Modify Employee Information

The Employee Information page allows you to filter and modify Employees.

This Section Includes:

Filters

Filters allow you to reduce the number of entries that appear on the grid. Select from the following fields to filter your grid.

  • Name: Enter the name of an employee. You can use an asterisk (*) as a wild card to represent one or more characters.
  • Address: Enter a partial or whole address. (This queries "Address Line 1" from the Employer's address record).
  • City: Enter a partial or whole name of a city.
  • State: Select the State from the drop-down list using your mouse or type the first letter of the state. (You can continue to press the first letter of the state to scroll through the states that start with that letter.)
  • Postal Code: Enter a Postal Code/Zip Code. A partial Postal Code can be entered. (For Example, enter "380" to find all the postal codes that begin with "380".)
  • Employer: Select all, multiple, or one Employer from the drop-down list.
  • Birthdate
  • Hire Date
  • Terminated Date
  • Enrolled Date
  • Insured Date
  • Insurance Rates: Select all employees, those with standard rates, or those with non-standard rates from the drop-down list.

Click the  button to display the results.

Click the Clear Filters link to reset all the filters.

Employee Information Grid

Employees are listed in a grid below the  link. The name of the Employee, City/State, Employer, and Note are displayed on the grid.

  • Click the Add New Employee link to add a new Employee.
  • Click the Edit  icon to make changes to the Employee.
  • Click the Delete  icon to remove the Employee from the system. (The Delete icon does not appear next to an employee after insurance has been billed for that employee.)

Employee Information > Update

The Employee Information > Update page allows you to enter or edit all of the information pertaining to an Employee.

This Section Includes:

Employee Information Tab

The following fields are available on the Employee Information tab.

  • Employer: Select the Employer from the drop-down list.
  • Social Security #
  • Gender
  • Status
  • Birthdate: Enter the birth date of the employee or use the Calendar icon to pick a date. Dates are automatically formatted when your cursor leaves the field. For example, if you type "052872", the number is automatically formatted to display "5/28/1972".
  • Hire Date
  • Termination Date
  • Enrolled Date: Enter the date that the employee was enrolled in any of the insurance plans.
  • Insured Date: Enter the date that the employee was insured in any of the insurance plans.
  • Frequency: Select a frequency from the drop-down. This frequency can be used to filter employees on the Post to Accounts Receivable page.
  • Use ACH?: Select this option to activate the Account Type, Bank Routing #, and Bank Account # fields.

Account Type: Select either Checking or Savings.

Bank Routing #: Enter a valid bank routing number (9-digits).

Bank Account #: Enter a valid bank account number (up to 17-digits).

  • Note

The Insurance grid on the right-hand side displays a summarized view of all the insurance plans that are assigned to an employee. There is a blank row that separates the Participant and the Employer rows from the Insurance Plan rows.

The total for the (Participant + Employer) equals (the total of all Insurance Plans listed).

For example, the Rate column: ($982.15 + $600.41) = ($30.19 + $1,541.15 + $11.22)

Earnings Tab

This is an informational tab where you can enter Earnings information.

  • Starting Date: Enter the starting day of employment.
  • Annual Earnings: Enter the gross annual earnings for this employee.
  • Hours/Week: Enter the normal hours per week the employee works.
  • # Dependents: Enter the number of dependents.

Insurance Tab

Enter the following fields to complete the Insurance billing information for an employee.

  • Certificate: This field is informational and can be used for entering any alpha-numeric text up to 10-digits, such as an insurance member identification number.
  • Pre-Tax?: Check this check box if the Insurance is Pre-taxed. This field is informational and does not adjust the insurance calculations.
  • Employer Billed?: Check this box if you want the entire rate amount billed to the employer even if the election has been split.
  • Insurance Type: Select an Insurance Type from the drop-down list. Insurance Types can be modified on the Preferences page.
  • Plan: Select a Plan from the drop-down list. Plans can be modified on the Plan Information page.
  • Election: Select an Election from the drop-down list. Elections can be modified on the Preference page.
  • Use Non-Standard Rates?: Selecting this option allows you to vary the rate by entering a positive or negative amount in the Variance field. (If the Plan Rates are modified on the Plan Information page, the Standard Rates will automatically update but the Variance amounts will remain the same.)
    • Employee Variance: Enter a positive amount to increase (or a negative amount to decrease) the Employee's Standard Rate.
    • Employer Variance: Enter a positive amount to increase (or a negative amount to decrease) the Employer's Standard Rate.
    • The amounts entered in the Variance fields are added or subtracted from the Standard Rate fields and then the difference appears in the Adjusted Rate fields.

Click the  button to save your changes.

Click the Cancel link to return to collapse the Plan grid without saving your changes.

Dependents Tab

The Dependents tab is an optional feature where you can assign other family members to a separate plan. This tab can also be used for informational purposes to store the Name, Social Security Number, Birthdate, Insured Date, Relationship, or Notes concerning other family members without assigning them to a separate plan.

