Reviewing the Employee File

1. Reviewing the Employee File Screens #01 - #06

2. Payroll Information To create/update/inquire on an employee file in Zortec, first choose option #01 – Payroll Information.

3. Payroll Information Select #20 – Change Employee Information. At the C,U,I,D prompt, type “C” to Create, “U” to Update, or “I” to Inquire. For the purpose of this presentation we will use “I”nquire.

4. Search and Select Depending on your setup, you may receive the Search & Select screen. Enter the search criteria necessary to pull up the employee requested and hit <ENTER>

5. Screen 01 – Master Record Info • The `Name' field contains the full name of the employee, last name first. The name that appears here will appear on all payroll checks and reports for this employee. • The `Address' field contains the employee's address information (street address, post office box, and so on) • The `City-State' field contains the city and state where the employee resides. • The `Zip' field contains the employee's standard zip code. If the data entry clerk wanted to use an extension, then it will also appear. • The `Ssn' field contains the employee's social security number, and is a required field. • The `Access' field is used to control which data entry personnel have access to this specific employee record. These codes correlate with the access codes assigned on the user profile.

6. Screen 01 – Master Record Info • The `Dates' portion of the screen contains a variety of dates that describe various aspects of this worker's employment. • The `Employed' field contains the month, day, and year of this employee's original date of employment. • The `Terminated' field contains the month, day, and year on which this employee was terminated, for any reason. • If the employee has been terminated, then the `Term Code' field will contain a code to identify the type of termination. This code is user-defined. The Payroll system does NOT maintain a table of termination codes. • The `Birthday' field contains the month, day, and year on which this employee was born. • The `Evaluation' field contains the month, day, and year on which this employee was last formally evaluated. • The `Service' field contains the month, day, and year on which this employee's next evaluation is scheduled.

7. Screen 01 – Master Record Info • The `Status' field will contain "A" = Active, "I" = Inactive, "T" = Terminated, “L” = Leave, “P” = Personnel, or “V” = Leave w/Pay. Employees must have an “A”ctive status to received a check from payroll process. • The `Payroll #' field contains the number of the payroll department or division to which this employee is assigned. • The `Paytype' field will contain "S" if the employee is paid a salary or "H" if the employee is paid an hourly wage. • The `Payfreq' field contains the Office Manager defined code used to identify the schedule on which this employee will be paid. • The `Full/Part' field will contain "P" = Part-time, "F" = Full-time, "T" = Temporary, "S" = Seasonal, "C" = Contract employee, or "A" = Appointed.

8. Screen 01 – Master Record Info • The `Dist. Type' field may contain "S" if this employee's payroll costs will be a standard distribution. A standard distribution means that the payroll costs are distributed to one department or set of accounts. The field may contain "%" if this employee's payroll costs will be a percentage distribution. A percentage distribution account means the costs may be distributed over many departments/payroll accounts. The answer in this field will determine what fields will appear on screen 4, the Pay Distribution screen and where they will appear on the screen. • The `Location' field contains the code that you want to use to describe the department or physical location where this individual actually works, like a department, location in your building, and so on. • The `Calc Status' field indicates whether or not there is an error on the employee setup. This field must say “OK” for the employee to be calculated in the payroll.

9. Screen 01 – Master Record Info • The `Job Title' field contains the official job title of this employee. • The `Misc Code' field is used to record a special code created by your site for whatever needs you find. The field will be blank if a code was NOT assigned. • The ‘Dept’ field is used to record the GL department for this employee and is mostly used in conjunction with the Personnel System..

10. Screen 01 – Master Record Info • The `Gender' field will contain "M"if the employee is a male or "F" for female. • The `Race' field will contain "W" if the employee is White, "B" for Black, "H" for Hispanic, "A" for Asian, or "I" for Native American. • The `Marital St' field will contain "S" if the employee is single or "M" if the employee is married. • The `Home Phone' field contains the employee's residential phone number. • The `Business Ph' field contains the employee's office phone number. • The `Ext' field may contain the employee's extension, if applicable, at work.

11. Screen 01 – Master Record Info • The `Time Card' field will contain "Y" if the employee will use a time card to record pay hours or "N" if the employee will NOT be using a time card. This field is not linked with the payroll process. Instead, it is used by the user-defined reports. • The ‘Class Code’ field is a miscellaneous field used to classify a group of employees. • The `Insurance Codes' field is used to enter any desired user- defined codes, designed to note information about this employee's insurance coverage. The data entry clerk may have entered up to three codes, like "S" for single coverage or "D" for dependent coverage. Or, maybe your company offers different kinds of coverage that you want to keep separate. • The `Shift' field is used to describe which shift, if any, that this employee is assigned to. The data entry clerk may have typed the user-defined number or letter that represents the shift (1, 2, 3, A, B, etc.) that this employee works in the `Shift' field. • The `Position' field will contain the code that describes the actual position in which this person is employed.

