadian Social Insurance Number; this field must be unique. This value must pass the Canadian registration number validation test.

Note: If Payroll is enabled, the Social Security / Canadian SIN number is a required field. If Payroll is not enabled, the Social Security / Canadian SIN number is not required by the system.

Home Phone:  Cell Phone:
The employee's home and cellular phone numbers.

Pager#1: Pager#2:
Enter the information for this employee's primary and secondary pagers.

Email
This field may be used to record the Employee’s Email address for informational and reporting purposes.

Mailing Address:
The employee's mailing address.

Emergency Information
This field may be used to record information (such as family contact details) that would be useful in case of an emergency. Up to 1000 characters may be recorded.

AddTech / EditTech
If a Technician is already associated with Employee, clicking the Edit Tech displays the appropriate Technician record.

If a Technician is not yet associated with the Employee, clicking the Add Tech button will launch the Technician form, with the Employee Id and the following fields completed from the Employee viewer:

Technician Name (from the Employee First + Middle + Last Name fields)

Technician Cellphone (from the Employee Cellphone)

Technician Pager (from Employee Pager 1)

Technician Email (from Employee Email)

Technician Address (from Employee Mailing Address)

The user should then complete the remaining Technician fields (being sure to set the Web Access fields correctly) and save the record.

Defaults Tab

Employee Type Id:
Enter an Employee Type for this employee or double-click on this field (or press Alt+F7) to select from a list of types.

Branch Id
The branch office (if any) this employee works out of. If your company uses branches, press Alt+F7 or double-click on this field to select from a list of branches.

WC Category Id:
Enter a valid Work's Comp category (or double-click to select from a list) to specify the default value for Labor Journal entries. Note that this field be overridden by the Worker’s Comp Category (if any) specified in the Job Cost Category record when making Labor Journal / Work Order Labor entries. If you maintain Worker’s Comp Categories for multiple states, a line should be entered for each state. The system will use the WC State field (in the Job record) to determine which Workers Comp category to use for each journal entry for field employees.

Disciple Id:
If Discipline records are included in your job cost reporting system, enter the default Discipline Id for this Employee.

Earnings Group Id:
Typically, this field is only filled in if this is a Union employee or in a situation where many employees share the same Earnings attribute and can therefore be assigned to an Earnings Group. It specifies the default Earnings Group for time card entries. In general, if you fill in the Earnings Group field for an employee you would not fill in the ERN tab of the employee record.

Premium Earnings: It is possible to accommodate the situation where an employee could have a base rate and the earnings group could be used to add a premium ON TOP of that base employee rate. Refer to Registry Entry - Compute Payroll for the appropriate registry entry.

Deductions Group Id:
This field is filled in if this employee is assigned to a Deduction Group. In addition to the deductions specified in the Deduction Group, you may include additional deductions for this employee on the DED (Deduction) tab. When computing payroll, the system will include deductions specified for this Deduction Group and any individualized deductions on the Deduction tab.

Direct Pay:

Regular:
Enter the regular Pay Type Id this employee is typically paid under for direct jobs. This field provides the default for Labor Journal entries for direct jobs and remote timesheet applications. The field is limited to Pay Types set to a Job Use type of All or Direct.

Overtime:
This field is only used to provide the default Overtime Pay Type Id for direct jobs on a specific custom time entry application. The field is limited to Pay Types set to a Job Use type of All or Direct and a Category of Overtime.

Doubletime:
This field is only used to provide the default Doubletime Pay Type Id for direct jobs on a specific custom time entry application. The field is limited to Pay Types set to a Job Use type of All or Direct and a Category of Doubletime.

Indirect Pay:

Regular:
Enter the regular Pay Type Id this employee is typically paid under for indirect (overhead) jobs. This field provides the default for Labor Journal entries for indirect jobs and remote timesheet applications. The field is limited to Pay Types set to a Job Use type of All or Indirect.

Overtime:
This field is only used to provide the default Overtime Pay Type Id for indirect (overhead) jobs on a specific custom time entry application. The field is limited to Pay Types set to a Job Use type of All or Indirect and a Category of Overtime.

Doubletime:
This field is only used to provide the default Doubletime Pay Type Id for indirect (overhead) jobs on a specific custom time entry application. The field is limited to Pay Types set to a Job Use type of All or Indirect and a Category of Doubletime.

Labor Rates

Regular:
The default regular Labor Rate category for this employee to use when entering hours in the Labor Journal and remote time applications. When entering labor hours on the Work Order Labor tab, the system will look to the Technician record for the default Labor Rate if the Job Cost Code is flagged as Field. It will look to the Employee Labor Rate for Office type jobs.

