Employee Payroll Field List

You must enter at least a birth date and a hire date when you add an employee. You can provide the other dates (such as review, raise, inactive, and so on) later, as needed.

Last Name. Type the employee’s last name, using up to 20 characters.

First, Middle. Type the employee’s first and middle names, using up to 15 characters each.

Address. Type the employee’s street address, using up to four lines of 60 characters each.

City. Type the employee’s city of residence, in up to 30 characters.

State/Prov. Type the province in which the employee lives. To ensure electronic filing features and reporting work properly, you must enter a valid 2-character province code; for example, BC (do not include periods or spaces.

Zip/Postal Code. Type the employee’s resident zip code or postal code:

• If you enter U.S.A. in the Country field, you can enter a nine-digit zip code and the system inserts the hyphen for you.
• If you enter Canada in the Country field, you can enter a six-character postal code.
• If you enter a country other than Canada or the U.S.A. in the Country field, you can enter up to 20 characters in the zip or postal code field.

Country. Type the employee’s country of residence, in up to 30 characters. The system defaults Canada.

Country Code. Type the country code for the employee's country of residence, up to 3 characters.

E-mail. Type the employee’s email address, up to 50 characters.

Phone. Type the employee’s telephone number. If you chose the Format Phone Number option in the Company Profile, the system automatically formats the telephone number with parentheses and a hyphen. If you did not choose the Format Phone Number option, you can format the employee’s phone number yourself.

From the Finder, select a code to assign to the employee for each class you want to use. You can use class codes can be used to sort reports, select data to display on reports, sort and select employees for processing. Learn more About Employee Class Codes and Schedules.

Enter the language in which you want the employee's paycheck to be printed.

The Position, Supervisor and Times Late fields are informational. Times Late is updated by entries you make in Timecards.

Enter the employee's province of employment, and be sure to update this information if the employee moves to a different province while still in your employ. The program uses this information to provide multiple T4s, T4As, and Relevé 1s for employees who have paid income tax in more than one province during the year.

If the employee contributes to a Registered Pension Plan (RPP) enter the number of the plan. The RPP number prints on reports, T4s, and Relevé 1s.

Enter the codes for the overtime schedule and shift differential schedule you will use for this employee. Click the Finder button for list of all the schedules set up for the company. During the timecard entry process you can associate other schedules with the employee's work hours.

If you entered a shift schedule for the employee, enter a work shift to which the employee is assigned. The shift differential schedule and the shift number determine the shift differential rate to be used in calculating the employee's pay.

Choose the employee's status from the list. The choices are:

• Active. The employee is working for the company now. This is the default entry for this field.
• Inactive and Inactive - ROE Pending. The employee is not presently working for the company but is expected to return. The system does not calculate pay for an inactive employee. An inactive employee does not accrue vacation or sick time although any to-date vacation, sick, and compensatory/banked time the employee accrued while active displays on the vacation, sick, and compensatory/banked time reports.

  ROE Pending indicates that the employee is not presently working but you have not yet printed a Record of Employment for the employee.

• Terminated and Terminated - ROE Pending. The employee has left the company. If the termination date is earlier than the pay period end date, the system does not calculate pay for the employee. The system does include the employee in vacation, sick, and compensatory/banked time reports, T4s, T4As, and Relevé 1s.

ROE Pending indicates that the employee is leaving the company but you have not yet printed a Record of Employment for the employee. Delete Inactive Records does not delete employees with a status of Terminated - ROE Pending.

When you change an employee's status from Terminated or Inactive to Active (that is, the employee returns to your employment), the system deletes all (old) record of employment information for the employee.

A workers' compensation group, in conjunction with the workers' compensation code, assigns to an employee's earnings a particular workers' compensation rate and an insurable earnings ceiling. The workers' compensation group you enter becomes the default group used for all earnings and benefits you assign to the employee. You can override this group for each earning or benefit when you assign it to the employee on the Pay tab of the Employee Payroll window, or during timecard or manual check entry.

Use the finder to select a work classification code for this employee. You set up the work classification codes you want to use throughout Sage HRMS Payroll in the Work Classification Codes window from Payroll setup .