12. Screen 01 – Master Record Info • The `Pay Group' field contains any user-defined code that the date entry clerk used to describe the pay classification for this employee. This field is just another way that you can group employees together. Using this field could help you with special payrolls and with user-defined reports. • The `Level' field contains the code that represents the pay level for this employee, as defined on a skill level chart. • The `Workman's Comp Code' field contains the user-defined code that the data entry clerk used to track the workman's compensation status or claims for this employee, as well as reporting purposes. You can use this field to separate your employees. You can use this field to separate groups of workers and compare the workman's compensation. • The `Step' field contains the code that represents the specific pay level, as defined in the skill level chart, for this position.

13. Screen 02 – Tax Information • The `State Code' field contains your site's retirement code that properly defines this employee's retirement relationship with your company. • The `Exempt' field will contain "Y" if this employee is exempt from retirement or "N" if this employee is NOT exempt from retirement. • In the majority of cases, you would not need to use the `Prem' field. • The `Serv. Time' field is used to tell the system how much of the retirement plan this employee is authorized to use. In the majority of cases, the data entry clerk would have typed "1", telling the system that this employee will receive FULL retirement benefits. Perhaps you have a part-time employee, and your site allows part-time people to receive retirement benefits. In this case, the clerk might type ".5" to indicate that this person would only receive half of the retirement benefits. • The `Ins Type' field is no longer in use by TCRS. It will be blank. • The `Department' field contains your site's retirement department that properly defines this employee's retirement relationship with your company. • Type the ‘Acct’ and ‘Class Code’ as defined by your retirement system, if applicable (typically for Alabama sites).

14. Screen 02 – Tax Information • The `[M]arried or [S]ingle' field is used to tell the system which tax tables to use when calculating federal taxes. The field will contain "M" if this employee wanted to use the married tax tables, "S" if the employee wanted to use the single tax tables, or "%" if the employee wanted to use the flat percentage amount that appears in the `Extra Withholdings' field in this same portion of the screen. • NOTE: Although the `Extra Withholdings' field is normally an amount field, typing "%" here makes it become a percentage field.) • The `Number of Exemptions' field contains the total number of federal tax exemptions claimed by an employee. The tax withheld from a check depends upon the number of exemptions claimed--the more exemptions that are claimed the smaller the amount of taxes that will be withheld. The field will be blank if the employee claims NO exemptions. "99" in this field tells the system to take only the extra withholding, and to not use exemptions.

15. Screen 02 – Tax Information If the employee wishes to deduct an extra amount of federal taxes, then the data entry clerk would have typed the desired dollar amount in the `Extra Withholdings' field. NOTE: Pay attention to the previous field, the `Number of Exemptions' field, when answering this field. If the data entry clerk typed a number LESS than "99", then the amount that was entered in the `Extra Withholdings' field will be taken IN ADDITION TO the normal federal income tax deduction. If the data entry clerk typed "99" in the previous field, then the amount that was entered in the `Extra Withholdings' field will be taken INSTEAD OF the federal income tax deduction. Also, if the clerk typed "%" in the above field, the `[M]arried or [S]ingle' field, then the `Extra Withholdings' field becomes a percentage field. In this case, if the employee wanted a flat 25% to be taken out of the pay for federal taxes, then the clerk would have typed "25" here.

16. Screen 02 – Tax Information • The `Exempt' field will contain "Y" if this employee is exempt from paying all federal income taxes. The employee will have NO federal taxes deducted from a payroll check. Very FEW employees will be exempt from taxes. The field will contain "N" if this employee will PAY federal income taxes. • The `EIC Table' field is referring to the tables that are created and maintained in the Office Manager section's EIC Table option. The field will contain "1" if this employee is single or is married WITHOUT spouse filing a certificate. This field will contain "2" if this employee is married WITH both spouses filing a certificate. • If the data entry clerk left the previous field blank and this employee did NOT receive an earned income credit, then the `EIC Deduction' field should also be BLANK. If this employee did receive an EIC, then this field should contain the deduction code that represents the EIC.