Overtime:
This field is only used to provide the default Overtime Labor Rate Id for indirect (overhead) jobs on a specific custom time entry application.

Doubletime:
This field is only used to provide the default Doubletime Labor Rate Id for indirect (overhead) jobs on a specific custom time entry application.

Prevailing Wages Jobs – Employee Overrides
If you are entering time for a Prevailing Wages Job, the Employee Overrides tab of the Job record will override the default employee Labor Rate and Pay Type when the cost code type is set to field for the journal entry.

Registry Setting: Office/Field Determined by Job Cost Code
A registry option (Registry Entry Global Settings ) determines whether hours should be considered 'office' or 'field' depending on the Job Cost Code's Work Type setting. If implemented, hours charged to a 'Field' Job Cost Code will be considered field hours, regardless of whether the employee is Office or Field.

Tax Info Tab

State Tax Authority
The taxing authority to which state payroll tax for this employee is due. If this is an office employee, the State Tax Authority on Labor Journal entries will default from this field. If this is a field employee, the State Tax Authority on Labor Journal entries will default from the State Tax Authority in the Job record.

Local Tax Authority
The taxing authority to which local payroll tax for this employee is due. If this is an office employee, the Local Tax Authority on Labor Journal entries will default from this field. If this is a field employee, the Local Tax Authority on Labor Journal entries will default from the Local Tax Authority in the Job record.

Other Tax Authority
The taxing authority to which other payroll tax (such as a county tax or payroll tax withheld for the employee's city of residence) for this employee is due. This could be a county tax, or a payroll tax withheld for the employee's city of residence. If this is an office employee, the Other Tax Authority on Labor Journal entries will default from this field. If this is a field employee, the Other Tax Authority on Labor Journal entries will default from the Other Tax Authority in the Job record.

Statutory Employee?
Flag this field (by double-clicking on it) if this employee earns wages but indicates that he/she is exempt from federal taxes. If this field is flagged, the Statutory Employee option in box 13 of the W2 form will also be checked.

Deceased?
Flag this field (by double-clicking it) if this employee has passed away.

Pension Plan?
Flag this field (by double-clicking on it) if this employee participates in a pension plan (such as 401(k)). If this field is flagged, the Retirement Plan option in box 13 of the W2 form will also be checked.

Legal Rep?
Flag this field (by double-clicking on it) if the individual named is the legal representative of the employee.

Deferred Compensation?
Flag this field (by double-clicking on it) if this employee received deferred compensation (such as 401(k)). If this field is flagged, the Retirement Plan option in box 13 of the W2 form will also be checked.

Note: If 401(k) Deductions are taken for this employee and a deduction amount appears in box 12 of the W2, the Retirement Plan field in the W2 form will be checked regardless of the status of the corresponding boxes in the Employee record.

W2 Fringes Paid:
This is a memo field and does not affect W2 reporting unless W-2 Support for Insurance Fringe Reporting is implemented via the Registry W2 Printing (sys-report-rw2) is implemented. If this entry is set, the system will treat the Employee's W2 Fringes Paid field as the value for the Excess Insurance. This change is supported by the W2 Magnetic Media reporting also.

EEOC Tab

Gender: Female Male
The default value for this field is Female. Double-click on the radio button adjacent to the 'Male' to select this option

EEO Class: Other - White - Black - Hispanic - Native American – Asian – 2 or more Races – N/A
The default value for this field is Other. Click on the radio button adjacent to another option to select it. N/A should be selected if the employee does not wish to provide this optional information.

EEO Category Id:

Enter the appropriate EEO Job Category Id for this employee for reporting purposes.

Ind. w/Disability? Disable Vet? Other Protected Vet? Newly Separated Vet?
Check any box or boxes applicable to this employee.

Other Tab

Pay Periods Per Year (2 numeric)
This field is required for Payroll computations. For example, if the employee is paid weekly, you would enter 52, biweekly (26), or monthly (12).

Annual Hours:
This field allows the Annual Standard Hours used in various payroll calculations for salaried workers to be employee-specific. If this field is set to zero, the system uses the global standard (as set by the Global Registry Entry for Standard Hours or by 2080 if this registry does not exist). This allows the user to control the Standard Annual Hours so that the effective pay rate written to job history will use the ‘correct’ rate (Salary / Standard Hours) without having to run Compute Payroll to have the pay rate updated to the correct effective rate (= Salary / Pay Periods / Hours Entered).

Executive P/R?
If this field is checked, it indicates that this individual receives executive payroll that should be kept confidential. A corresponding field also exists in the User and Employee.  By definition:

- An Executive P/R Employee is only accessible by an Executive P/R User.

