Employee window

The first, middle, and last name of the employee

The job title of the employee

The name of the employee's supervisor

Required - The type for the employee

unavailable in ajeraCore unless you have the Departments add-on

Required if you are using departments. The employee's department

If the employee is a manager, select the applicable check boxes:

Principal

You can select the employee from a list when:

• Selecting the principal in charge of a project
• Selecting to produce reports only for projects with a specific principal in charge

Supervisor

You can select this employee from a list when identifying a supervisor for an employee. An employee's supervisor can access an employee's timesheets, expense reports, and tasks.

Project Manager

You can select the employee from a list when:

• Selecting a project manager for a project
• Selecting to produce reports only for projects with a specific project manager
• Selecting to display projects in the Project Command Center for only a specific project manager

Accounting Manager

An accounting manager can access all timesheets, expense reports, and tasks.

Marketing Contact

You can select the employee from a list when:

• Selecting the marketing contact for a project
• Selecting to produce reports only for projects with a specific marketing contact

The employee's billable target as a percent. It appears on employee utilization An industry standard used to help track and manage time on an individual level. With Ajera, you can track employee productivity using the Employee Utilization report. The report contains each employee's billable and nonbillable hours and cost. Information appears based on how you classify your labor activities into billable and nonbillable categories. reports.

The gender of the employee

The birth date of the employee

The employee's date of hire

If the employee was terminated, the termination date. If this field contains a date, the employee is automatically given a status of Inactive unless the Date Rehired field contains a date later than the date terminated.

If the employee was rehired, the rehire date

The employee's email address

The employee's home address. In the first three lines, enter the street address, apartment number, and so on.

The city, state, zip code, and country

The mailing address if it is different from the home address

Timesheet entry:

The overhead group for the employee. It determines which overhead categories appear on an employee's timesheet.

Expense entry:

If you want the employee to enter expense reports, select this check box. Otherwise, tabs for entering expense reports do not appear on the Time & Expense List window for that employee.

The credit cards that the employee is authorized to use for charging expenses

Optional column

If you want to produce reports on expenses reports for employees, you can select the same vendor type, such as Employee, for all employees submitting expense reports.

Indicates if or how Ajera calculates a payment date for this employee's expense reports

If you select to have Ajera calculate a payment date, it then enters that date in the Date to Pay field of the vendor invoice that contains the expense report items for the employee.

Options are:

None

Ajera does not automatically calculate a payment date.

Number of days

Ajera calculates a payment date by adding a certain number of days to the invoice date. You then indicate the number of days to add by entering it in the Number of Days from Invoice Date field on this window.

Day of month

Ajera makes the payment date a specific day of the month. You enter that day in the Day of the Month to Pay field on this window. For example, you always want to pay this employee's expenses on the 15th of the month.

Use this field if you selected the Number of Days option in the Calculate Payment Date By field.

Type the number of days you want Ajera to add to an invoice date so as to calculate a payment date.

The employee's Social Security Number

If using a payroll service (outsourced payroll), the employee ID that you send to the payroll service

Multi-company only.

Required - The company the employee works for

You cannot change this field after the employee enters time. If the employee works for another company in your organization, create a second employee setup so that the taxes are calculated correctly.

Pay rates:

The date when you want to start using this pay rate for the employee

The pay period for the employee

If selected, the employee is paid hourly

If you did not select the Hourly check box, enter the salary that this employee is paid for the pay period.

If you selected the Hourly check box, enter the hourly rate of pay for this employee.

Employee rates:

These fields correspond to the three premium pays that Ajera automatically sets up (Overtime, Double time, and Other time) through the > Setup > Company > Payroll > Pays menu, where the names can be changed. 

The fields contain the percentage for marking up the employee's pay rate for the type of hours. For example, if you pay an employee $10 an hour and time and a half for overtime (an extra $5 an hour), enter 50%, which results in a pay of $15 an hour.

These fields apply only to salary employees (you did not select the Hourly check box).