17. Screen 02 – Tax Information • The `Exempt' field will contain "Y" if this employee is exempt. Exempt employees may include commissioners, council members, and other elected/appointed officials. The field will contain "N" if the employee is NOT exempt. • The `Deduct Net Code' field is used to have a deduction equal the employee’s Net pay. Enter the deduction code here.

18. Screen 02 – Tax Information • The `Exempt' field will contain "Y" if this employee is exempt from paying FICA. The field will contain "N" if this employee will pay FICA. • The data entry clerk would have used the `Extra Fica' field if there was a need to correct a mistake made with this employee's FICA. • Use the `Fica Code' field to identify the rate table that will be used to calculate and process FICA/Medicare taxes for a specific employee, as well as for calculating matching employer deductions. The `Fica Code' field will contain "F" if the FICA "combined" rate table will be used. The combined FICA and Medicare tax rates are used by most employees. The field will contain "M" if the Medicare-only table will be used. Medicare-only tax rates are used by employees who are exempt from FICA taxes. The field will contain "O" if the OASI rate table will be used.

19. Screen 02 – Tax Information • The `[M]arried or [S]ingle' field is used to describe the income tax filing status for each employee. The field will contain "M" if this employee wants to use the married tax table to calculate the state withholding. The field will contain "S" if the employee wants to use the single table to calculate the state withholding. • The `Number of Exemptions' field is used to enter the total number of state tax exemptions claimed by an employee. • If the employee wishes to deduct an extra amount of state taxes, then the desired dollar amount of the extra money will appear in the `Extra Withholdings' field. • The `Exempt' field will contain "Y" if this employee is exempt from paying state income taxes. The employee will have NO state taxes deducted from a payroll check. The field will contain "N" if this employee will PAY state income taxes. • The `State Table Code' field is used to identify the state tax table, as defined in Office Manager, that will be used to calculate state income taxes for an individual employee.

20. Screen 03 – Pay Type Information • ‘Base Salary’, ‘Hourly Rate’ and ‘Annual Salary’ show the three rates of pay for this employee. These rates are calculated based on the frequency parameters. • ‘Deg/Exp’ displays the employees level and step, if applicable, as defined in the Personnel System. • ‘Default Hours’ field will be blank if the data entry clerk wants the system to read the frequency code for this employee to get the needed data. If the clerk wants to override the data in the frequency code, then you would see the hours that the clerk wanted the system to use as the default for this employee. • ‘#of Distributions’ displays the number of GL distributions this employee has (defined on screen 04).

21. Screen 03 – Pay Type Information The first pay type that you will see in the `Pay Type' column will normally be the one for regular pay. These pay type codes are defined in Office Manager. A description of the type will appear in the `Desc' field. The `Rate' field contains the dollar value of each pay type, depending upon what the data entry clerk had typed in the `Paytype' field on the first screen.

22. Screen 04 – Pay Distribution If you typed "%" in the `Dist. Type' field on screen one, then continue with this step. Here, this employee’s pay is going to be split up on a percentage basis to different departments.

23. Screen 04 – Pay Distribution • The first portion of the `Division/Ledger' field contains the number of the controlling division for this distribution. This will tell the system how to mask and fill in the blanks for the fields on the bottom of the screen. • The second portion of the `Division/Ledger' field contains the number of the controlling ledger number for this distribution. This field represents your organization's account number structure. This will tell the system how to mask and fill in the blanks for the fields on the bottom of the screen. • The `FICA Contract' field contains the number of the FICA contract that you want this distribution to come out of. This code is defined in Office Manager. • The `Unemployment Group' field contains the number of the unemployment group that you want this distribution to come out of. This code is defined in Office Manager. • The `Percent' field determines the percentage of the employees pay that will distribute to this account and FICA contract.

24. Screen 04 – Pay Distribution • The ‘Pay Type’ and ‘Descriptions’ must match the pay types listed on screen 03. • The ‘Ledger Account’ field contains the GL account number the pay types will distribute to.

25. Screen 04 – Pay Distribution If you typed “S" in the `Dist. Type' field on screen one, then continue with this step. Here, this employee’s pay is going to be a standard distribution.