  • Name: Enter the family member's name.
  • Social Security Number
  • Birthdate: Enter the birth date of the dependent or use the Calendar icon to pick a date. Dates are automatically formatted when your cursor leaves the field. For example, if you type "052872", the number is automatically formatted to display "5/28/1972".
  • Insured Date: Enter the date that the family members was insured.
  • Relationship: Select the relationship that the family member has to the employee.
  • Enrolled In Separate Plan?: Select this option to assign the other family member to a separate plan.
    • Insurance Type: Select the Insurance Type from the drop-down list.
    • Plan: Select an Insurance Plan from the drop-down list.
    • Election: Select an election from the drop-down list.
  • Note

Phones Tab

The Phones tab displays the phone numbers assigned to an employee and has options to modify these phone numbers.

The following options are available on the Phones tab.

  • Click the  link to add a new phone number.
  • Click the Edit  icon to modify an existing phone number.
  • Click the Delete  icon to remove a phone number from the system.
  • Click on the Phone Type, Phone Number, or Extension header to sort the list of phone numbers by that header.

Add or Edit a Phone Number:

The following fields are available when selecting to add or edit a phone number.

  • Phone Type: Select the phone type from the drop-down list. (Phone types can be modified on the Lookups page. To navigate there, click the Applications option from the Top menu and then select Utilities -> Lookups. Also, the order of the Phone types can be modified on the Lookups page.)
  • Phone Number: Enter the phone number. The phone number is automatically formatted when your cursor leaves the Phone Number field. For example, if you enter "9015551234", the number is automatically formatted to display "(901) 555-1234".
  • ext.: Enter the phone number extension (optional).
  • Unlisted: This check box is informational. Selecting this option does not prevent the phone number from printing on reports.
  • SMS: This check box is informational.

All phone numbers must have an Area Code. If a phone number is entered without an area code (7-digits), then the default area code is added automatically.

The default area code is specified on the Utilities > Organization page. To navigate there, click the Applications option from the Top menu and then select Utilities -> Organization.

 

Click the  button to save your changes and return to the Phones tab.

Click the Close link to return to the Phones tab without saving your changes.

Emails Tab

The Emails tab displays the email addresses assigned to an employee and has options to modify these email addresses.

The following options are available on the Emails tab.

  • Click the  link to add a new email address.
  • Click the Edit  icon to modify an existing email address.
  • Click the Delete  icon to remove an email address from the system.
  • Hover over the Note  icon to display the text stored in the Note field.

Add or Edit an Email Address:

The following fields are available when selecting to add or edit an email address.

  • Email: Enter an email address. The email address must be formatted correctly using the "@" symbol and a period.
  • Note: Enter a Note (optional). Entering a note causes the Note  icon to display on the Emails tab.
  • Active: Only Active Email Addresses are used for contacting the employee and for reporting purposes.
  • Preferred: Only one email address can be designated as the Preferred email address. The Preferred Email address displays at the top of the List of Emails grid. It is used by the system to contact the employee and for reporting purposes.
If the Preferred email address is not marked Active, the system defaults to using the next available Active email address listed on the List of Emails grid.

 

Click the  button to save your changes and return to the Emails tab.

Click the Close link to return to the Emails tab without saving your changes.

Addresses Tab

The Addresses tab displays the addresses assigned to an employee and has options to modify these addresses.

The following options are available on the Addresses tab.

  • Click the  link to add a new address.
  • Click the Edit  icon to modify an existing address.
  • Click the Delete  icon to remove an address from the system.
  • Click on the Address Type, or Address header to sort the list of addresses by that header.

 

Add or Edit an Address:

The following fields are available when selecting to add or edit an address.

  • Address Type: Select the address type from the drop-down list.
  • Address Line 1: Enter the first line of the address.
  • Address Line 2: Enter the second line of the address (Optional).
  • Postal Code: Enter the Postal Code/Zip Code.
  • City: Enter the name of the City.
  • State: Select the State from the drop-down list using your mouse or type the first letter of the state. (You can continue to press the first letter of the state to scroll through the states that start with that letter.)
  • Country: Select the Country from the drop-down list.
  • Primary: Only one address can be designated as the Primary address. The Primary address displays on grids and is used by the system to contact the employee and for reporting purposes.

The Address Types and the Country drop-down options can be modified on the Lookups page. To navigate there, click the Applications option from the Top menu and then select Utilities -> Lookups.

Also, the order of the Address types and Countries can be modified on the Lookups page.

 

Click the  button to save your changes and return to the Addresses tab.

Click the Close link to return to the Addresses tab without saving your changes.

Invoices Tab

The Invoices tab allows you to view all the invoices that have been posted to Accounts Receivable for an employee.

Click the Magnify  icon to view the invoice in Accounts Receivable on a new browser tab. The invoice displays in either the Unposted Invoices page or the Transaction Inquiry page depending on whether the invoice has been posted.

NOTE: You may need to enable Pop-ups in your browser if the page does not load automatically.

Click the  button to save any information that has been added or edited to the Employee Information page.

Click the Reset link to reset the page back to how it was before any changes were made to it.

Click the Cancel link to leave the page without saving any changes and return to the previous page you were on.

 

 

Updated

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