A workers' compensation code, in conjunction with the workers' compensation group (WCC Group), assigns to an employee's earnings a particular workers' compensation rate and an insurable earnings ceiling. The workers' compensation code you enter becomes the default code used for all earnings and benefits you assign to the employee. You can override this code for each earning or benefit when you assign it to the employee on the Pay tab of the Employee Payroll window, or during timecard entry.

Lists the name of each segment code as set up in G/L Account Structures and then as defined on the Setup > Payroll > Payroll G/L Integration window and Segments tab (see Using Cost Center Overrides).

Next to each G/L segment name, select the segment code (defined in the General Ledger Segment Codes window) that pertains to the employee. The segment you select here overrides any general G/L codes set up at the company level when you process payroll.

For example, suppose you set up Department as a G/L segment name in G/L Options and defined the G/L segment codes for Department in General Ledger as 101, 202, 303, and 404. If you are adding a new employee who will be assigned to department 303, at the Department prompt, click the Finder button and select 303.

This column can only be used if the Repayment Deduction check box is selected on the deduction setup window for the deduction in advance of adding the deduction to the employee record. A repayment deduction must be associated with an earning of the category Advance.

• Select the Repayment Deduction check box (available for deductions only) to indicate that the deduction you are setting up is an automatic deduction to repay a cash or noncash advance.

To set up a repayment deduction for a taxable "advance" against future earnings that you have set up as an earning, do not mark the Repayment Deduction box. Also, set up this type of deduction to be taken before any taxes, since the "advance" earning has already been taxed at source.

• For repayment deductions only, enter a code for the advance the deduction is repaying. You can click the Finder button to display a list of the advances assigned to the employee.

  Note: If you are assigning an advance and a repayment deduction to an employee, be sure to assign the advance first. The system does not allow you to assign a repayment deduction for an advance that has not yet been assigned to the employee.

Select Yes or No to indicate whether this earning/deduction should be included in payroll calculation.

This feature allows you to exclude an earning/deduction from payroll calculation without losing to-date information.

Enter the date after which unused vacation, sick, and compensatory/banked time is carried over to the new year, up to the limit specified for the accrual in the Maximum Carry-over field (on the Earnings/Deductions Codes setup window).

For an earning with the calculation method Hourly Rate, Flat, Fixed, Piece Rate Table, or Sales Commission Table, type the usual number of hours worked by the employee per pay period for this earning.

If your employees work fixed schedules, adding the usual hours worked by the employee for each of these earnings makes timecard entry of earnings hours unnecessary.

Enter each earning/deduction code you want to assign to the employee. You can click the Finder button to select from a list of all the earnings/deductions set up for the company.

Tip: Press F9 to open a detailed view of the selected earning or deduction.

When you select an earning or deduction, and press F9 on your keyboard, the detail window opens. Here you can specify additional details for the Distribution Codes. You can also click the Cost Center Override button to define the code center segment specific to the earning or deduction.

You must set the Use Cost Center Overrides option on the Integration tab of the Payroll G/L Integration setup window for this button to appear.

After you select an earning or deduction and press F9, you can click the Cost Center Overrides button to set up employee-specific G/L segment codes. The system uses these codes as the default segment codes to post each earning, deduction, or tax assigned to an employee. Learn more About Employee Cost Center Override Segments.

This column displays the employee's annual maximum for this earning/deduction. You set this value in the Earnings/Deductions Codes window from Payroll Setup.

Type the hourly rate, percentage, or amount to be used in calculating employee amounts for this earning/deduction. The label for this field depends on your choice of employee calculation method.

For example, if you are assigning a Flat earning to a monthly salaried employee enter 2000 in the Amount field as the employee's monthly salary. If you are assigning an Hourly Rate earning to an employee enter 9.00 in the Hourly Rate field to indicate the employee's hourly wage.

This field maintains a lifetime sum of the employee's portion of the earning/deduction that is assigned to the employee. Edit this field if necessary. 

This column displays the employee's lifetime maximum for this earning/deduction. You set this value on the Employee tab of the Earnings/Deductions window, which is found in Setup > Payroll Setup .

This column displays the employee maximum for a time period based on the pay frequency. You set this value in the Earnings/Deductions Codes window from Payroll Setup.

