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Field List

Setting Up Employee Payroll

Using Employee Selection on the Employee Payroll window

Changing Employee Information

Information you can change on the Employee Payroll window

  • Employee name, address, phone number, employment dates, and other personal information.
  • Class codes, overtime schedule, shift differential schedule, overtime calculation method, work classification code, and workers' compensation group and code.
  • Default cost center.
  • Assignment of earnings, deductions, benefits, accruals, advances, and expense reimbursements.
  • Cost center information specific to earnings, deductions, benefits, accruals, advances, and expense reimbursements.
  • Assignment of taxes.
  • Optional field values.
  • Direct deposit information.

Before you start

  • You cannot change the employee number. To assign a new employee number, you must add an employee with the new number to Sage HRMS, transfer any employee transaction history, and set the old employee's status to terminated. The system can delete the employee record once it no longer contains employee data for the period for which you retain history.
  • Unless you want to correct existing timecards, make sure you have processed the employee's outstanding timecards with Calculate Payroll.

Unless you want to correct existing manual checks, make sure you have entered and posted manual checks.

You can change employee information even when outstanding timecards exist for the employee. The system displays a warning but allows you to proceed with the employee modifications.

Keep in mind that if you proceed, the changes you make could affect the calculation of the employee’s paycheck when the timecard is processed, and the posting of the employee totals when you approve the paycheck.

  • You can modify an employee’s class codes at any time. Since class codes are used for sorting and selecting employees for processing and for printing reports, consider the effect that class code changes will have on your audit trail.
  • You can modify an employee’s cost center segments at any time, both at the employee record level and at the employee earning/deduction level.

Keep in mind that the changes you make on the Cost Center tab do not affect the segment overrides on the Pay tab.

As with changing an employee’s class codes, consider the effect of changing an employee’s segment codes on your audit trail.

  • The frequencies of the earnings/deductions you add to employees must be the same as, or less frequent than, the pay frequency of the employee.
  • You can “turn off” an employee earning/deduction by typing No at the Calculate field on the Pay tab. This excludes the earning/deduction from payroll calculation without losing to date information.

To Change an Employee Record

  1. Go to Employees > View/Edit Employee > Payroll tab > Employee Payroll.
  2. In the Employee field, type the employee number. You can also use the field's navigation buttons or the Finder to choose an employee.
  3. Select the appropriate tab and enter your changes.
  4. Click Save.

After Changing an Employee Record

Print the Employee Information report.

Other Ways to Change Employee Information

  • To assign earnings and deductions to several employees at once, use the Assign Earnings/Deductions window.
  • To change earning/deduction information (for example, a benefit rate) of several employees at once, use the Update Earnings/Deductions window.
  • To change the TD1 claims of several employees at once, by a specified cost-of-living factor or amount, use the Update TD1 Claim window.
  • To change the tax information for several employees at once, use the Update Taxes window.