Employee Info Tab

Use this tab to enter basic employee information.

Contents

Field	Description
Social Security No	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 on the Corporate Labor Settings subtask of the Configure Labor Settings screen, the Social Security number fills automatically from the employee ID. If you selected the Validate Social Security Number checkbox on the Configure Labor Settings screen, Costpoint validates the Social Security number to ensure no duplicate entries exist.
Status	Use this drop-down list to select status categories. Status descriptions are as follows: Active Family Medical Leave Inactive Inactive Accruing Leave You must select a status for each employee.
Last Name	Enter the employee's last name. You can enter names in upper and lower case.
First Name	Enter the employee's first name.
Middle Name	Enter the employee's middle name.
Suffix	If the employee's name has a suffix, for example, Junior or III, enter it here.
Displayed Name	This is a required field. This editable field automatically populates when you enter the employee's last name, first name, middle name and suffix. Costpoint formats the name 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 have 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.
Birth Date	Enter, or click to select, the employee's date of birth in this field. Note: This field is required if you intend to use the Update Excess Life Deductions utility. This information is also required by Costpoint Deferred Compensation Administration to determine whether an employee meets the minimum age test to participate in a 401(k) plan.
Current Hire Date	Enter, or click to select, the employee's current hire date in this field. This date is used for all leave calculations when the Leave Hire Date on the Manage Employee Leave screen is blank. For Costpoint - Deltek Talent Management Integration users, this value will be exported to Deltek Talent Management.
Termination Date	Enter, or click to select, the employee's date of termination from the company. For Costpoint - Deltek Talent Management Integration users, this value will be exported to Deltek Talent Management. If you populate or change the employee's Termination Date field, the following will occur: If your company's Employment History Method is Prompt User on the Configure Labor Settings screen, and the employee does not already have an Employment History record for the current hire date, you will be asked whether or not you want to create a new Employment History record for the employee. If your company's Employment History Method is Prompt User on the Configure Labor Settings screen, and the employee does already have an Employment History record for the current hire date, you will be asked whether or not you want to update the employee's Employment History record with the new Termination Date field value. If your company's Employment History Method is Automatic on the Configure Labor Settings screen, and the employee does not already have an Employment History record for the current hire date, the application will create a new Employment History record for the employee after you move out of the Termination Date field. If your company's Employment History Method is Automatic in Configure Labor Settings screen, and the employee does already have an Employment History record for the current hire date, that application will automatically update the Employment History record with the new Termination Date field value after moving out of the field.
Last Day Worked	Note: This field is information-only and is not used in Costpoint or Deltek Time & Expense. If you use Costpoint - Deltek Talent Management Integration, you can use this field for employee offboarding purposes in Deltek Talent Management. When you run the Transfer Talent Management Data process to export employee data, the application includes both the Termination Date and the Last Day Worked of terminated employees. When these dates have been transferred successfully, terminated employees/users will no longer have access to Deltek Talent Management Enter, or click to select, the date of the last day that a terminated employee worked. This field is active if there is a value in the Termination Date field. For Costpoint - Deltek Talent Management Integration users, this value will be exported to Deltek Talent Management. If you populate or change the employee's Last Day Worked field, the following will occur: If your company's Employment History Method is Prompt User on the Configure Labor Settings, and the employee does already have an Employment History record for the termination date, you will be asked whether or not you want to update the employee's Employment History record with the new Last Day Worked field value. If your company's Employment History Method is Automatic Update on Entry of Termination Date on the Configure Labor Settings, and the employee does already have an Employment History record for the termination date; that Employment History record will be automatically updated with the new Last Day Worked field value after moving out of the field.
Past Hire Date	If the employee leaves the company and later returns, enter the earlier hire date (the previous Current Hire date) here, and enter, or click to select, the most recent hire date in the Current Hire date field.
Contractor	Select this checkbox to identify the employee as a contractor. If you select this checkbox, the Payroll Service ID, the Union Employee, and the Eligible for Auto Pay checkboxes are automatically cleared. In addition, the Social Security No for that employee is modified to 999-99-9999. Employees designated as contractors do not affect the Costpoint employee count, and Costpoint does not compute leave for these individuals. The employee count is based on the number of non-contractor employees with no termination dates or a termination date later than the system date. Contractors are excluded from Employee lookup. You cannot enter a contractor in an Employee field. If you export timesheets to Time Collection or a third-party vendor such as ADP, contractor timesheets are included in the export.
Taxable Entity	Enter, or click to select, the taxable entity ID to which this employee belongs. Establish taxable entity IDs on the Configure Company Information screen. This is a required field.
Timesheet Cycle	Enter, or click to select, the timesheet cycle code to which this employee is assigned (see the Manage Timesheet Periods screen for more information). If you established a Timesheet Cycle default on the Configure Labor Settings screen, that cycle displays here as the default, but you can change it. This is a required field.
Leave Cycle	Enter, or click to select, the leave cycle code to which this employee is assigned. Establish the values for this on the Manage Leave Periods screen. This is a required field. Use this group box to enter information related to the employee's name.
