Use this screen to set up basic information for employees to be processed by Costpoint Labor, Payroll, and Human Resources.
Use this screen whenever you need to add new employees or change data for existing employees. You must have already set up your General Labor Categories in Costpoint Labor before entering employees in this screen. If you want to enter default information in the Defaults subtask, you must set up the account, organization, etc., before you can enter them.
This alphanumeric field is user-defined and is used to uniquely identify each employee in the database.
If you did not select the Use Social Security No for Employee ID checkbox in the Corporate Labor Settings subtask of the Labor Settings screen in Costpoint Labor, you can enter up to the number of characters specified for Employee ID Length in the Corporate Labor Settings subtask.
If you selected the Use Social Security No for Employee ID checkbox, enter the nine-digit social security number for new employees in the Employee ID field (in the numeric form of "_ _ _-_ _-_ _ _ _"), and the Social Security No field will automatically populate with the same data. The field length for the Employee ID field automatically defaults to 11 characters in this case (e.g., "123-45-6789"). Once you save the record, you cannot change the Employee ID field; however, you can change the Social Security No field, regardless of the Use Social Security No for Employee ID checkbox's status. Similarly, existing employee records will not be affected if the employee ID is different from the social security number.
Enter the employee's social security number. The delimiters are stored as part of the record. If you selected the Use Social Security No for Employee ID checkbox in the Corporate Labor Settings subtask of the Labor Settings screen in Costpoint Labor, the social security number is automatically filled in from the employee ID. If you selected the Validate Social Security Number checkbox in the Labor Settings screen, the social security number will be validated to ensure no duplicate entries exist.
Use this drop-down box to select status categories. Status descriptions are as follows: "Active," "Family Medical Leave," "Inactive," and "Inactive Accruing Leave." You must select a status for each employee.
Enter, or use Lookup to select, the taxable entity ID to which this employee belongs. Establish taxable entity IDs in the Set Up Company Info screen in Costpoint General Ledger. This is a required field.
This drop-down box is enabled only if you are licensed for Costpoint Employee Self Service ("ESS") for the web. Depending on individual employee settings in this field, ESS allows employees to access their personal information, including the ability to update benefits during open enrollment and view their pay stubs electronically. The applications that interface between the ESS web settings and Costpoint are located in the Employee Self Service menu in Costpoint Product Interfaces (in the Others folder). The setting in this drop-down box limits the employee's access to certain features in ESS. Valid system-defined options are:
Benefits, Payroll, Personal/Company - This option allows the employee to access the Benefits, Payroll, Personal Data, and Company Data modules in ESS.
Benefits, Personal/Company - This option allows the employee to access the Benefits, Personal Data, and Company Data modules in ESS.
Payroll, Personal/Company - This option allows the employee to access the Payroll, Personal Data, and Company Data modules in ESS.
Personal/Company - This option allows the employee to access the Personal Data and Company Data modules in ESS.
Administrator (All Modules) - You will typically select this option for employees who are ESS Administrators. This option allows the employee to access all modules in ESS, as well as the interface applications under the Employee Self Service menu in Costpoint Product Interfaces.
None - This option denies the employee any login access to ESS.
This field displays information from the Maintain Vendor table in Costpoint Accounts Payable for this employee. If a record is not found in the Vendor table for this employee, this field will be blank. You cannot edit this field in this screen.
If you are planning to print checks and/or leave statements by locator code, enter the locator code to which this employee is assigned in this field. This is an optional, user-defined field and is not validated. You can use these codes to sort paychecks if you have selected the Print Checks by Locator Code checkbox in the Pay Check Setup screen.
If you are planning to use an outside payroll service, enter the employee ID that you have issued for that service's identification in this 12-character optional field.
Enter the name of this employee's supervisor in this optional field. This field is for informational purposes only.
Select this checkbox if the employee is eligible for Auto Pay. If you select this checkbox and you run the Create Auto-Pay Timesheet utility in Costpoint Labor, the system will create a timesheet for this employee if the employee does not already have a timesheet for the selected timesheet date.
Select this checkbox if the employee is in a union and fringe benefits apply. If you select this checkbox, the system will use the union profile rate to calculate the employee's labor cost during timesheet entry. This is an optional field.
Use this group box to enter information related to the employee's name.
Enter the employee's last name. You can enter up to 25 characters in this required field. You can enter names in upper and lower case.
Enter the employee's first name. You can enter up to 20 characters in this required field.
Enter the employee's middle name. You can enter up to 10 characters in this optional field.
Enter the preferred first name, or "nickname," for the employee. You can enter up to 10 characters in this optional field, which is used for informational purposes only.
If the employee has a prefix to his or her name, e.g., "Dr.," enter it here. You can enter up to six characters in this optional field.
If the employee's name has a suffix, e.g., "Junior" or "III," enter it here. You can enter up to six characters in this optional field.
If the employee's name has changed (for example, due to marriage), you can enter the previous name of the employee in this optional field. You will normally enter the last name, followed by a comma, then the first name, then a space, then the middle initial, then the suffix, if appropriate. This field is for informational purposes only.
This is a required field. This editable field will automatically be populated when the employee's last name, first name, middle name and suffix are entered. The name will be formatted in the following manner: Last Name, Suffix, First Name, Middle Initial.
When updating an existing employee's record, if the First, Last or Middle name changes, you will be given the option of updating the Displayed Name to reflect the change.
You can manually enter or change the Displayed Name field at any time, regardless of the settings in the Name group box.
This field is used for displaying the employee's name on both reports and screens.
Use this group box to enter the timesheet cycle and the leave cycle defaults for an employee.
Enter, or select from the drop-down box, the timesheet cycle code to which this employee is assigned (see the documentation for the Timesheet Periods screen in Costpoint Labor). If you have established a Timesheet Cycle default in the Labor Settings screen in Costpoint Labor, that cycle displays here as the default, but can be changed as necessary. This is a required field.
Enter, or select from the drop-down box, the leave cycle code to which this employee is assigned. Establish the values in this drop-down box in the Leave Periods screen in Costpoint Leave (please refer to the Leave Periods screen's documentation for additional details). This is a required field.
Enter relevant dates in this group box for each employee. Enter all dates in this group box in "MM/DD/YYYY" format.
Enter the employee's current hire date in this field. This date is used for all leave calculations when the Lv Hire Date in the Employee Leave screen is blank. This is a required field.
If the employee leaves the company and later returns, enter the earlier hire date (the previous Current Hire date) here, and the most recent hire date in the Current Hire date field above. This is an optional field.
Enter the employee's date of birth in this required field.
Enter the employee's date of termination from the company in this optional field.
Select this pushbutton to enter additional human resources-related information for the employee.
Select this pushbutton to enter timesheet default information.
Select this pushbutton to enter employee address and telephone number information.
Select this pushbutton to enter notes for the employee record.