About Demographics

The Address and Phone tab contains the following fields.

Field Label	Field Description
Street 1	Enter the employee’s home street address.
Street 2	Enter the second line of the address.
City	Enter the employee’s home city.
State or Province	Select the employee’s State/Province. Note: This field does not update payroll fields when using Sage HRMS Payroll.
ZIP /Postal Code	Enter the employee’s ZIP/postal code.
County	Enter the employee’s home county.
Country	Enter the employee’s home country.
Home	Enter the employee’s home phone.
Business	Enter the employee’s business phone.
Extension	Enter the employee’s business extension.
Cellular	Enter the employee’s cell phone number
Pager	Enter the employee’s electronic pager number
Email	Enter the employee’s email address. If you use Sage ESS, this is the From address for notification emails.
Alt. Email	Enter a secondary email address for the employee.

Personal

The following fields appear on the Personal tab.

Field Label	Field Description
First	Enter the employee’s first name.
Middle	Enter the employee’s middle name.
Last	Enter the employee’s last name.
Nickname	Enter the employee’s nickname. If you do not enter a nickname, Sage HRMS enters the first name and uses it in the Work Telephone Directory and the greeting on the Employee Benefits Statement.
Salutation	Enter a title such as Dr., Mr., or Ms.
SSN /SIN	Enter the employee's Social Security Number/Social Insurance Number.
Language	Select the language spoken by the employee.
EEO Reporting	Select this check box if you want the employee included in EEO (Equal Employment Opportunity) reporting.
EE Reporting	Select this check box if you want the employee included in EE (Employment Equity) reporting.
Birth Date and Age	Enter the employee’s birth date. Sage HRMS fills in the Age field after you enter the date.
Marital Status	Select the employee’s marital status. This is a required field. Note: This field does not update payroll when using Sage HRMS Payroll.
Gender	Select either Male or Female. For Canadian employers: You must select a gender so that employees will be counted correctly on Employment Equity reports. If an employee is not marked with a specific gender, they will display on the report, but will not be included in the counts.
Smoker	Indicate whether or not the employee smokes. Select Yes or No.
Disability	Indicate whether or not the employee is disabled. This field applies only when EEO Reporting is selected.
Ethnic Origin	Enter the ethnic ID, which Sage HRMS uses in EEO reports. This field applies only when EEO Reporting is selected.

Photo

Use the Photo tab to attach a photograph in the form of a PNG, JPEG, or GIF file to an employee's record. Whenever you open the Demographics page for the employee, you can view the employee's photograph.

Before you select a photo, Sage HRMS must be able to access it as a supported file with the .PNG, .JPG, .JPEG, or .GIF extension.

To Select a Photo

Open the Demographics page for the employee for whom you want to attach a photo.
Click the Photo tab. The Photo tab opens and is blank if you did not yet select a supported file type.
Click Select. The Select a Photo File dialog box opens.
Choose the correct path and name of your photo file.
Select the file and click Open. The photo appears in the Photo tab.

To Remove a Photo

You can remove a photograph from an employee's record whenever necessary. From the Photo tab, click Remove. When you remove a photograph, it is not removed from your system. You can select the photo again any time you want.

EE Designated Groups

The EE Designated Groups tab applies only when EE Reporting is selected.

Field Label	Field Description
Questionnaire Completed	Indicate whether or not the employee has completed the Employment Equity questionnaire. Select Yes or No. If you select No, all other fields are disabled.
Completion Date	Enter the date the employee completed the questionnaire.
Visible Minority	Select whether or not the employee is a member of a visible minority group. If you select Yes, the drop-down list becomes enabled. Select a code from the Visible Minority code table. A person cannot be both a visible minority and an Aboriginal. If you select Yes for Visible Minority, Aboriginal automatically defaults to No.
Aboriginal	Select whether or not the employee is a member of an Aboriginal group. If you select Yes, the drop-down list becomes enabled. Select a code from the Aboriginal code table. A person cannot be both an Aboriginal and a Visible Minority. If you select Yes for Aboriginal, Visible Minority automatically defaults to No.
Disability	Select whether or not the employee is disabled. If you select Yes, the drop-down list becomes enabled. Select a code from the Disability code table.

EE Groupings

The EE Groupings tab applies only when EE Reporting is selected.

Field Label	Field Description
Industrial Sector	Select a code from the Industrial Sector code table. The field defaults to the Industrial Sector you selected on the Employer Setup page.
CMA	Select a code from the Census Metropolitan Area code table.
NOC	Select a code from the National Occupation Classification code table.
EEOG	Select a code from the EEOG (Employment Equity Occupation Group) code table.
EEEC	Select a code from the EEEC (Employment Equity Employment Category) code table.
Employment Province	Select a code from the Province/Territory code table.
Gender	This read-only field displays the employee's gender from the Personal tab.
Location	This read-only field displays the employee's location from the Current Job page.
Job	This read-only box displays the employee's job code and description from the Current Job page.
Type	This read-only field displays the employee's employment type from the Current Job page.
Status	This read-only field displays the employee's status from the Current Job page.

PIPEDA Consent (Personal Information Privacy and Electronic Documents Act)

The PIPEDA Consent tab contains the following fields.

Field Label	Field Description
Consent Received	Indicate if the employee gave their consent for the employer to collect, use, or disclose personal information about them.
Date	Enter the date on which the employee gave their consent.
Type of Consent	Select type of consent received, such as verbal or written.
Follow Up Date	If there needs to be any follow up for the PIPEDA consent, enter a follow up date.