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Entering employee records

Before entering employee records:

If an employee is exempt from overtime pay, select the Exempt from overtime pay checkbox. When entering timecards for an employee that works more than 8 hours in a single day, pay type 1-Regular defaults to the Pay Type box.
If you want to hide executive pay from employees who are not payroll administrators, you need to turn on Payroll Admin Security for your company by assigning this security access to a payroll administrator in the 7-2-2 User List window before you can assign that protection to a record.

To enter an employee record:

Open 5-2-1 Employees.
In the data control text box, enter the employee identification number.
In the First Name text box, enter the employee’s first name.
In the M.I. text box, enter the employee’s middle initial.
In the Last Name text box, enter the employee’s last name.
In the Status list, click the work status of the employee.
In the Nickname box, enter the employee's preferred name or the name they are known by.
On the General Information tab:
1. In the Address 1, Address 2, City, Province, and Postal text boxes, enter the address.
2. (Optional) In the User Def1 and User Def2 text boxes, enter the user-defined information as necessary.
3. If the employee usually operates a piece of equipment, enter the equipment number in the Equipment text box.
  
  Important! If a job or equipment number does not appear on a timecard line, Sage 100 Contractor posts the payroll based on the employee’s position.
4. In the Phone# text box, enter the employee’s telephone number.
5. In the Fax# text box, enter the employee’s fax number.
6. In the Home# text box, enter the employee’s home telephone number.
7. In the Pager# text box, enter the employee’s pager number.
8. In the Cell# text box, enter the employee’s cellular number.
9. In the Email text box, enter the employee’s email address.
10. If only payroll administrators should see payroll information for this employee, select the Require Payroll Admin Access checkbox.
  
  You also need to
On the Human Resources tab:
1. In the Employment Type list, click the category.
2. In the Gender list, click employee’s gender.
3. In the Benefit Status list, click the employee’s benefit status.
  Important! When you select the Always use employee comp code checkbox, Sage 100 Contractor inserts the workers’ compensation code from the employee’s record into the timecard. Otherwise, Sage 100 Contractor inserts the workers’ compensation code associated with the cost code entered in the timecard.
4. In the Comp Code list, click the worker’s compensation code.
5. In the Position list, click the employee’s position.
6. In the Union list, click the union to which the employee belongs.
7. In the Tax Province text box, enter the abbreviation for the province in which the employee lives.
8. In the Social Insurance# text box, enter the employee’s social insurance number.
9. In the Birth Date text box, enter the employee’s date of birth.
10. In the Hire Date text box, enter the date when the employee was hired.
11. In the Last Raise text box, enter the date when the employee last received a raise.
12. In the Inactive text box, enter the date when the employee record became inactive.
13. Check the Exempt from overtime pay box as necessary for the employee.
On the Compensation tab:
1. In the Pay Period list, click the cycle of the pay period.
2. In the Paygroup text box, enter the paygroup number.
3. In the Regular Hourly Rate (rate 1) text box, enter the employee’s regular hourly rate.
4. In the Overtime Hourly Rate (rate 2) text box, enter the employee’s overtime hourly rate.
5. In the Premium Hourly Rate (rate 3) text box, enter the employee’s premium hourly rate.
6. If the employee is paid a salary, enter the amount in the Salary text box. If the employee is salaried, do not enter a paygroup or hourly rates.
  
  Important! If salaried employees are paid overtime, you must enter a standard regular rate as well as standard overtime rate.
7. In the Advances Due box, enter the total amount of outstanding advances due, or leave it blank.
8. If you accrue vacation pay for this employee, in the Accrued Vacation Due box, enter the amount of vacation that has been accrued for, but not yet paid to, this employee.
9. Enter sick leave accrual information for this employee:
  1. In the Sick Available text box, enter the total accrued hours of sick time.
  2. In the sick Rate text box, enter the rate at which sick time accrues.
  3. In the sick Method list, click the method used to accrue sick time.
10. Enter vacation accrual information for the employee:
  1. In the Vacation Available text box, enter the total accrued hours of vacation time.
  2. In the vacation Rate text box, enter the rate at which vacation time accrues.
  3. In the vacation Method list, click the method used to accrue vacation time.
11. In the Other Authorized Deductions text box, enter any other annual deductions authorized by a tax service office.
12. In the Deduction for Prescribed Zone text box, enter the amount of any annual deduction for living in a prescribed northern zone from the TD1 form.
13. In the Labour-Sponsored Funds text box, enter the amount withheld during the year for the purchase of a prescribed stock.
14. In the Additional Tax to Withhold text box, enter any additional tax to be deducted from each payment from the TD1 form.
If the employee uses direct deposit, click the Direct Deposit tab, then:
1. Click the Enable direct deposit box.
2. Enter the information for one or more (up to four) accounts to which to allocate direct deposits.
3. Add the employee email address to receive the direct deposit pay stub.
On the Calculations tab:
1. Review the payroll calculations and rates.
2. Make any necessary adjustments.
On the Additional Contacts tab, enter any additional contacts or emergency contacts for the employee.
Click File > Save.