Use this screen to set up basic information for employees to be processed by Costpoint Labor, Payroll, and Human Resources. This screen is similar to the Basic Employee Info screen; however, the Maintain Employee Master screen includes eight additional subtasks so you can move between applications when establishing employee information. These subtasks include: Salary Info and History, Employee Deductions, Employee Contributions, Employee Government Mandated Orders, Employee User-Defined Info, Employee Taxes, Employee Leave, and Maintain Leave Beginning Balances. You must be licensed to run Costpoint Payroll to use this application.
You must set up the Basic Employee Info screen and its subtasks before using another screen. Use the pushbuttons at the bottom of the screen to move to the setup screens for the current employee.
Use this alphanumeric field 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, this field can contain 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"). After 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 to which this employee belongs. This is a required field. Establish taxable entity IDs in the Set Up Company Info screen in Costpoint General Ledger. This is a required field.
This drop-down menu is enabled only if you are licensed for Costpoint Employee Self Service ("ESS") for the web. Depending on individual employee settings in this field, employees can use ESS to access their personal information, and will have 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 ESS Administrators. This option allows the employee to access all modules in ESS, as well as the interface applications in the Employee Self Service menu in Costpoint Product Interfaces (in the Others folder).
None - This option denies the employee any login access to ESS.
This field displays information for the employee from the Maintain Vendor table in Costpoint Accounts Payable. 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. This is an optional field and is not validated or maintained anywhere else in Costpoint. 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 in Costpoint Payroll.
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 this checkbox is selected and you run the Create Auto-Pay Timesheet utility in Costpoint Labor, a timesheet will be created 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 the fields in 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 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 you enter the employee's last name, first name, middle name and suffix. The name will be formatted in the following manner: Last Name, Suffix, First Name, Middle Initial.
When you update 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.
Use this drop-down box to select the timesheet cycle code to which this employee is assigned (see the documentation for the Timesheet Periods screen in Costpoint Labor). This is a required field. 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.
Enter, or select from this 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.
Use this group box to enter relevant dates for each employee. Enter all dates in "MM/DD/YYYY" format.
Enter the employee's current hire date in this field. This date will be 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. 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.
Select this pushbutton to go to the Salary Info and History subtask, where you can enter salary and salary-related information.
Select this pushbutton to go to the Employee Deductions subtask, where you can enter the employee's voluntary deductions and related information.
Select this pushbutton to go to the Employee Contributions subtask, where you can enter the company's contributions for individual employees and related information.
Select this pushbutton to go to the Government Mandated Orders subtask, where you can identify the court orders against an employee. You can enter information into this table only if you selected the Deduction Priority and the Deduction in Arrears checkboxes in the Payroll Settings screen.
Select this pushbutton to go to the Employee User-Defined Info subtask, where you can enter the employee's user-defined information.
Use this pushbutton to go to the Employee Taxes subtask, where you can enter the employee's payroll tax and pay cycle information.
Use this pushbutton to go to the Employee Leave subtask, where you can enter the employee's leave codes and related leave hire dates.
Use this pushbutton to go to the Maintain Leave Beginning Balances subtask, where you can initialize an employee's beginning leave balances and to correct beginning leave balances, if necessary, after closing the leave year.