Employees

Overview

When you set up employees, you make all the related information available whenever you need to use it. This includes employee names, addresses, contact and phone information, payroll options, and employee types.

You use employee types to group employees for billing and reporting. For example, you might choose to bill out all employees with an employee type of Drafter at a certain hourly rate.

Follow a work plan

Set up employee types

1. Make a list of your employee types and descriptions.
2. Review Ajera’s predefined employee types and change them, as needed.
3. Enter any additional employee types needed by your firm ( > Setup > Employees).
4. Verify your information by clicking (Reports) and selecting Employee Type.

Set up employees

1. Make a list of your employees with their pay information.
2. Enter the employee information.
3. The remainder of this lesson highlights some significant employee options. Review the options and make the appropriate selections for your firm.
4. Verify your information by clicking (Reports) and selecting Employee Setup.

Review significant settings

> Setup > Employees > General tab

For	Do this
Name	Enter the employee’s name. Why this is significant: The employee name appears in all employee-related reports.
Supervisor	If the employee’s supervisor will be changing or approving the employee’s timesheet, select the employee’s supervisor. Why this is significant: The person selected here will be able to change or approve the timesheet in the Timesheet by Employee window.
Employee type	Select the employee’s type from the Employee Type list (for example, principal, admin, or designer). It can be changed when entering timesheets. Why this is significant: This determines billing rates and can be printed on client invoices.
Department	unavailable in ajeraCore unless you have the Departments add-on If using departments, select the employee’s department from the list. Why this is significant: This ensures that all employee-related information is tracked to the correct department.
Manager type	Select the appropriate Manager Type check boxes. Why this is significant: This determines the employee's access to their and other employees projects, reports, timesheets, expense reports, and tasks. It also determines which account Ajera uses for the employee's entered time.
Roles	If the employee will be accessing Ajera, enter the employee’s Login ID, Password, and role in these fields. Note: Select the Administrator role for at least one employee who will be responsible for maintaining your system. This person has access to all options, tasks, reports, employee user IDs, and passwords. If you want your employees to enter their own timesheets, be sure to select the role of Employee; this role allows them access to Ajera. Why this is significant: This determines the employee's access to specific parts of Ajera, such as timesheets, expense reports, and so on.

> Setup > Employees > Time & Expense Entry tab

For	Do this
Overhead group	Select the appropriate overhead group for the employee. Why this is significant: This determines which overhead categories appear on the employee's timesheet.
Use expense reports	If you want the employee to enter expense reports, select this check box and complete the other fields as needed. Why this is significant: If not selected, tabs for entering expense reports do not appear on the Time & Expense List window for the employee.

> Setup > Employees > Pay Information tab

For	Do this
Pay Rates table	In the Pay Period field, select the frequency that this employee will be paid. If the employee is paid based on the hours worked, select the Hourly check box, and enter the hourly pay rate in the Pay Rate field, which is the pay rate for regular pay. If the employee is paid a salary, in the Salary field, enter the amount paid each pay period. In the Overtime Markup field, enter the appropriate percent if the employee will be paid overtime for any hours worked over the employee’s normal hours. For example, enter 50% if the employee is paid time and a half. This ensures that overtime is paid correctly when you run payroll for this employee.
Additional Pays table	unavailable in ajeraCore unless you have the Payroll add-on Set up additional pays for the employee as needed if you are processing payroll in-house. Why this is significant: This ensures that employee pay is tracked the way your firm wants.

Payroll Taxes tab

Based on the employee's W-4, enter taxes for the employee.

Deductions/Fringes tab

Obtain information about any deductions or fringe benefits for employees.

Also gather any direct deposit information for employees, such as banks, account numbers, and routing numbers.

Based on this information, set up deductions, direct deposits, and fringe benefits for the employee.