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.
State/Prov. Type the employee’s state of residence, using the Federal Information Processing Standard (FIPS) two-character postal abbreviation; such as, AZ, AK, WY, and so on).
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 using up to 30 characters. If you accept the default, US, the system verifies that you entered a valid FIPS postal abbreviation at the State/Prov. 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.
Type the employee’s social insurance number exactly as it displays on the social insurance card. You must make an entry in this field: if you do not know the employee’s social insurance number at the time of entry, type zeros in the field and correct the number later.
Tip: You can use the Search for Duplicate SINs function from Payroll Tasks to list employees with duplicate social insurance numbers, and this includes employees whose SIN consists of all zeroes.
Type the employee’s social security number. You must make an entry in this field: if you do not know the employee’s social security number at the time of entry, type zeros in the field and correct the number later.
Tip: You can use the Search for Duplicate SINs feature from Payroll Tasks to list employees with duplicate social security numbers, and this includes employees whose SSN consists of all zeroes.
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 employee's job category. This information is used for EEO-1 reporting.
Enter the language in which you want the employee's paycheck to be printed.
The Position,
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 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
ROE Pending indicates that the employee is not presently working but you have not yet printed a Record of Employment for the employee.
- Terminated
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.
Work classification codes are required for the Certified Payroll report.
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.
To indicate that the employee is a U.S. Citizen, select the check box.
Select this check box if the employee has provided formal consent to not receive paper W-2s. The employee receives their W-2s only in electronic form.
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 or 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.
This option is available on the Pay tab of an employee record only if:
- The employee's pay frequency is Biweekly.
- The employee's Overtime Calculation is set to FLSA-Hourly.
- If the option is selected, when you process payroll calculation Sage HRMS Payroll uses this information to ensure that the overtime schedule assigned to the employee is a weekly schedule. If the overtime schedule is valid, the program calculates FLSA overtime pay separately for each week in the biweekly pay period.
- If the option is not selected, Payroll calculates one FLSA overtime amount for both weeks in the pay period.
The option determines whether the program calculates overtime on a weekly or a biweekly basis for the employee.
For examples of these calculations, click here.
This option is the default for new biweekly employees when you select FLSA-Hourly as the overtime calculation , but you can change the option for individual employees by deselecting the check box on the employee record Pay tab.
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 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 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 FLSA 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.
- Allocated Tips.
Use this field to indicate whether or not this earning will be included in the FLSA 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 and .
Note: If you select the Overtime Override option on the timecard, Payroll will clear and disable the Include In FLSA Calculation option.
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 and .
Note: If you select the Overtime Override option on the timecard, the program clears and disables the Include In Regular Rate Calculation option.
Enter the minimum wage for the employee. If all of your employees work in the same province, state, you should enter the minimum wage you entered in the Payroll Setup > Options window. If an employee works in more than one province, state, type the highest minimum wage among those set by the provincesstates in which the employee works.
Note: This field is not used to set the employee's pay rate.
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 FLSA-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:
(160 * 12) / 52
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.
If you select Amount Override or Percent Override as a tax's withholding method, you then enter the full dollar amount of the tax override or the percentage by which the tax’s calculation base will be multiplied:
- Any amount you enter is the amount deducted from the employee's pay, without regard for exemptions, minimums/maximums, or other mitigating factors used in the standard calculation.
- Any percentage you enter is applied to the calculation base and deducted from pay, without regard for exemptions, minimums/maximums, or other factors used in the standard calculation.
For local and custom taxes, if you select Standard Calculation as the withholding method, you can enter an employee-specific amount or percent. The system calculates the employee's tax based on all the information you set up for the tax, including minimums/maximums, exemptions, and so forth, but uses the amount or percent entered on the employee's Taxes tab instead of that entered on the Local/Other Tax Codes window.
When you enter a tax code on the Employee's Taxes tab, the system displays the description.
You can enter a flat amount to be withheld for this tax in addition to the standard calculation or override amount/percent.
Note: If you specify an extra withholding for an employee, this amount is deducted from each paycheck when you calculate payroll. To override the extra withholding on a particular paycheck, you must enter and edit the amount on a timecard.
Enter the distribution code for the G/L accounts to which you want tax amounts posted. You can click the 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 button in this field to display all the tax codes you configured in the Income Taxes window. Federal and State Taxes and the Local and Custom Taxes window.
