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Change to CS Support service hours

Our Support department is closed on Friday, April 28th for a company event. However, limited Accounting CS phone support is available on that date from 9 AM - 5 PM ET due to the approaching deadline for quarterly payroll tax forms.

Links to our most popular payroll tax processing topics are available in the Alerts and notices section on the right side of most pages.

Use the Main tab of the Employees screen to enter identification and contact information, specify an employee type, select primary and alternate payroll schedules for the employee, and specify the locations and departments used by the employee.

Choose Setup > Employees and then click the Main tab.

See also: Entering basic employee information

Fields & buttons

ID. Enter the employee ID. Live payroll processing only: If you intend to use ASCII format time clock entry for the client, the Employee ID must be limited to four numeric characters.

EIN/SSN. Enter the employee's employee identification number or Social Security number. When you attempt to save the employee record, the application checks that the Social Security number you have entered for the employee is a valid SSN. You cannot save the record until you enter a valid number.  

Note: If you leave this field blank or enter an ITIN for the employee, the application enters Applied For in the SSN field of certain payroll tax forms.

Ellipsis button. Click the Ellipsis button to open the Previous SSN History dialog, which displays any Social Security numbers that were previously entered for the employee. For clients using XactPAY, the Transmitted checkbox is marked if the SSN change has been previously sent to The Hartford in a payroll file.

Verified. This checkbox is automatically marked when you create an employee verification file that includes this employee, although you can mark it manually. When this checkbox is marked, the employee is not included in any SSN verification files.

First, Middle, Last, Suffix. Enter the employee's  first, middle, and last name, and a suffix, if applicable.

Type. You can modify the employee type from Standard (the default selection) to Agricultural, Household, or Independent Contractor, if applicable. Your choice in this field determines the agent for which federal liabilities will be created for this employee and the forms on which to include them. 

Notes

  • If you choose Independent Contractor as the employee type, only the pay items that use special type Nonemployee compensation or Nonemployee reimbursement will be available for selection in the Payroll Items tab for that employee.
  • If the client's employer type is set to Agriculture (943) on the Payroll Taxes tab of the Setup > Clients screen, then Agricultural is the default Employee type selection here in the Identification section.
  • If the client's employer type is set to Household on the Payroll Taxes tab of the Setup > Clients screen, then Household is the default Employee type selection here in the Identification section.
  • When you change the employee type and save the employee, the application displays a prompt asking if you want to update existing check records to the new type for this employee. If you click No at the prompt, this new employee type is applied only for future checks. If you click Yes at the prompt, the new employee type is applied to all existing and future payroll checks for this employee. This prompt does not appear if you are changing from or to an Independent Contractor employee type or if you are changing the employee type using the Edit Multiple Employees wizard.

In the Addresses section, enter the employee's street address and then either a ZIP code or the city and state, separated by a comma. For accurate taxability for the employee, the application uses the Address verification feature to enter the city and state or ZIP code.

Notes

  • You can enter up to three addresses - Business, Home, or Other - by clicking the Selection Selection button button to select one of the options.
    • Specify an address as the mailing address (the address that will be used on employee tax forms) by marking the Mailing address checkbox. The Home address has this checkbox marked by default.
    • Specify an address as the resident address (the address to be used for determining taxes applicable to the employee) by marking the Resident address checkbox.
  • If this employee has an International ACH format selected on the Direct Deposit tab, all fields in the Addresses section must be completed before the employee record can be saved. Entries in the State and ZIP fields are required only for those countries to which they apply.

In the Phone and fax numbers section, enter the phone and fax number information for the employee. You can enter multiple contact phone numbers by clicking the Selection Selection button button.

In the Email and web addresses section, enter the employee's email address and website URL.

Note: Once information has been entered, clicking the Email Email button button will open your default email client with this address in the To: line and clicking the Website Website button button will automatically open the specified website using your default browser.

Select the primary and alternate payroll schedules for this employee. The drop-down lists are populated from the list of payroll schedules that have been set up for the client on the Payroll Information tab of the Clients screen.

For live payroll processing. If you plan to enter payroll checks for this employee using the Enter Batch Payroll Checks screen, at least one valid payroll schedule must be selected in this section.

In this section, you can use the grid to specify that an employee works in one or more locations and/or departments and which department is primary for that employee.

Note: The application calculates unemployment and insurance taxes for the state associated with the employee's primary location based on wages earned in any state, unless the Do not combine state unemployment checkbox is marked in the Payroll Taxes tab of the Setup > Clients screen.

To specify a distribution percent for each location/department, mark the Enable auto pay distribution by % checkbox and then enter the percentage amount in the % column of the grid. The distribution percent must total 100 percent. If you specify a distribution percentage, this will be used to automatically split pay and deduction amounts between locations/departments during payroll check entry for the employee. View an example of how the distribution percentages work.

To remove a department/location combination from the grid, click the button to the left of the row to highlight it,  and then press the DELETE key on your keyboard.

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