This column displays the employee minimum for a time period based on the pay frequency. You set this value in the Earnings/Deductions Codes window from Payroll Setup.

If you have set up a deduction that has two rates, this column displays the secondary rate that takes effect after the Annual Maximum or a Lifetime Maximum is reached. You set this value in the Earnings/Deductions Codes window from Payroll Setup. The secondary rate is expressed as an amount, amount per hour, or percent, depending on the deduction's calculation method.

Type the percentage or amount to be used in calculating employer amounts for this employee earning/deduction. The label for this field depends on your choice of employer calculation method.

For example, if you are assigning a Percent of Base benefit to an employee, you enter 0.5 in the Percent field to represent the percentage of the employee's base salary the employer intends to contribute.

This column displays the employer's annual maximum contribution for the specified earning/deduction. You set this value in the Earnings/Deductions Codes window from Payroll Setup .

This field maintains a lifetime sum of the employer's portion of the earning/deduction that is assigned to the employee. Edit this field if necessary. 

For earnings/deductions (except accruals) that let you enter an Annual Maximum amount, you can also enter a Lifetime Maximum amount.

The Lifetime Maximum field enables you to specify when the Payroll program should stop calculating the earning/deduction, without specifying a time limit.

For example, if you create a Car Payment deduction with a lifetime maximum of $100,000, then during every Calculate Payroll run, the program will deduct a Car Payment amount for employees who have been assigned that deduction, until $100,000 has been deducted.

The value you enter on the Earning/Deduction Codes window becomes the default for all employees. However, you can change the value on individual employee records, where appropriate.

This column displays the employer maximum for a time period based on the pay frequency. You set this value in the Earnings/Deductions Codes window from Payroll Setup.

This column displays the employer minimum for a time period based on the pay frequency. You set this value in the Earnings/Deductions Codes window from Payroll Setup.

If you have set up a deduction that has two rates, this column displays the secondary rate that takes effect when the Annual Maximum or a Lifetime Maximum is reached. You set up this field in the Earnings/Deductions Codes window from Payroll Setup. The secondary rate is expressed as an amount, amount per hour, or percent, depending on the deduction's calculation method.

You can enter the month, day, and year that calculation of the earning/deduction is to end.

Enter the distribution code for the set of G/L accounts to which to post the amounts of each earning/deduction assigned to an employee. You can double-click the field to show the Finder icon and then select from a list of the distribution codes you previously set up for this earning/deduction. You can override the G/L accounts to which employee amounts post during timecard entry.

If you use cost center posting, the system replaces segments of the G/L distribution accounts with employee-specific segments.

You can edit this field only if the employee's overtime calculation method (on the Pay tab of the Employee Payroll window) is one of the Regular Rate options, and if the earning is one of these types:

• Salary & Wages that uses an employee calculation method of Flat, Fixed, or Hourly Rate.
• Reported Tips.

Use this field to indicate whether or not this earning will be included in the Regular Rate overtime calculations.

The default selection for this field comes from the Earning/Deduction Codes. To change it for the employee, double-click the field on the table and switch between Yes and No.

Enter the minimum wage for the employee. If all of your employees work in the same province, you should enter the minimum wage you entered in the Payroll Setup > Options window. If an employee works in more than one province, , type the highest minimum wage among those set by the provinces in which the employee works.

Select the method you want to use to calculate overtime. For a list of options read About Overtime Calculation Methods.

Select this check box if the employee works for your company part-time. When you enter timecards, the system verifies that a part-time worker's hours have not exceeded the maximum number of annual part-time hours you entered in Payroll Setup Options.

Choose the pay frequency with which the employee will be paid from the drop-down list. The options available include; Daily, Weekly, Biweekly, Semimonthly, Twenty-two per Year, Thirteen per Year, Monthly, Ten per Year, and Quarterly.

Type the number of regular (not overtime) hours the employee normally works in a day. The default is 8 hours.

Payroll uses this field to calculate the Days Worked field on the timecard.

Enter the number of regular (not overtime) hours the employee normally works within each pay period.