- The Executive Payroll check box in an Employee record may only be set or cleared by a user with the Executive Payroll box checked in their user record

- An Executive P/R User has full access to ALL employees.

Executive Payroll enter/edit restrictions have been applied so that users without the Executive Payroll flag will not be able to access entries for Executive Payroll Employees in the Labor Journal, PR Journal and Job Journal as well as many reports. See Executive Payroll for details.

Target Ratio
This field is used in conjunction with the Employee Utilization Report. It indicates the target percentage of billable hours for this employee (% of hours worked on direct jobs). This field will appear on the Employee Utilization Report along with the calculated percent of time worked on direct jobs to provide a comparison of how close an employee is to his or her target value.

Office Field
If this employee always (or almost always) works in the office, select the Office option (by double-clicking on its radio button.) If the employee usually travels to a job site to work, select Field.

The system uses these fields to default the Payroll Tax Authorities in Payroll Adjustment and Labor journal entries. If the employee is marked as an office employee, the system looks at the State and Local Tax Authorities in the Employee record to determine the physical location of the employee when he was working on a job. If the employee is marked as a field employee, the system looks at the State and Local Tax Authorities in the Job record to determine the physical location of the employee when he was working on a job.

Driver's License:  Vehicle Number:
These fields enable you to track license and vehicle information for field service personnel.

GL Entity
This field enables Payroll Tax Liabilities, Deductions, Worker's Comp, and Earnings entries to be assigned to specific entities. If this field is completed, it will be used in Compute Payroll as follows unless overridden via Use Control Records' GL Entities for PR Deductions, Earnings, Taxes, etc,.Instead of Employees':

Payroll Tax Liability: Credit Entry
If a GL Entity Id has been entered in the Employee record, the credit will be applied to this Entity.
If the GL Entity Id field is blank in the Employee record, the system will credit the GL Entity in the Tax Authority record (if the GL Entity is filled in).
If the GL Entity is blank in both the Employee and Payroll Tax Authority records, a GL Entity will not be credited.

Deductions: Debit Entry
If a GL Entity Id has been entered in the Employee record, the debit will be applied to this Entity.
If the GL Entity Id field is blank in the Employee record, the system will debit the GL Entity in the Deduction (if the GL Entity is filled in).
If the GL Entity is blank in both the Employee and Deduction records, a GL Entity will not be debited.

Workers Comp: Debit and Credit Entries
If a GL Entity Id has been entered in the Employee record, the debit and credit entries will be applied to this Entity.
If the GL Entity Id field is blank in the Employee record, the system will look to the Workers Comp record for the GL Entity.
If the GL Entity is blank in both the Employee and Workers Comp records, a GL Entity will not be debited or credited.

Earnings: Fringe Credit Entry
If a GL Entity Id has been entered in the Employee record, the credit for fringes will be applied to this Entity. If the GL Entity Id field is blank in the Employee record, the system will credit the GL Entity in the Earnings record (if the GL Entity is filled in).
If the GL Entity is blank in both the Employee and Earnings records, a GL Entity will not be credited.

The above functionality will be trumped if the following registry is enabled to force the Credit to follow the Debit::
Registry Id: sys-ffv-global-settings Setting Key:  PRAccrualGLEntityMatch Setting Value: true (default false)

Remote User Identification: (30 char)
This field is not currently used by SAMPro.

Remote Time Sheet Group:
This field enables filtering during the RCP Post for time entered via the Remote Timesheet Applet. This allows you to post time for selected groups. For example, if you have both hourly (that are paid every week) and salary employees (that are paid on the last day of each month). If you were to enter the Remote Time Group field of weekly employees as w, and the Remote Time Group field of salary employees as m, you could post time for hourly and salary employees separately by completing the Remote Time Group field in the Start RCP Post function.

Remote Time Sheet Style (may be labeled TimeAnywhere Type):

TimeAnywhere Users:

Set this field to Individual if this employee will only be entering time for him or herself.

For Crew Managers, this field MUST be set to Foreman in order for them to also see and log time for their Crews.

Remote Timesheet (Dialect) Users:

This field is used to control what Remote Timesheet options and reports this employee can access. If this field is completed, the system will check for a corresponding sys-remotetime-style registry entry to use when the employee logs on to the remote time screen. For example, if this employee is a project manager, and the Remote Time Sheet Style is filled in with pm, the system will look for the registry entry sys-remotetime-pm to determine what options and reports this user should have.

User Fields

Employee  User1-20:
These optional fields may be used to enter information specific to your company (additional Id information, account numbers, etc.

