Add New Employee

When you finish entering information for the new employee, you can click Add to add the employee to the database. If you forget to enter information in any required fields, Sage HRMS notifies you and automatically highlights the required field so you can add the information. After the system has successfully added the employee to the database, the fields clear in the Add New Employee window so you can add the next new employee.

Use Add if you want to quickly add the employee to the database and bypass the steps normally presented when you use the Add New Hire task.

If you want to stop the Add New Hire task while you are entering information on the Add New Employee window, click Cancel. When the system asks whether or not you want to save your changes, click No. All your changes will be discarded and you will be returned to the Activity Center.

The Add New Employee page contains two tabs on which to enter employee information:

New Employee Tab

The following table describes the fields on the New Employee tab.

Field Label	Field Description
First, Middle, Last Name	Enter the employee’s name using upper and lower-case letters. If the name includes a suffix, such as "Jones, Jr." or "Carrington, III," include the appropriate punctuation in the Last Name field. The Last Name is required.
Social Security	Enter the employee’s Social Security Number (SSN). If you begin the number with 9, Sage HRMS reminds you that it might not be valid. The SSN is required. If you do not know the employee's SSN, enter 000-00-0000 in order to add the employee. When you get the correct SSN, enter the number on the Personal tab of the employee's Demographics page.
Employer Name	The name of the employer. The list includes all the employers you have set up in your Enterprise. The Employer Name is a required field.
Employee ID	The employee’s identifying code. If you set up Sage HRMS to automatically provide the next available numeric employee ID, the next available numeric ID is assigned. This can be alpha-only, or alphanumeric. You can accept the default or enter a new one. The Employee ID is required. Note: The Employee ID cannot contain the following special characters: dot (.), hyphen (-), and blank spaces
Street 1 and Street 2	The first and second line of the employee’s home street address.
City	The employee’s home city.
State	The employee’s home state. The State is required. Note: The list of states is available only after you select the Employer Name.
ZIP	The employee’s ZIP code.
County	The employee’s home county.
Country	The employee’s home country.

Job and Pay Tab

The following table describes the fields on the Job and Pay tab.

Field Label	Field Description
Hire Date	The date the employee was hired. It defaults to today’s date.
Start Date	The date the employee started employment. It defaults to today’s date.
Job Title	A description of the job. If you enabled job code validation during setup, select from the list of job titles. Otherwise, enter a job title.
Job Code	The code that corresponds to the selected Job Title. If you enabled job code validation during setup, Sage HRMS automatically provides the job code when you select the job title.
Supervisor	Click the Find button and select the employee's manager. To remove a supervisor, click the Remove button.
Secondary Supervisor	If you are using Sage ESS, you can assign a secondary supervisor, for example, a line supervisor, to act on the employee's approval requests and receive notifications and emails when the employee updates personal information. Click the Find button and select a secondary supervisor for the employee (can be the same as the Supervisor). To remove a supervisor, click the Remove button.
Unit Pay Rate	The amount the employee earns for each unit worked. This could be an amount per hour or per unit (piece or job).
Pay Period Salary	The total amount the employee earns for each pay period. It is automatically calculated from the Unit Pay Rate and the Pay Frequency.
Hours/Units	The normal number of hours worked per payroll period. If the employee is paid by piece or by job, this field reflects the average number of units (pieces or jobs) per payroll period. This defaults from the information you provided when you set up the employer.
Pay Frequency	How often the employee is paid. This defaults from the information you provided when you set up the employer.
Annual Pay	The total annual pay for the employee. It is automatically calculated.
Payroll Status	Select the employee’s payroll status; Active, Inactive, or Terminated.
Salaried/Hourly	Choose from the drop-down list if the new employee is salaried or hourly.

If you are using eRecruiter, click the Applicant Search button to search for an external applicant (individuals external to the organization). by name or ID. When you select an applicant, the system automatically transfers all available information, from personal information to previous employers. If you are working with internal applicants, you must enter updated personal and job information manually if the employee is selected for another job.