26. Screen 04 – Pay Distribution • The `Division/Ledger' field contains the number of the controlling division in the first portion of the field for this distribution. This will tell the system how to mask and fill in the blanks for the fields on the bottom of the screen. A field representing your organization's account number structure will appear. The number of the controlling ledger number will appear in the second portion of the field for this distribution. This will tell the system how to mask and fill in the blanks for the fields on the bottom of the screen. • The `Base Salary' field contains this employee's base salary. If the data entry clerk entered an amount here that is different from the amount in the `Base Salary' field on the previous screen, then the number entered on this screen will become the one that the system will use. • The `Hourly Rate' field contains this employee's hourly pay. If the data entry clerk entered an amount here that is different from the amount in the `Hourly Rate' field on the previous screen, then the number entered on this screen will become the one that the system will use.

27. Screen 04 – Pay Distribution • The `Allow Automatic Update On this Distribution' field will contain "Y" if the data entry clerk wants the system to update all of the fields on this screen if this employee's rate of pay was changed on screen 3. The field will contain "N" if the clerk doesn’t want the system to change this screen. If this field was left blank, then the system will look to the `Auto Update' field for the needed response. The `Auto Update' field is located in the User Profiles section's User Defaults option. If a response is in this field, then it will OVERRIDE the `Auto Update' field.

28. Screen 04 – Pay Distribution • The `FICA Contract' field contains the number of the FICA contract – as defined in Office Manager - that you want this distribution to come out of. • The `Unemployment Group' field contains the number of the unemployment group – as defined in Office Manager - that you want this distribution to come out of. • The `Distribution #' field will contain the number of the distribution that you are working with.

29. Screen 04 – Pay Distribution • The `Pay Type’ and ‘Desc’ will pull over from screen 03. These pay types and those listed on screen 03 must ALWAYS match. • Since every distribution can have a different pay rate, the system needs to know the rate that goes with each pay type for a standard distribution. These rates will appear in the `Rate' field. • The `Ledger Account' field contains the ledger number that the data entry clerk charged each pay type to.

30. Screen 05 – Deduction Information • The `#' field contains the code that represents the deduction that you want to affect this employee's pay. • A description of the deduction code will appear in the `Desc' field. • The value that appears in the `Amt/Percent' field will be either a dollar or a percentage. You will know which because either "$" or "%" will appear on the left hand side of the field. This will be the amount or the percentage that is being deducted from this employee's pay for this specific deduction.

31. Screen 05 – Deduction Information • The `Goal' field is used if the data entry clerk wanted the system to not only keep track of this deduction but also stop taking the deduction once a certain amount is reached. The deduction itself must be set up as a “Goal Type” deduction. • The system automatically updates the `Taken' field as it takes the deduction, if set up as a “Taken Type” deduction. This field will tell you that you have taken this deduction "X" many of times. • The `Cd' field contains the user-defined code that the data entry clerk wanted to system to use to take this deduction for this employee. Suppose you type "G" in this field. When you run this payroll in the Payroll Process section, then you will be able to enter the code "G“ in the deduction code field, telling the system to look to the employee master record for each employee and include all deductions that have a "G" in the `Cd' field. • Each time that the system takes this deduction, the system will include the amount in the `Cytd' field, telling you the total of what has been taken so far this calendar year. The calendar year last from January to December.

32. Screen 06 – Leave Information • The `Cde' field contains the Office Manager defined code that describes the leave that this employee has. • The `Name' will contain a description of the leave code. This is pulled from the Office Manger section's Leave Codes option. • The `Rate' field tells the system the rate at which this employee will accrue this particular leave. The Data entry clerk would have entered a response if all of your employees accrued this leave at different rates. If your company has a flat rate for this leave code that the entire company will use, then the clerk would have left this field blank on each employee's record. The system will use the rate table maintained in the Office Manager section's Leave Codes option to insert to proper answer.

33. Screen 06 – Leave Information The `Yr Limit' field contains the maximum amount of leave, for this leave code, that this employee can accrue in any given year. The `Tot Limit' field contains the total amount of leave, for this leave code, that this employee can accrue. The ‘Forward’ field displays the hours/days that have rolled forward for each leave code. This field is dependant on parameters to allow rolling or not.

34. Screen 06 – Leave Information • The `Ytd Taken' field is an accumulation field, showing the amount of leave the employee has taken ‘year to date’. • The `Earn Ytd' field is also an accumulation field, showing the amount of leave the employee has earned ‘year to date’. • The `Tot Due' field is also an accumulation field, calculating the difference between what has been earned and taken, to showing the Total amount Due to this employee.

35. This concludes the Employee Screens 01-06 Presentation. If you have any additional questions on creating or updating an employee record, contact the LGDPC Customer Service Department at 1-800-439-4504 zdsupport@lgdpc.com Note: You can close this window to return to LGDPC’s How-To Presentations Page.