Notes for Canadian Users:

The User fields need to be set as follows for T4 printing:

Employee User8 field set to "Y" is used to flag CPP-QPP Exempt in Box 28.
Employee User9 field set to "Y" is used to flag EI Exempt in Box 28.
Employee User10 field set to "Y" is used to flag PPIP Exempt in Box 28.

Rate Test

This tab enables the user to see what the Employee's Pay and Job Cost rates are under a variety of scenarios (e.g., specific dates, jobs, etc.)

Data Entry Fields:

Hours:  Date:
These fields must be completed to see the basic Pay and Job Cost rates for this Employee.

Work Order Id:   Job Id:  Job Cost Code: Job Cost Category:
Completing these fields allows the user to see Pay and Job Cost calculations for the selected Job/Work Order (e.g., prevailing wages, pay adjustments, etc.).

Bill Item:  Extra:  Labor Rate:  Billing Rate Type: Revenue Rate:
These fields allow the user to see the revenue rate/amount revenue for the Hours entered above.

Pay Type:  Earnings Group:  
Allows for additional refinement / investigation of Pay and Job Cost rates.

Clicking this button displays a workspace with the expected GL activity for the scenario being 'tested'.

Results Fields:

These display-only fields are calculated based on the Data Entry fields completed the base information for this Employee.

Pay Rate: Pay Rate Additional: Pay Rate Premium:
If the selected Job's Employee Override specifies a Pay Adjustment for the employee, it is included in the Pay Rate and displayed separately in the Pay Rate Adj. field below. The Premium field displays premium rates such as Overtime (if Overtime Pay is specified).

If a Prevailing Rate Job is selected, the Pay Rate displays the Prevailing Wage and the Pay Rate Additional displays the difference between the Prevailing Wage and the employee's 'normal' Pay Rate.

Pay Amount:
This field displays the result of the Pay Rate times the Hours specified.

Fringes Unit Cost:  Fringes Cost:
Calculated based on the Data Entry fields computed for this Employee.

Burden Cost:
Calculated based on the Data Entry fields completed for this Employee and how the LaborJobCostRateMethod is set.

Unit Cost:
The total Job Cost Unit rate based on the Data Entry fields completed for this Employee and how the LaborJobCostRateMethod is set.  Earnings are only included in this field if they are flagged as Job Cost.

Amount Cost:
This field displays the result of the Unit Cost times the Hours specified.

Pay Rate Adjustment:
If the selected Job's Employee Override tab specifies a Pay Adjustment for this employee, it is displayed here.  

Prevailing Wage? Prevailing Wage Type: PW Labor Rate:  PW Fringe Rate:
Displayed if a Prevailing Wage Job is specified.

CIP?  CIP Discount %  CIP Discoult/Hour:
Displayed if Owner Controlled Insurance Program (OCIP) and Contractor Controlled Insurance Program (CCIP) discounted insurance job costing is enabled for the selected job.

Select Rate Method to Test
By default, the Rate Method will be set to configuration currently in use (see table below). Switching to a different Method will automatically reset the Rate Tab to the values which would be obtained if that method were in effect.

Checks Tab

This tab lists the payroll checks computed and (posted and unposted) for this employee.The Checks list is filtered to exclude rows where both the Payroll Period and Effective Date are empty.

Effective Date:  Source:

This field will display the check's Effective Date if it has been successfully printing and posted. The Check # will appear in the Source.

Checks COMPUTED but not printed & posted will display with an Effective Date of  *UNPOSTED*  and a check # 0.

If the Effective date is set to **ERRORS**, then errors prevented Compute Payroll from being run successfully for this employee OR Labor was changed AFTER the Compute Payroll was run for this employee.  No check will be created until the Compute Payroll is run and the error has cleared.

 The User can double click on an entry to see check details.

The Checks Viewer (PRHistory) has tabs for HOURS, EARNINGS, DEDUCTIONS, TAXES, OTHER, GL, WORKERS COMP, any ERRORS from Compute P/R, and JOB COST which can be useful to view when making a Payroll Adjustment.

Note: The JOB COST tab is NOT what is stored in JOB COST HISTORY but what is in PAYROLL JOB COST.  This tab does NOT contain any Earnings types of WAGE or N/A (such as Burden).  This tab collects certain PR-to-JCH expenses depending upon set-up options and may be NOT contain any information depending upon your companies specific set up criteria / model. If accruing Estimated Taxes and/or Fringes, this tab may be empty.   This tab may collect summarized or detail information based on the following settings:

Employer-paid Taxes (from certain Tax Authorities where Job Cost option is checked)

Workers Comp insurance (from WC State records where Job Cost option is checked)

Union fringe benefits (from Earnings types set as Fringe & Job Cost PR Check option is checked )

Liability Insurance Expense (from custom Registry option sys-insurance)