CenterPoint Fund Accounting - Create and Maintain Employees

Document #:	3093	Product:	CenterPoint® Payroll

One of the last steps in creating your payroll database is creating the employees. Each employee is setup with their own unique combination of earnings, deductions & Benefits, Taxes, etc. The Employees screen is organized into a series of tabs to ease data entry.

Note: If you have many employees that share some of the same taxes, earnings, or deductions/benefits, see the Employee Mass Update procedure to simplify your setup process.

Tabs

General Addresses Payroll Employment

Taxes Earnings Deductions & Benefits ACA Information

Leave Custom Fields Direct Deposit Education

Publish Pay Advices

Tabs
General	Addresses	Payroll	Employment
Taxes	Earnings	Deductions & Benefits	ACA Information
Leave	Custom Fields	Direct Deposit	Education
Publish Pay Advices

This topic includes instructions on how to:

Create an Employee

Edit/Change an Employee

Delete an Employee

Change the Status (Activate/Deactivate) of an Employee

Create an Employee

Step A - General tab

The General tab contains general information about each employee including their name, address, social security number, phone and cell number, and e-mail address.

On the Setup menu, select Employees.

Click New to create a new blank employee. If the employee you are adding is similar to an existing name, you can highlight the similar name and click Copy. This will create a name using information from the highlighted name, excluding the following fields: Address 1 & 2, other addresses, contact Info (E-mail, Fax, Phone, Cell Phone, etc.), Original Hire Date, Last Raise Date, Birth Date, Hours to Next Raise, Last Pay Run, Employee Photo, Education detail, Inactive Earnings, Taxes, Deductions and Leave, ACA dependent information, and Custom Name Fields

. Be sure to edit/verify all copied information so it is correct for the new employee.

Complete the Employee Information.

In the Abbreviation box, enter up to ten unique characters of information that you can easily identify the employee by. If a duplicate Abbreviation is entered, a warning message will immediately display.

In the Social Security # box, enter the employee's social security number. To set how duplicate social security numbers are handled by CenterPoint, right-click and select Allow Duplicates (Use this option to reuse and not require the value in the Social Security # box.) or No Duplicates Allowed (Use this option to require a unique value in the Social Security # box. A message will display. Click OK to return and enter a unique value.).

In the Last Name box, enter up to 30 characters of required information that describes the employee's last name.

In the Suffix box, enter up to 10 characters of optional information that describes the employee's suffix status, for example Jr., Sr., II, III, etc.

In the First Name box, enter up to 50 characters of required information that describes the employee's first name. In the M.I. box, enter one character that describes the employee's middle initial.

In the Address Line 1 or Address Line 2 boxes, enter the street address and any other information, for example, suite number or post office box number.

The third address line has a format option preceding it. There are four options for the format of the third line of the address:

City, State, and Zip Code (US Addresses).

City, Province, Postal Code (Canadian Addresses).

Address Line 3 (Free format line)

Foreign City, Foreign State/Province, Foreign Postal Code, Country Code (Foreign Addresses).

Enter the City , State and Zip. If needed the format of this field can be changed by clicking on the drop-down list. If this is the format that you use most often, you can select it and then right-click on the field to make it the default format. The United States address format and the Canadian address format will perform a zip code or postal code lookup and fill in the city and state or province. Country Codes can be selected from a list when using Foreign Addresses. On a new employee, when you change the home address state (either on the General or Address tab), the state will default into the Tax State and SUTA State boxes on the Payroll tab, provided the selected state is set up as a taxing state on the employer. If the state isn't available the Taxing State and SUTA State boxes will be cleared. Once you manually change the Taxing/SUTA State boxes via the lookup controls on the Payroll tab, neither will continue to automatically update when the address state is changed.

In the Phone box, enter the phone number for this employee's default home address. In the Cell Phone box, enter the employee's cell phone number.