When an employee works overtime during a pay period in which the employee's regular number of hours has not been met, the system can make up the shortage of regular hours from the employee's accrued compensatory/banked time. (To implement this, check the Pay Regular Hours Shortage From compensatory/banked Time box when setting up your company's overtime schedules.)

In determining the number of accrued compensatory/banked time hours to apply, the system calculates the difference between the regular hours worked and the regular hours per pay period you enter in this field.

This field is only available if you choose Regular Rate–Salary Fixed Hours in the Overtime Calculation field. Type the number of regular (not overtime) hours the employee normally works in a week.

The default for this field is calculated to be the weekly equivalent of the value in the Regular Hours Per Period field (based on the periods per year options on the Payroll Options window ). For example, if an employee is paid monthly and the Regular Hours Per Period field contains 160 hours then the payroll program calculates the Regular Hours Per Week field as 37, that is: 

The start date dictates when calculation of this earning/deduction will begin.

• Specific Month/Day. Calculation of the earning/deduction starts on a specific month and day, which you enter in the Month and Day fields that display. 
• Date of Hire. Calculation of the earning/deduction starts on the employee's hire date.
• Months After Hire. Calculation of the earning/deduction starts a specific number of months after the employee's hire date. You enter the number of months in the Months After Hire field that displays.
• Days After Hire. Calculation of the earning/deduction starts a specific number of days after the employee's hire date. You enter the number of days in the Days After Hire field that displays.

When you assign this earning/deduction to an employee, the system supplies the start date for the earning/deduction based on the employee's hire date.

If you want to assign optional fields to this earning/deduction or tax, click the Use Optional Fields column to open the Optional Fields entry table. You must have already defined optional fields in Payroll Setup >Optional Fields setup, as described in About Optional Fields.

Enter a workers' compensation group for each accrual, benefit, or earning you assign to an employee on the employee record Pay tab. The default is the workers' compensation group you entered for the employee on the Class Codes and Schedules (Class/Schd) tab.

Enter a workers' compensation code for each accrual, benefit, or earning you assign to an employee on the employee record Pay tab. The default is the workers' compensation code you entered for the employee on the Class Codes and Schedules (Class/Schd) tab.

When you enter a tax code on the Employee's Taxes tab, the system displays the description.

Enter the distribution code for the G/L accounts to which you want tax amounts posted. You can click the Finder button to select from a list of the distribution codes you set up for the tax.

If you use cost center posting (G/L segment replacement), when you calculate payroll the tax amounts posted are distributed to the cost centers in which the taxable wages were earned. That is to say, the system distributes tax amounts proportionately among the cost center segments to which the wage expenses were posted.

Enter the codes for the taxes to which the employee's pay is subject. You can click the Finder button in this field to display all the tax codes you configured in the Income Taxes window.

Click this button to view and edit tax information for the employee. Sage HRMS Payroll uses this information to calculate income taxes, as well as populate tax and Year-End forms. Learn more About the Employee Tax Info window.

If you want to assign optional fields to this earning/deduction or tax, click the Use Optional Fields column to open the Optional Fields entry table. You must have already defined optional fields in Payroll Setup > Optional Fields setup, as described in About Optional Fields.

For your records, you can enter a second address for the employee.

For your records, you can enter an emergency contact's name and telephone number.

You can enter up to 250 characters of additional information about the employee for your records.

Use the Finder to select the optional field codes you want to use with this employee. You can select only the optional fields that you have already set up on the Payroll Optional Fields window. When you select an optional field code, the program displays the description for the optional field.

If you want to set a default value for the optional field, double-click in the Value Set column to change it to Yes.

The Yes flag in the Value Set field alerts the data entry clerk that a seemingly blank optional field actually has an entry. By looking at the Value field, you cannot tell whether it has a “blank” default value or no value at all.

Enter or select the value that the program will display as the default for the optional field.

If the optional field you selected requires validation, you must select a value that is defined for the optional field in Common Services. However, if the optional field allows blanks, you can leave the default value field blank.

If the optional field does not use validation, you can do one of the following:

• Select a value that is defined for the optional field in Common Services.
• Leave the field blank.
• Enter a combination of alphanumeric or special characters and spaces. The entry must be consistent with the type of field (text, number, date, amount, and so on) and must not exceed the number of characters specified for the optional field. In a Yes/No field, you can enter only Yes or No.