Two types of employment insurance tax codes are available: EIRx (federal) and QEIRx (Quebec). When assigning the employment insurance tax to Quebec employees, use the QEIR1 to QEIR5 codes instead of the EIR1 to EIR5 codes.
For employees who work in both Quebec and a non-Quebec province, set up both taxes (EIRx and QEIRx) on the Taxes tab. The Province of Employment field on the Class/Schedule tab will determine which of the two types of employment insurance tax is automatically calculated for the employee when payrolls are run.
Note: It is your responsibility to assign the correct EI or QEI tax to the employee when you create a manual check!
The system cannot assign both taxes to an employee on a single check, so you must insure that both EIR and QEIR are not populated via the employee's time card else the system will generate an error when you calculate payroll.
Click this button to view and edit tax information for the employee. Sage HRMS Payroll uses this information to calculate
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.
From the selection box, choose the method of withholding to use when withholding this tax from the employee's pay. The withholding methods are:
- Standard Calculation. The system calculates the tax according to the installed tax tables and your specifications on the Federal and State Tax Codes window or, in the case of a custom tax, according to the calculation method and the amount, percent, or wage bracket table you define for the tax. If applicable, the system considers period minimum and maximum amounts, standard deductions, exemption allowances, and so forth, in the calculation of the tax.
Select the Standard Calculation withholding method when assigning a percentage tax that can be defined as a single local tax and then assigned to employees using differing calculation percentages, according to the county in which each employee's wages are considered taxable.
Note: If you choose Standard Calculation for a local or other custom tax that does not use the Tax Bracket Table calculation method, the system defaults in the Amount/Percent field the amount or percent you set up for the tax on the Local/Other Tax Codes window. You can enter an employee specific amount or percent to be used in the calculation of the tax.
- Amount Override. The system overrides the standard calculation with the amount entered in the Amount/Percent field. The amount you enter is the amount deducted from the employee's pay, without regard for exemptions, minimums/maximums, or other factors used in the standard calculation.
- Percent Override. The system overrides the standard calculation with the percentage entered in the Amount/Percent field. The percentage you enter is applied to the calculation base and deducted from pay, without regard for exemptions, minimums/maximums, or other factors used in the standard calculation.
Note: You must set up a calculation base for the tax, even if it is a Flat tax, for this option to be meaningful.
- Taxable, No Withholding. The employee's earnings are subject to this tax but the system will not calculate any withholding for this tax.
- Calculation Base Only. The system uses the tax only as a calculation base for another tax assigned to the employee.
Choosing Amount Override, Percent Override, or Standard Calculation
If you are assigning a federal or state tax to an employee and want to override the amount of tax deducted for the employee, choose either the Amount Override or Percent Override withholding method to override the tax.
If you want to override the amount deducted for a local or other custom tax, however, you can choose among the Standard Calculation, Amount Override, and Percent Override withholding methods.
Suppose, for example, that you want to override a local Amount Per Hour tax for an employee. You can override the amount per hour used in the calculation of the tax by selecting Standard Calculation at the Withholding Method field and entering the employee-specific amount per hour at the Amount/Percent field.
The system calculates the employee's tax based on all the information you set up for the tax on the Local/Other Tax Codes and Employee Payroll windows, but uses the amount per hour entered on the employee’s Taxes tab instead of the amount per hour entered on the Local/Other Tax Codes window.
Or, you can override the full calculated amount or percentage of the tax by selecting Amount Override or Percent Override at the Withholding Method field and entering the employee-specific amount or percent to be deducted for the tax at the Amount/Percent field.
The system ignores the information you set up for the tax in the Local/Other Tax Codes window and deducts the amount you enter at the Amount/Percent field.
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.
Enter the employee's ethnicity. This information is used for EEO-1 reporting.
You can enter up to 250 characters of additional information about the employee for your records.
Tip: When you enter information in the Notes field, press Ctrl + Enter to start a new line.
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.
By default, this field displays the employee ID from the Employee field, but this information can be changed.
Note: The information in the Reference field (not the information in the Employee field) is included in direct deposit data.
This optional two-character field can be used at your convenience, for example to enable special handling of entries. Leave this field blank if you do not have any special payroll handling requirements.
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
|
Bank Code |
Description |
|
Account Number |
|---|---|---|---|
|
BK01 |
Strand Bank-checking |
2332 |
12345-1 |
|
BK02 |
Strand Bank-savings |
2332 |
12345-2 |
|
BK03 |
Strand Bank-premium |
2332 |
12345-3 |
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 corresponding employee’s bank transit or routing number (9 digits), which may also be the bank institution number.
