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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 Personal tab of the Employees screen to specify personal and employment information for the employee. This information is generally used for reporting purposes.

Choose Setup > Employees and then click the Personal tab.

See also: Adding personal information to an employee record

Fields & buttons

Enter employment information as appropriate in the following fields.

Hire date. Enter the employee's hire date or click the down arrow to select the date from the calendar. This field is used for seniority and benefit-accrual calculations. If a future hire date is entered, the employee will be available in payroll entry screens as of that date.

Note: Mark the Require Hire date checkbox on the Setup > Firm information > Firm > Preferences tab to prompt staff to enter a Hire date for the current employee record.

Last raise date. Enter the date of the employee's most recent raise, or click the down arrow to select the date from the calendar.

Job title. Enter the employee's job title (20 character limit). This field is required only for the creation of new hire files for Connecticut clients.

New hire reported. Mark the checkbox if the employee has been reported as a new hire. This checkbox is marked automatically by the application when the employee is included in a new hire file, created in the Actions > Process New Hires > Employees screen.

Inactive date. To discontinue or suspend all payroll processing for this employee, enter an inactive date in the field or click the down arrow to select the date from the calendar. This will remove the employee's name from all drop-down lists and from payroll check entry. (Be sure to enter this date after you have issued the employee's final paycheck.)

Note: If the employee has been terminated, enter the date of termination. However, if the employee is seasonal, enter the last date on which wages were paid.

Edit Employment History. Click this button to open the Edit Employment History dialog, where you can update and track the history of the employee's hire date(s), raise date(s), and inactive date(s).

Enter any available personal information for the employee in the fields in the Personal information section.

Birth date. Either enter the employee's date of birth in the field or click the down arrow to select the date from the calendar. The application uses this date to determine if an employee is eligible for retirement plan catch-up provisions.

Marital status. Choose Married or Single from the drop-down list. This field is for reporting purposes only and does not impact tax calculations.

Gender. Choose a gender from the drop-down list. This is not a required field.

Race. Choose an item from the drop-down list. This is not a required field.

Mark the checkboxes if they apply to this employee.

  • Family of owner. Mark this checkbox if the employee is related to the owner of the business.
  • Officer. Mark this checkbox if the employee is an officer.
  • Part-time. Mark this checkbox if the employee works part-time.
  • Probationary. Mark this checkbox if this is a probationary employee. (This information is used for Missouri Form MODES-4-7.)
  • Seasonal. Mark this checkbox if this is a seasonal employee.
  • Uninsured for health care. Mark this checkbox if the employee is not covered by any healthcare plan. (This information is used in the health care contribution calculation for Vermont Form C-101.)

Information in this section is used for the employee's Form W-2.

  • Statutory. Mark this checkbox if this is a statutory employee.
  • Retirement plan. Mark this checkbox to mark the Retirement checkbox on Form W-2 Box 13 for this employee. This is necessary only if the employee is not set up with a deduction item that has the Box 13 - Retirement plan checkbox marked to accomplish this.
  • Other W-2 Items. This button opens the Other W-2 Items dialog, where you can add W-2 Box 12 codes and amounts and Box 14 custom descriptions and amounts to an employee W-2 without including the amounts on the employee's payroll checks.

Use the Employment status field to select the employment status of the selected employee. This determines how the Average Full-Time Employees Worksheet calculates the number of full-time employees for Affordable Care Act reporting. For more information, see Affordable Care Act reporting.

Full-time. When Full-time is selected, the employee is included in the Full-Time Employees count for every month that they have received a check.

Exempt. When Exempt is selected, the employee does not count towards any totals.

Variable hour. (Default) When Variable hours is selected, the report determines whether or not the employee should be considered full-time based on the hours worked.

1095-C Part II: Offer and Coverage. Click this button to open the 1095-C Part II: Offer and Coverage dialog, where you can enter the offer and coverage information to be reported on Form 1095-C.

1095-C Part III: Self-Insured. Click this button to open the 1095-C Part III: Self-Insured dialog, where you can provide information about individuals who are covered under the self-insured employee's insurance plan.

For live payroll processing only

When the Employee Self-Service feature is enabled for the selected client, it is automatically enabled for each of the client's employees. To disable Employee Self-Service for a particular employee, mark the Employee Self-Service disabled checkbox in the Personal tab of the Setup > Employees screen.

  • If you mark this checkbox for a new employee record, the employee will not have access to any of the web access functionality, and a web access portal will not be created for the employee.
  • If you mark this checkbox for an employee who previously had access to the web access features, the employee's web access portal will be disabled, and the employee will no longer have access to any employee web access functionality.

If you need to resend the registration email (with the link to initiate the employee portal registration) to an employee, click the Send Registration Email button. The request will be queued to be uploaded when the employee web access information is uploaded.

Note: The Send Registration Email button is available only when a valid email address is entered for the employee in the Email field in the Main tab of the Setup > Employees screen, and no portal has previously been registered for the employee. You can click the button to re-send the email if necessary (if the original was sent to the wrong address, for example, or ended up in the recipient's junk folder and was deleted, etc.)

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Related topics

Adding employee information

Affordable Care Act reporting

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