New Employee Set Up
HRS → File Maintenance → Employee Master
Employee Master Screen:
New (F4) → Click Employee # Tab to assign new number
Key Fields:Last Name, First Name, Social Security Number, Telephone Number, Address, Gender, Ethnic, Emp Status, and Marital Status
Click GO to go to the next menu → Prompts to SAVE → YES
Emergency Info Screen: (optional)
Enter Name and Phone Number
Click GO to go to the next menu → Prompts to SAVE → YES
Dates Screen:
Enter in Birth Date and Hire Date
Click GO to go to the next menu → Prompts to SAVE → YES
Employee Locations Screen:
CHCK = Pay Location
Location # = ___
WORK = Work Location
Location # = ___
Click GO to go to the next menu → Prompts to SAVE → YES
Distribution Screen:
Account Year = End of Fiscal Year Date (08-09 would be 9)
First Digit is End of Fiscal Year Date
Enter in Rest of Account Number
Click F9
Distribution Group = 01
Enter Percent in Whole Numbers
Click GO to go to the next menu → Prompts to SAVE → YES
Jobs & Pays Screen:
Default Contract Year (08-09 would be 2009)
Year = Default Contract Year
Enter Contract Dates
Enter Pay Dates
Primary Job = 1
√ Roll?
Enter Job Code
Enter Employee Category
Click Auto
Pay Class =i.e.: 01 Regular Pay, 02 Regular Pay
Pay Cycle = Semi-MonthlyTax Factor = Semi-Monthly
Work Location = ___Earn Code = Job Description
Dist Group = 01
Full Year = Total Contract AmountDays = Total Days
Contract = (will calculate)Days = Total Days
FTE = Percent of TimeHours = # of work hours
Period = Semi-Monthly Gross Payment (will calculate)
Hourly = Rate if Paid Hourly (will calculate)
Type = $ Amount for Semi-Monthly or Hourly for Hourly Pays
√ Roll√ Leave Flag
√ Contract (for employees on contract pay—not hourly/input)
Periods From = 1 to 30 or 5 to 30 (optional)
Retire = # of retirement hours (calcs based on control # setup; for employees on contract pay—not hourly/input)
Click Close and it will prompt you to SAVE
Click GO to go to the next menu → Prompts to SAVE → YES
Employee Taxes Screen:
Enter Effective Date
Federal Taxes: Marital Status and Exemptions,
Enter Add’l Withholding Amount (if necessary)
States Taxes: State Code and Exemptions1 (leave Exemptions 2 blank)
Enter Add’l Withholding Amount (if necessary)
Social Security = YesMedicare = Yes
Click Process
Click GO to go to the next menu → Prompts to SAVE → YES
Deductions/Benefits Screen:
Social Security, Medicare, Federal and State Taxes are Defaulted on the Screen
Go to the last one and hit enter for a new entry
Enter in Necessary Ded/Bens and Amounts
Click GO to go to the next menu → Prompts to SAVE → YES
Direct Deposit Screen:
Validate Bank No
Sequence # = 1
Look up Bank #
Enter Bank Account #
Percent = 100.00
Pick Account Type
Individual Name = Last Name Only
√ Pre-Note if Running First Direct Deposit
Click GO to go to the next menu → Prompts to SAVE → YES
Miscellaneous Screen:
Group = 0010 or 0012 - if left blank, wages will not print on WRS report
When employee terminates--to remove from WRS report enter 9999
Enter an Enrollment Date
Leaves Screen:
01 = Sick Leave
Click Details, enter Days/Hours Leave Available, also enter same amount into Fiscal-to-Date Accrued Amounts, close, → Prompts to SAVE → YES
Repeat for each leave
Must close Leaves Screen and reopen to see changes (optional)
Click GO to go to the next menu → Prompts to SAVE → YES
Close All Windows
Print Employee Master Record for Files (optional)