Navigation:  Payroll > Technical Reference >   Employee table

Fields marked * may NOT be left blank. All other fields may be left blank.
 

EmployeeID*

Identifies the Employee.

 

Name*

 

Address1        

 

Address2        

 

City

 

State

This is the address identification State. It may be different from the PayState.

 

Zip

Postal mail code.

 

Phone        

 

SSN

Social Security Number.

 

Pay Type*

This is either Hourly or Salary.

 

Pay State*

This determines the applicable State for purposes of State and Local Income Tax calculation and SUTA, SDI and Workman's Compensation (WC) deductions as applicable.

It may be the same as the address identification State or it may be different.

 

Pay Periods*

Specifies the Pay Periods in a year for this Employee such as 26 for semi-monthly or 52 for weekly.

 

Annual Salary*

Specifies the annual salary for a Salary employee.

The default value is 0.

Any value here is ignored for an Hourly employee.

 

Marital*

Specifies the Marital status and is used in selecting the applicable Federal, State and Local Income Tax rate tables.

Standard codes are M for Married and S for Single.

Additional codes may be used if necessary to identify different tax rate tables.

 

Allowances*

Specifies the number of withholding allowances claimed by the Employee. The default value is 0.

 

DepartmentID

Specifies the Department for an Employee.

 

Locality

This 16-character field specifies the Locality for printing on the W-2 form.

 

LITcode

This field is available to specify the applicable Local Income Tax rate table.

 

SDIcode

This field is available to specify the applicable State Disability Insurance rate table.

 

SUTAcode

This field is available to specify the applicable State Unemployment rate table.

 

WCcode

This field is available to specify the applicable State Workman's Compensation rate table.

 

EEOCodes

This field is available for Employee coding for compliance with any Equal Employment Opportunity Reporting requirements.

 

Birth Date

The Date of Birth of the Employee.

 

Start Date*

The Date the Employee became eligible for Payroll processing.

 

Stop Date

The Date the Employee became ineligible for Payroll processing.

 

Last PayDate

The last date on which the Employee was paid.

 

Stop Reason

This field is available to specify the reason for the StopDate such as Layoff, Suspended, Resigned, Disabled and Deceased etc.

 

Min Hours*

This field is applicable to Hourly Employees only.

The default is 0.

Any other value specifies the Minimum Hours that will be paid for any Pay Period.

These Minimum Hours are paid at the rate specified by Rate1.

An Hourly Employee whose MinHours is 0 is not eligible for Payroll processing for any Pay Period in which no Hours Worked entries occurred.

 

Rate1 ... Rate6*

For Hourly Employees these fields specify the Hourly Rate for Hours Worked at that RateCode.

The default value is 0.

For Salary Employees in environments where Job Costing is installed these fields are available to specify the rates to be applied to Job Cost Hours entered.

For Salary Employees in environments where Job Costing is not installed these fields are not applicable.

 

Earn1

This Earnings field is reserved for Automatic Payroll Advances.

These can only occur when automatic advances processing is enabled and Total Deductions exceed Gross Pay.

 

Earn2

This Earnings field specifies a Pay Period Salary Override. It is not applicable to Hourly Employees.

 

Earn3 ... Earn20

These Earnings fields specify Other Earnings & Benefits applicable to this Employee.

They are applied on a PayCycle basis as specified in the PrEarn table.

 

Deduct1

This Deduction field is reserved for Automatic recovery of any unrecovered Automatic Payroll Advances.

It is applied to recover the maximum possible as quickly as possible.

 

Deduct2 ... Deduct20

These Deductions fields specify Other Deductions applicable to this Employee.

They are applied on a PayCycle basis as specified in the PrDeduct table.

 

ExcessFITWH*

This field is available to specify an additional amount to deduct per pay period for excess Federal Income Tax withholding.

The default value is 0.

 

ExcessSITWH*

This field is available to specify an additional amount to deduct per pay period for excess State Income Tax withholding.

The default value is 0.

 

W2Statutory ... W2Deferred*

These fields are available to enable marking the corresponding boxes within Box 6 on the W-2 Form.

The default is unchecked.

 

Notes

This Memo field can save any amount of text information about this Employee.