When you specify a value from Common Services, the program displays the description for the value.

To activate direct depositing for the employee, select the Direct Deposit check box.

This field is for information purposes only. The employee's name auto-populates into this field.

By default, this field displays the employee ID from the Employee field, but this information can be changed.

Enter a unique bank code for each detail line that you enter on the table. If you enter a duplicate bank code, a message informs you that a record already exists.

To set up several accounts at the same bank, you must enter a different bank code for each account; however, enter the same institution ID. For example:

Enter a description, such as the full name or purpose of the EFT account you are adding.

This field represents the format of the banking information and defaults to 01 - (NACHA) National Clearing System Number. This information should be provided by the employee's bank with the account information. Double-click the field to edit and select from:

01 - NACHA National Clearing System Number

02 - BIC Bank Identification Number

03 - IBAN - International Bank Account Number

Enter the Banking Institution ID that the employee's bank uses to identify their institution. This ID is provided by the bank and is 9 digits long.

Enter the employee’s account number at this bank.

This field is used to identify various types of debit and credit entries, per national financial institution standards. For example:  

22: Checking Account Credit Automated Deposit.

32: Savings Account Credit Automated Deposit.

Prenotes are zero-dollar transactions used to verify employees' bank account information. Direct deposits cannot be deposited into an employee account until a prenote has been approved for the account.

This field displays the status of the prenote for a bank:

• Not Sent. No prenote has been sent.
• Pending. A prenote has been sent and you are awaiting a response from the bank.
• Approved. A prenote was sent, and the bank approved it. You can make direct deposits to the bank account.
• Declined. A prenote was sent, but the bank declined it. Verify the account information and resend the prenote.

Calculation Type specifies how the employee’s paycheck is to be distributed for direct deposit to this bank.

To understand how Sage HRMS Payroll will interpret the values you enter in the Calculation Type and Amount/Percent fields, click here.

The calculation types are as follows. The Payroll program applies these types in the order listed below (and not necessarily in the order in which you entered them on the table):

• Fixed Amount. The amount you specify in the Amount/Percent field will be taken from the employee’s paycheck and directly deposited to this bank.
• % of Gross Earnings. A percentage of the employee’s gross paycheck amount (before taxes and deductions) will be directly deposited to this bank. You specify the percentage in the Amount/Percent field.
• % of Net Pay. A percentage of the employee’s net paycheck amount (after taxes and deductions) will be directly deposited to this bank. You specify the percentage in the Amount/Percent field.

  Note: The % of Net Pay type calculates a percentage of the net paycheck amount remaining after the other two calculation types have been applied.

Depending on the Calculation Type you selected, enter either an amount or percentage.

The date on which the system can start using the bank account to directly deposit the employee’s paychecks.

This field is for the date on which the program must stop using the bank account to directly deposit the employee’s paychecks.  If no end date is specified by the employee, you can leave the field blank.

Enter the two-digit representation for the Destination Country for International ACH Transactions (IAT). This information should be provided by the employee with the employee's bank account information and only applies for International funds transfers. You must define the destination country for each international direct deposit transaction, however the field should be left blank for domestic transactions.

This field indicates the currency in which the entry should be received. The currency should be represented in standard ISO format. You must define the destination currency for each international direct deposit transaction, however the field should be left blank for domestic transactions.

This tab is for informational purposes only at this time. Information entered on this tab does not display on reports.

Work Location. Enter the name and address of the work location.

City. Enter the city of the work location.

State/Prov. Enter the province of the work location. If you plan to use the T4s Electronic Filing or the T4As Electronic Filing features in Sage HRMS Payroll, ensure that you enter a valid 2-character province code; for example, BC (do not include periods or spaces).

Zip/Postal Code. Enter the work location's zip or postal code:

• If you enter U.S. in the Country field, you can enter a nine-digit zip code and the system inserts the hyphen for you.
• If you enter Canada in the Country field, you can enter a six-character postal code.
• If you enter a country other than Canada or the U.S.A. in the Country field, you can enter up to 20 characters.

Country. Enter the country of the work location. The default is Canada.