In the Include in Salary check box to the right of the first premium pay field (Overtime), do the following, as needed:

• If you do not want to pay salary employees for overtime, leave this check box selected.  
• To pay employees overtime in addition to regular salary, clear this check box. To pay overtime at the regular pay rate, leave the markup percent as zero. To pay overtime by marking it up, enter the percent you want to mark up the regular rate.

Use the other Include in Salary check boxes, which appear to the right of the other two premium pays fields (Double Time Markup and Other Time Markup), in the same way.

unavailable in ajeraCore unless you have the Payroll add-on - The following fields for Additional Pays appear only if processing payroll in-house:

The type of pay. If the pay you want is not already set up, click the New button from the Pay List window.

The calculation method for the way you want to calculate the pay

The amount, percent, or rate of this additional pay, depending on the calculation method you selected

If you do not want this additional pay automatically included in every paycheck, select this check box.

When running payroll, you can choose to include all on-demand pays for all employees.

Select this check box to also automatically include this pay in a supplemental paycheck, such as a bonus.

If you want to include this pay only on supplemental paychecks, you must also select the On Demand check box.

Any maximum annual amount or number of hours for this pay

Displays that the limit period is always per year

For a pay which has a type of Accrual

Ajera accrues hours according to the options you selected when setting up the pay ( > Setup > Company > Payroll > Pays). To accrue hours differently for this employee, change these fields as needed.

To set the accrued hours to zero or reduce them at a specific time (such as at year-end), select the Auto Reduce check box and do the following:

• In the Reduce To field, type the maximum number of hours to carry over. You can enter a zero to carry over no hours.
• In the Reduce Month/Day field, select the month and day when the hours are reduced.

The filing status the employee entered on the W-4 form

Select this check box to complete payroll tax information for all new employees or for existing employees who want to file a new W-4 form for 2020.

Only appears if the 2020 W4 box is checked.

Select this check box to indicate the employee works two jobs.

Only appears if the 2020 W4 box is checked.

Enter the total dollar amount that the employee claimed for their dependents.

Only appears if the 2020 W4 box is checked.

Enter the total dollar amount of other income the employee expects to receive that has not been withheld. For example, an employee may have earned interest, dividends, and retirement income.

Only appears if the 2020 W4 box is checked.

Enter the employee's total estimated dollar amount for itemized deductions for 2020 .

These deductions can include qualifying home mortgage interest, charitable contributions, state and local taxes (up to $10,000), and medical expenses in excess of 10% of the employee's income.

The number of withholding allowances that the employee entered on the W-4 form

The amount of any additional federal withholding that the employee entered on the W-4 form

Appears only if you set up Earned Income Credit for the purpose of assigning advance Earned Income Credit (EIC) A tax credit for certain people who have earned income under an amount established by the IRS. With in-house payroll in Ajera, you can set up eligible employees to receive an advance credit in their paychecks. to eligible employees

If the employee is not eligible for EIC, leave the EIC status as Not Applicable. Otherwise, select the appropriate EIC status for the employee.

Select this check box if the employee is covered by your company's retirement plan.

When W-2 forms print, the retirement plan box is checked on the W-2 form for this employee.

Applies only if you are running payroll for 2010

Select this check box if you are not paying employer Social Security for this employee pursuant to the federal Hiring Incentives to Restore Employment (HIRE) Act.

When you run payroll, the Taxable, Subject-To, and Amount are blank for employer Social Security for this employee.

These fields appear if you did not set up to process payroll for multiple states on one paycheck:

Available only if the state where the employee is paying income tax requires a special code. Type that code in the field. Refer to your state tax publication for more information on these special state topics.

States and code are listed below:

• Arizona: Percent of federal withholding
• Arkansas: Arkansas low income
• California: Additional allowances
• Georgia: Marital allowances. Enter 0, 1, or 2 when the state filing status is Married Filing Jointly.
• Illinois: Number of dependents
• Indiana: Number of dependents
• Louisiana: Number of dependents
• Massachusetts: Blind exemptions

The state you entered as the Home State on the Payroll tab in > Setup > Company > Preferences automatically appears here.

