Setting up employers for Sage HRMS

Sage HRMS lets you manage information for multiple employers. However, because the system stores the data for each employer in separate databases, you must set up information for each employer separately.

Sage HRMS identifies each employer with a unique employer code that you assign when you add the employer to the system. Sage HRMS uses this code to store and access information.

Example: The system stores sample employer data for Dunedin Enterprises, whose company code is DEU (or DEC for Canadian sample data).

You should have already set up your enterprise and added your employers to the enterprise. After you add your employers, you are ready to set up the employers for Sage HRMS. This procedure includes defining the options for your employers and determining the user-defined fields on employee pages your employers might want to use to hold specific information not stored elsewhere in Sage HRMS. For information about how to set up your enterprise and how to add employers to your enterprise, see About enterprise setup and Setting up employers.

For each employer you created in Sage HRMS, you must complete the HR Setup information.

Note: Each Sage program creates and maintains its own databases. Therefore, if you use other Sage programs with Sage HRMS, you must set up each employer for each applicable product.

Setting up an employer for Sage HRMS:

  1. Log on to Sage HRMS.
  2. Select the company you want to work with.
  3. Select Setup > System > Setup > Add Employer
  4. In the list of all employers in your system, select the employer, and click OK.
  5. On the HR Setup page for the employer you selected, fill in the appropriate information on the tabs.

Items on this tab

 

Item

Description

Allow EEO-4 Reporting (U.S. only)

Enable this option if your U.S. employer must submit EEO-4 reports to the Equal Employment Opportunity Commission (EEOC). Select No if the employer must submit EEO-1 reports instead.

  • Select Yes to enable the EEO-4 tab on this page.
  • Select Noto enable the EEO-1 tab on this page.

It is your responsibility to understand EEOC guidelines governing the submission of EEO-4 and EEO-1 reports.

Job Code Validation

When you enter a job code or job title for an employee, you have the choice of either selecting from a list of job codes or job titles (you establish the list when you set up your job codes and titles) or manually entering a job code or a job title.

  • Select Yes to select from a list of job codes.
  • Select No to manually enter a job code or job title.

Note: If you enable job code validation (select Yes), when you create a custom detail and select job code as a field to add to the page, the job code will be used. If you disable job code validation (select No), when you create a custom detail and select job code as a field to add to the page, the job title will be used.

Salary Grade Validation

When you establish an employee’s salary grade code or job code, Sage HRMS can detect whether or not the salary you enter or the salary associated with the job code you select is within the range you set up for the selected job code.

  • Select Yes to direct Sage HRMS to validate that the employee’s salary is within the salary grade for the job.
  • Select No to disable the validation.

Numeric Employee ID

Important! If you are using Sage Employee Self Service, you should never change the Numeric Employee ID setting when an open enrollment or life event is in process, or if the open enrollment or life event has not yet been transferred to Sage HRMS.

You can set up Sage HRMS to automatically assign the next available (and sequential) ID number when you add new employees.

  • Select Yes to enable automatic numbering of employee IDs.
  • Select No to disable automatic numbering. This means that when you add a new employee, you must manually assign an ID number to the employee. Sage HRMS reminds you if you accidentally assign a number that already exists.

Note: If you change your selection for this option after you first set up your employer, Sage HRMS asks you if you want to convert existing IDs into either character format (if you disable the option) or numeric format (if you enable the option). Select Yes to have Sage HRMS automatically convert all the IDs for you.

Warning Age

You can enter the minimum legal employment age for your state or employer. Sage HRMS then warns you if you hire a person younger than the legal age. Leave the field blank if you do not want a warning.

Description of Establishment

If your employer submits EEO reports, enter a brief description of the major business activity of the establishment. The information you enter here appears on the EEO-1 Headcount Summary report.

Display Payroll Status Message

Select whether you want a message displayed asking if the payroll status should also be updated when terminating an employee.

Note: This item only appears for HR-only installs (without HMRS Payroll).

Allow EE Reporting (Canada only)

Enable this option if your Canadian employer must submit Employment Equity reports.

Select Yes to enable the Employment Equity Contact tab on this page.