Locator Code	If you are planning to print checks or leave statements by locator code, enter, or click to select, the locator code to which this employee is assigned. You can use these codes to sort paychecks if you have selected the Print Checks by Locator Code checkbox on the Configure Paychecks screen.
Administrator Name	Enter the name of this employee's supervisor in this optional field. This field is for informational purposes only.
Preferred Name	Enter the preferred first name, or nickname, for the employee. This field is used for informational purposes only.
Prefix	If the employee has a prefix to his or her name, for example, Dr., enter it here.
Prior Name	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 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.
Eligible for Auto Pay	Select this checkbox if the employee is eligible for Auto Pay. If you select this checkbox and you run the Create Auto-Pay Timesheets utility, Costpoint creates a timesheet for this employee if the employee does not already have a timesheet for the selected timesheet date.
Create Vendor Record	Select this checkbox to generate a vendor record when you save this employee record. This checkbox is available only when you select the Add/Update Vendor on the Add/Updated of Employee checkbox on the Configure Vendor Settings screen. Attention: For more information on how to enable this functionality, see the Special Topic: Create/Update Vendor Records from the Manage Employee Information Screen.
Vendor	Enter in this field to add, change, or view the Vendor ID that is linked to this employee. This field is blank If the employee is not linked to a Vendor. This field is editable if the Add/Update Vendor on Add/Update of Employee checkbox is selected on the Configure Vendor Settings screen and the employee has not yet been linked to a Vendor. If you would like to link an employee to an existing Vendor ID, you must link the Employee ID to the Vendor on the Manage Vendors screen. Once an employee is linked to a Vendor, this field will be disabled. If an employee is linked to more than one Vendor record, this field will be populated with the first Vendor (in ascending order) with an Active vendor status.
Vendor Update Password	Enter the password that allows you to make updates to vendor information. You must enter this password if you update one of the following values on this screen and if both the Add/Update Vendor on Add/Update of Employee checkbox (on the Configure Vendor Settings screen) and the Record Vendor Info Updates checkbox (on the Configure Accounts Payable Settings screen) are selected: Employee Info Tab First Name Middle Name Last Name Suffix Locator Code Address/Contact Tab Mailing Address - Line 1 -3 City State/Province Postal Code Country
User ID	Enter the ID to be used in the automatic creation of Costpoint user record for this employee. You can use this field if: The Auto-create User Accounts checkbox is selected on the Configure System Settings screen. The employee is not yet linked to a User ID on the Manage Users screen. If you are entering a new employee record, this field will automatically default to the Employee ID. When you enter a value in the Work E-Mail Address field on the Address/Contact tab, the application will ask whether you want to update the user ID based on the entered value (for example, if the value in the Work E-Mail Address field is [e-mail], the User ID can be set to 'JANEMARIESMITH'. The user ID cannot exceed 20 characters, so if the Work E-mail Address value is [e-mail], the application will ask if you want to set the user ID to ABCDEFGHIJKLMNOPQRST. If the employee is not yet linked to a Costpoint user on the Manage Users screen, you may edit the value before saving. Once the Employee ID is linked to at least one user ID in the Manage Users table, this field will no longer be available. Note: This field is only used to generate a new Costpoint user record. The value is not stored in the Employee (EMPL) table.
Login ID	This value will be used to populate the Active Directory or Certificate ID field on the Manage Users table. Enter the login ID if it differs from the value in the User ID field. You can use this field if: The Auto-create User Accounts checkbox is selected on the Configure System Settings screen. The employee is not yet linked to a user ID on the Manage Users screen. This field will automatically default to the User ID. When you enter a value in the Work E-mail Address field on the Address/Contact tab, you will be asked whether you want to update the user ID based on the entered value. For example, if the value in the Work E-mail Address is [e-mail], the login ID can be set to janemariesmith. If the Work E-mail Address field value is [e-mail], the login ID can be set to abcdefghijklmnopqrstuvwxyz. If the employee is not yet linked to a Costpoint User in the Manage Users screen, you may edit the value before saving. Once the employee is linked to at least one user ID in the Manage Users table, this field will no longer be available. This field is required if the Authentication Method is one of the following in the Configure System Settings screen: Single Sign-on Active Directory Single Sign-on or Active Directory Single Sign-on or Database Windows Domain and Active Directory Certificate SSO This field is not required for Database or Windows Domain and Database authentication methods. Note: The screen only displays this field if the Employee ID is not yet linked to a Costpoint User. This field is only used to generate a new Costpoint user record. The value is not stored in the Employee (EMPL) table. Attention: For more information on how to enable this functionality, see the Special Topic: Create/Update New User Records From the_Manage_Employee_Information_Screen.
ESS User	Select this checkbox to grant ESS access to the specified user ID. When you save this record, the Default ESS User Group specified in the Configure Global Settings screen will be automatically linked to the user. If the employee is not yet linked to a Costpoint user in the Manage Users screen, you may change the state of the checkbox before saving. Once the employee ID is linked to at least one user ID on the Manage Users table, this checkbox will no longer be available. This field is only visible if the following conditions are true: The Auto-create User Accounts checkbox is selected in the Configure System Settings screen. Your company has a license for Deltek Employee Self Service. A Default ESS User Group is specified in the Configure Global Settings screen. This field is only used to generate a new Costpoint user record. The value is not stored in the Employee (EMPL) table. The employee is not yet linked to a Costpoint User in the Manage Users screen. This field is only used to generate a new Costpoint user record. The value is not stored in the Employee (EMPL) table.