If the employee lives in a different state, select that state.

Select this check box to withhold state taxes for the state where the employee lives.

Select this check box to pay state disability for the state where the employee lives.

To use a different rate for this employee instead of the rate set up on the tax, you can add a state unemployment tax in the Additional Taxes table on this window.

For multi-company, Ajera uses the tax rate associated with the employee company. If there is none, Ajera then uses the tax rate from the tax setup where the Company field is blank.

Select this check box to pay state unemployment tax to the state where the employee lives.

To use a different rate for this employee instead of the rate set up on the tax, you can add a state unemployment tax in the Additional Taxes table on this window.

For multi-company, Ajera uses the tax rate associated with the employee company. If there is none, Ajera then uses the tax rate from the tax setup where the Company field is blank.

If the employee lives and works in the same state, you do not need to select a Work state and you can leave the associated check boxes cleared. Ajera uses the Home state information.

If the employee lives and works in different states select the state where the employee works by making a selection. If the employee pays taxes where the employee works, clear the Home State field and the State withholding, State disability, and State unemployment check boxes.

If you selected a work state, select this check box to withhold state taxes for the state where the employee works.

If you selected a work state, select this check box to pay state disability for the state where the employee works.

To use a different rate for this employee instead of the rate set up on the tax, you can add a state disability tax in the Additional Taxes table on this window.

For multi-company, Ajera uses the tax rate associated with the employee company. If there is none, Ajera then uses the tax rate from the tax setup where the Company field is blank.

If you selected a work state, select this check box to pay unemployment tax to the state where the employee works.

To use a different rate for this employee instead of the rate set up on the tax, you can add a state unemployment tax in the Additional Taxes table on this window.

For multi-company, Ajera uses the tax rate associated with the employee company. If there is none, Ajera then uses the tax rate from the tax setup where the Company field is blank.

The number of exemptions that the employee entered on the employee's state withholding form

The amount of any additional state withholding that the employee entered on the employee's state withholding form

These fields appear only if you set up to process payroll for multiple states on one paycheck:

The state you entered as the Home State on the Payroll tab in > Setup > Company > Preferences automatically appears here.

If the employee lives in a different state, select that state.

Enter the state you want to withhold taxes from when an employee enters time to a project or phase, but you did not assign a state to that project or phase.

Ajera also uses this state for supplemental pays and salary-based paychecks.

State taxes table:

This check box appears only if you selected the > Setup > Company > Preferences > Payroll Tab > Automatic SWH reciprocity calculations check box.

If the employee has a certificate of nonresidency for the state, select this check box, and Ajera processes withholding based on the states involved.

This check box appears only if you did not select the > Setup > Company > Preferences > Payroll Tab > Automatic SWH reciprocity calculations check box.

To withhold state tax for the state on this row, select this check box.

To withhold state disability insurance (SDI) for the state on this row, select the check box.

You can withhold SDI for only one state.

Multi-company only. Ajera uses the tax rate associated with the employee company. If there is none, Ajera then uses the tax rate from the tax setup where the Company field is blank.

To withhold state unemployment insurance (SUI) for the state on this row, select the check box.

You can withhold SUI for only one state.

Multi-company only. Ajera uses the tax rate associated with the employee company. If there is none, Ajera then uses the tax rate from the tax setup where the Company field is blank.

The filing status that the employee entered on the state withholding form for the state listed on this row.

If you select Percent of Taxable, be sure to enter the percent in the Amount field.

These fields are available only if the state where the employee is paying income tax requires a special code.

The State Option field describes the special tax information needed.

Complete the Code and Amount fields and select the check box, as needed, to enter the required information for the tax. Refer to your state tax publication for more information on these special requirements.