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.
- When you first install a version of Sage HRMS Payroll that includes the Prenote Status field, the prenote status for all existing banks is set to Approved. After this, any banks you create start with a prenote status of Not Sent.
- A bank's prenote status is set to Not Sent if you change the Transaction Code, Receiving DFI ID, or Account Number for the bank.
- A bank's prenote status is set to Pending if you generate a
-
A bank's prenote status is set to Pending if you do one of the following:
- For Sage 300 EFT Direct Payroll, generate a
- For Sage 300 Direct Deposit, synchronize a prenote for the bank on the (Undefined variable: Language.UI Process Direct Deposits) window.
- For Sage 300 EFT Direct Payroll, generate a
- Prenote statuses are not automatically set to Approved. After receiving a prenote approval from a bank, you must manually change the prenote status for the bank to Approved.
- You can manually change a bank's prenote status.
If you use Sage 300 Direct Deposit, you should usually allow Sage HRMS Payroll to automatically set prenote statuses. Manually changing a prenote status can cause your records to be out of sync with the bank, which can prevent you from processing direct deposits, or cause direct deposits to be processed incorrectly.
If you use
- Direct deposits are calculated only for banks with a prenote status of Approved. If an employee is set up to be paid by direct deposit, but does not have a bank with a prenote status of Approved, the employee's paycheck is created as a physical check, not a direct deposit.
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
Enter the deduction code you want to assign to the employee as a garnishment. You can click the Finder button to select from a list of all the deduction codes set up for the employee. The deduction must be setup on the employee's Pay tab prior to adding it to the Garnishment tab.
Tip: If you need to regenerate the Child Support EFT file, create a new deduction code specific for use during the regeneration process.
This field defaults to the description of the deduction code you entered for the garnishment. This field is for informational purposes only.
Enter the date of the garnishment court order.
Select from one of the following:
- Pre-notification. Indicates that the garnishment EFT will be a pre-notification. Use this to validate the account information prior to sending funds.
- Deposit. Indicates that the garnishment will be deducted from the employee's pay to be transmitted to the State Disbursement Unit (SDU) as defined on the Garnishment tab.
- Inactive. Indicates that the garnishment is inactive, either by completion of the garnishment's duration or termination of the employee.
Note: No funds will actually be transmitted with a garnishment set to Pre-notification, as this is used for verification purposes. The EFT Status must be set to Deposit for employee garnishment funds to be transferred.
Enter the case number of the garnishment order. The ID is assigned by the child support enforcement entity when the case is established.
Enter the state issuing the child support order. The field has a default value of the state in the employee's address (on the General tab) and is a required field.
Enter any additional information about the jurisdiction of the child support order issuer, such as the county. This field has a limit of 30 characters.
Enter the Federal Information Processing Standards (FIPS) numeric code from the garnishment order. The code designates the child support enforcement entity that receives the payments.
The name of the custodial parent that is listed on the child support order.
The name of the State Disbursement Unit (SDU) that will be receiving the EFT payment.
The bank routing number for the State Disbursement Unit or SDU.
The bank account number of the State Disbursement Unit or SDU.
This code identifies the type of account used in the EFT transmittal and is specific to the State Disbursement Unit (SDU) account. Select one of the following:
- 22 - Checking Account (default)
- 32 - Savings Account
This is an optional field used to record the employee ID for EFT purposes. You can keep the Reference field the same as the Employee field, or change it if you use a different employee ID for EFT. The Reference field (not the Employee field) is included in the file that is generated for submission to the bank.
This optional two character field can be used as needed, for example to enable special handling of entries. Leave this field blank if you do not have any special payroll handling requirements.
Indicates if the employee with the garnishment order has family medical insurance available. The field will only accept a or , with being the default value. Double-click the field to change it.
Indicates if the employee with the garnishment order is required to have family medical insurance. The field will only accept a or , with being the default value. Double-click the field to change it.
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).
State/Prov. Enter the state of the work location, using the Federal Information Processing Standard (FIPS) two-character postal abbreviation.
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. If you accept the default (U.S.) the system verifies that you entered a valid FIPS postal abbreviation at the State/Prov. field.
Country. Enter the country of the work location. The default is Canada.