Note: It is your responsibility to understand EE guidelines governing the submission of EE reports.

User-Defined Employment Fields

You can define four fields that appear as Miscellaneous fields on the HR Status page. The text you enter is used for the miscellaneous field labels.

If your employer has special needs not covered in Sage HRMS, you can define your own field labels and fields to meet these needs. For example, medical groups can define fields to track details about degrees, specialties, and certification dates. You might also want to use these fields to record driver’s license numbers, security clearances, uniform sizes, or the results of pre-employment screenings.

Note: You can also track information unique to your employer by designing and creating custom pages.

User-Defined Pay Fields

You can define four field labels that appear as Miscellaneous fields on the Current Pay page. The text you enter is used for the miscellaneous field labels.

When you set up your employer, you need to determine whether to set up information for EEO-1 reporting or for EEO-4 reporting. It is your responsibility to comply with federal regulations and procedures governing the filing of EEO-1 and EEO-4 reports.

To set up EEO-1 information

  1. On the HR Options tab, select No for Allow EEO-4 Reporting. The EEO-1 tab becomes enabled.
  2. Click the EEO-1 tab and enter the required EEO-1 setup information, as described in the following table. This information appears on the EEO-1 Headcount Summary report.

Items on this tab

 

Item

Description

Establishment

Enter the name and address of the establishment.

Parent Co

Enter the name and address of the parent company.

CO Number

Enter the Company Number.

Unit Number

Enter the Unit Number.

SIC Code

Enter the Standard Industrial Classification code.

EI Number

Enter the Employer Identification Number.

Duns No

Enter the Dun and Bradstreet identification number, if applicable.

NAICS Code

Enter the North American Industry Classification System code.

Filed Last Year

Select Yes if you filed the report last year. Otherwise, select No.

Employ Apprentices

Select Yes if your company employs apprentices. Otherwise, select No.

Filing Requirements for Section C

Select the relevant check boxes to answer Yes to questions C1, C2, and C3 on the EEO report. Clear the check boxes to indicate No to these questions.

Type of Report

Select either Headquarters (a Type 3 report) or Establishment. It you selected Establishment, you can select the 50 or More Employees check box if applicable (a Type 4 report); otherwise it will be a Type 8 report.

Note: If you select No for Filed Last Year, it will be a Type 9 (First Time Filer) report.
Certifying Official Enter the title, name, phone, and email address of the certifying official who will submit this report to the government.

To set up EEO-4 information (U.S. only)

  1. On the HR Options tab, select Yes in the Allow EEO-4 Reporting field. The EEO-4 tab becomes enabled. Click the EEO-4 tab to display the EEO-4 setup options.
  2. Enter the required EEO-4 setup information. The information you enter appears on the EEO-4 Headcount Summary report.

When you set up your employer, you need to determine whether to set up information for Employment Equity reporting. It is your responsibility to comply with Employment Equity guidelines governing the submission of Employment Equity reports.

To set up Employment Equity contact information

  1. On the HR Options tab, select Yes in the Allow EE Reporting field. The Employment Equity Contact tab becomes enabled. Click the Employment Equity Contact tab to display the Employment Equity Contact setup options.
  2. Enter the required Employment Equity Contact setup information. The information you enter is used to generate the Employment Equity reports.

When you set up your employer, you need to determine whether to set up information for VETS 4212 reporting.

To set up VETS 4212 information

  1. On the HR Setup window, select the Vets 4212tab.
  2. Enter the required setup information, as described in the following table.

    3. The information you enter in these fields is used to define the employee data on the following reports:

    • Vets 4212 Detail List
    • Vets 4212 Summary List
    • Vets 4212 Form and eFile List

Items on this tab

 

Item

Description

CO Number

Enter the Company Number.

Parent Co

Enter the name and address of the Parent EmployerSolutions.

NAICS Code

Enter the North American Industry Classification System code.

Duns No

Dun and Bradstreet identification number, if applicable.

EI Number

Enter the Employer Identification Number.

Next Steps

After you set up your enterprise and add and set up all of your employers, you are now ready to Set up Code Tables.