Learn more

About Employee Payroll

Changing Employee information

Adding an Employee

Before you start

Before adding employees, you should complete the setup and configuration for

  • General Ledger. Confirm that the G/L segment codes and accounts to which the employee’s payroll totals will post are setup.
  • Earning/Deduction Codes. Earnings, deductions, benefits, accruals, advances, and expense reimbursements in Earning/Deduction Codes setup .
  • Income Taxes. Configure federal taxes and applicable provincial taxes in Income Taxes setup .
  • Federal and State Taxes. Configure federal taxes and applicable state taxes in Federal and State Taxes setup.
  • Local/Other Tax Codes. Add any local or custom taxes required by your payroll in Local/Other Tax Codes setup.

Before you add an employee, have the following information ready

  • The employee number, name, and other personal information (such as address). To decide which employee numbers to use, you should be aware of how Payroll handles and sorts employee numbers.
  • Class codes to assign to the employee, if you use classes.
  • The employee's default overtime schedule, shift differential schedule, and workers' compensation code, if applicable. You can override these defaults when you enter timecards.
  • The employee's default cost center, if you use cost centers overrides.
  • The employee’s pay frequency and the number of regular hours normally worked in that pay period.
  • How overtime should be calculated for the employee.
  • The earnings/deductions and taxes you need to assign to the employee.

    • You can distribute different earnings and deductions to different cost centers. If you want to use this feature, you need the earnings/deductions cost center information.

  • Optional field codes, if you use optional fields.

To Add an Employee

  1. Open Payroll > Payroll Employees > Employees. The Employee Payroll window opens.
  2. In the Employee field, type the new employee number, and click on the next field (or press the Tab key to go to the next field).The Template field opens.
  3. If you select a template from the Template field, Payroll automatically fills in the fields on the window by using information from the template. You can then change or add information in the fields.

    Tip: You can automatically Assign Earnings/Deductions to the Pay tabs of multiple employee records simultaneously.

    If you are adding several employee records, each to be assigned the same set of earnings/deductions on the Pay tab, you can automate the earnings/deductions entry for all those new employees. To do this, do not enter the earnings/deductions on the Pay tab of the individual employee record. Then after you have added all the employee records, use the Assign Earnings/Deductions function.

  4. Click the Add button when you are ready to add the employee.

After Adding the Employee

  • Print the Employee Information report.
  • If you are setting up payroll after the year is under way, and have added all your employees, you should now add employee transaction history in the Transaction History window.