The Employee File Maintenance application is used to maintain the basic data connected with all your employees. There are essentially three types of data stored in the Employee File, corresponding to the four entry screens in this application:
‑ Data identifying and defining the employee, such as employee number, name, address, birth date, pay rates, federal, state and city tax calculation information, etc.
‑ Data on the employee's regular deductions.
‑ The accumulated period‑to‑date, quarter‑to‑date and year‑to‑date hours and dollar amounts for the employee.
The General Ledger account number entered for the employee's wage account is the default account for all wage distributions that the user does not distribute manually (on the distribution screen of Time Transaction Processing or Manual Transaction Processing). This wage account will be used specifically in the following cases:
‑ If the Payroll Setup indicates that wages are never distributed;
‑ If the individual employee is flagged for no distribution (field 52 on the first screen in entry field descriptions of this section).
‑ As the default account for all types of pay (except vacation, holiday and sick pay), on the distribution screen of the Time Transaction Processing and Manual Transaction Processing applications, when the user presses the return key;
- As the default account for vacation, holiday, and sick pay if the respective accounts have been entered as all 9's in Payroll Setup.
‑ Whenever an expense account is specified (in Payroll Setup, the State/City Tax Code File or the Deduction/Earning Code File), which is only the first portion (main account number) of the account number, the second and third portions (profit center, and department number) are taken from the second and third portions of the wage account respectively. (Note that if the G/L account number format is such that the profit center and/or department numbers are not used, as specified in the Company file, then the current remark does not apply.)
State and City Withholding Tax Data
This Payroll package uses a generally utilized scheme for calculating state and city withholding taxes. Most of the data defining these tax calculations is kept on the State/City Tax Code File. However, there are several pieces of information concerning these calculations that are stored directly in the Employee and the Employee Tax Code Files. The data in these three files, State/City Tax Code File, the Employee File and the Employee Tax Code File, are used by the Calculate Payroll application to determine the employee's withholding tax.
The calculation method and parameters for worker's compensation are defined on a state‑by‑state basis in the State/City Tax Code File. All of the worker's compensation data specific to each employee is included in the Employee File and the Employee Tax Code File. During the posting of payroll checks, and the posting of manual payroll transactions, the data in these three files, State/City Tax Code File, the Employee File and the Employee Tax Code File, is used to calculate each employee's eligible wages or hours, which is accumulated into the Worker's Compensation Accumulation field in the Employee record. The worker's compensation premium due is also calculated at this time, for each employee, and is posted to the Payroll Distribution File (if the Worker's Compensation Expense Account in the State/City Tax Code File is not zero).
For states, which demand both an employee and employer worker's compensation liability, refer to the sections of this manual detailing the capabilities of the labor and industry code method of withholding and reporting.
NOTE: If additional state tax codes are used then the worker's compensation accumulation for these codes are in the Employee Tax Code File. Manual payroll transaction processing does not use the tax codes in the Employee Tax Code File.
By selecting Notes from the Employee File Maintenance menu bar, you can define any additional requirements for each employee record on file. The benefit of this feature is apparent when you need special information that isn't present in any other file maintenance application. The Notes function displays a window that enables entry of the employee's number. You can enter up to 5 lines 30 characters each of additional comments plus one date and 1 amount field. This option must be entered in the PR Setup in the Util_setup pull down window before you can access this application.
You may print a listing of the employee-by-employee number order with the employee comment lines.
You may print a listing of the employee file by employee name order.