States and codes are listed below:

• Arizona: Percent of federal withholding
• Arkansas: Arkansas low income
• California: Additional allowances
• Georgia: Marital allowances; enter 0, 1, or 2 when the state filing status is Married filing jointly.
• Illinois: Number of dependents
• Indiana: Number of dependents
• Louisiana: Number of dependents
• Massachusetts: Blind exemptions
• Mississippi: Dual income exemptions. For the Employee's Withholding Exception Certificate, select the amount claimed on the Marital Status, Spouse Is Employed line. Enter (Amount claimed/500).

These fields always appear on the window:

Additional taxes:

The additional tax. If the tax you want is not already set up, click the New button from the Tax List window.

To override the calculation method of this tax (as set up in > Setup > Company > Payroll > Taxes) for this employee only, select a different calculation method.

To override the amount of this tax (as set up in > Setup > Company > Payroll > Taxes) for this employee only, enter it here.

If selected, you do not want this additional tax automatically included for every paycheck.

When running payroll, you can choose to include all on-demand taxes for all employees.

If selected, Ajera also automatically deducts this tax from a supplemental pay check, such as a bonus.

To deduct this tax only on supplemental paychecks, you must also select the On Demand check box.

Enter the limit that can be withheld for this tax.

You can only enter a limit if one was not entered in the setup of the tax ( > Setup > Company > Payroll > Taxes).

Displays that the limit period is always per calendar year

Deductions:

The deduction. If the deduction you want is not already set up, click the New button from the Deduction List window.

The calculation method for the way you want to calculate the deduction.

If you selected a flat amount calculation method, type the amount here.

If selected, you do not want this additional deduction automatically included in every paycheck.

When running payroll, you can choose to include all on-demand deductions for all employees.

If selected, Ajera also automatically includes this deduction in a supplemental pay check, such as a bonus.

To include this deduction only on supplemental paychecks, you must also select the On Demand check box.

Any annual limit to the amount that can be deducted

For example, if you were setting up a 401(k) deduction, and if the current year's contribution limit is $13,000, you would enter that amount as the limit.

Displays that the limit period is always per year

Any notes about a deduction

Direct deposits:

The routing number that identifies the employee's bank. For security reasons, Ajera prints only the last 4 digits on the paycheck stub.

The number of the account where the employee wants the funds deposited. For security reasons, Ajera prints only the last 4 digits on the paycheck stub.

Indicates if the bank account is a savings or checking account. Along with the Prenote check box, Ajera uses this field to set the correct codes for the NACHA file.

If selected, Ajera sends a prenotification, instead of the actual direct deposit, to the bank where the funds are to be deposited.

We recommend that you use this option to test the direct deposit for the employee before making the actual direct deposit. After your bank approves the direct deposit, clear this box and start generating direct deposits for the employee.

If selected, you do not want this additional direct deposit automatically included in every paycheck.

When running payroll, you can choose to include all on-demand direct deposits for all employees.

If selected, Ajera also automatically includes this direct deposit in a supplemental pay check, such as a bonus.

If you want to include this direct deposit only on supplemental paychecks, you must also select the On Demand check box.

When depositing to only one account, select this check box to ensure that the total net check amount is deposited in the account.

When depositing to several accounts, such as savings and checking, select this check box for the account where you want to deposit the balance of the net check. For example, you enter an amount of $125 for the savings account and want the remainder to go to checking, so you select the Remaining check box for the checking account.

This field is applicable if the Remaining check box is cleared.

The amount you want to deposit in this account

Any notes about a direct deposit

Fringes:

The fringe benefit. If the fringe you want is not already set up, click the New button from the Fringe List window.

The calculation method for the way you want to calculate the fringe

The amount of the fringe

If you do not want this additional fringe automatically included in every paycheck, select this check box.

When running payroll, you can choose to include all on-demand fringes for all employees.

If selected, Ajera also automatically includes this fringe in a supplemental pay check, such as a bonus.

If you want to include this fringe only on supplemental paychecks, you must also select the On Demand check box.

Any annual limit to the amount that can be deducted

Displays that the limit period is always per year

The contact name

The category of the attachment

An attachment category is a group of files with similar characteristics (for example, RFPs). You can set up categories if your security settings give you access to them.

The name of the attachment