In the E-mail box, enter the employee's e-mail address. The e-mail address is used if you choose to eFile with Aatrix and use the option to have the employee copy of the W-2 downloaded from the Aatrix website by the individual employees.

Select the Template check box to identify an employee to be Copied to create new employees. This employee normally has the most common settings that should be copied to other employees, for example State, City, Zip Code, Payroll State, default earnings, deductions etc. This employee will be excluded from the Employee lists in Time Sheet entry and Pay Employees.

Step B - Addresses tab

Click the Addresses tab if additional addresses are needed for this employee.

To add an additional address, click New.
In the Location Type box, select a location type. Typical location types are shipping, billing, business, etc. To create a new location type, right-click and select New. To set a location type as the default, right-click and select Set As Default. To clear the default location type, right-click and select Clear Default.
In the Name box, enter up to 50 characters of required information that describes the address (for example: Corporate Office, Warehouse, Home, etc.).
In the Contact box, enter up to 30 characters of optional information that describes the contact at this address.
In the Address Line 1 and Address Line 2 boxes, enter the street address and any other information, for example, suite number or post office box number for this location type.
Enter the City, State and Zip.
Under Use this Address as the Default for, select any combination of Business or Home to set this address as the default business or home address. Only one default business or home address (appears on the Setup >Employees > General tab) can exist. If a different address has already been set as the default, selecting a new default will change the default and override the previous setting.
Under Communication Methods for this Address, in the Information box, enter the information specific to the communication method (for example, phone number, cell phone number, e-mail address, etc.) To create new communication methods, click Communication Methods at the bottom of the screen.

Step C - Payroll Tab

Click the Payroll tab.

Under Employer Selection on the left side of the screen, a list of all employers will display. The Status column will indicate whether the employee is Active or Inactive for the employer. Select the employer that the payroll information on the right-side of the screen applies to. Most often there is only one employer.

Under Pay Information, in the Pay Period box, select the appropriate pay period for this employee.
Daily
Weekly
Bi-Weekly (If the number of bi-weekly pay periods in a specific year is not 26 pay periods, you can set the number of pay periods in a specific year in File > Preferences > Payroll > Bi-Weekly.)
Semi-Monthly
Monthly
Annually
Quarterly
If the employee is a temporary employee, select the pay period used while they are employed by you. The amount an employee is paid is tied to the frequency associated with the earning on the employee for the latest effective date, for example annual, monthly, etc. The rate that is used in Pay Employees, Time Sheets, or Default Earning Time Sheets will be calculated by breaking the default earning rate down based on the number of pay periods associated with the employee. For example, Sam Apple is paid bi-weekly and has an annual salary of $52,000; when entering pay, the calculated rate would be 2,000 or $52,000 divided by 26 pay periods.

In the Tax State box, select the required employee’s tax state.

Note: If the selected tax state is not valid or left blank for this employee, a message will display that warns you that the information is missing, but you are still allowed to save the employee.

If this employee is required to pay state taxes to an additional state, click the Second Tax State button, in the 2nd Tax State box select the second state that taxes should be withheld for, and then click OK. Taxes will be calculated for the second tax state in addition to the calculated taxes for the first tax state for this employee.

In the SUTAState box, select the required employee’s state unemployment tax state.

Note: If the selected SUTA state is not valid or left blank for this employee, a message will display that warns you that the information is missing, but you are still allowed to save the employee.

In the Workers' Comp Class box, select the worker’s compensation class for this employee for workers' compensation reporting.

Note: If the selected class is not valid or left blank for this employee, a message will display that warns you that the information is missing, but you are still allowed to save the employee (if the employer does not have workers' compensation selected and does not have workers' compensation classes setup, this message will not display). If the class is added to the Payroll tab, but not to the Taxes tab, a message will display that warns you that the information is missing, but you are still allowed to save the employee.

If you are using work shifts, in the Work Shift box, select the default work shift for this employee.

If this employee should be paid a Minimum Wage Contract rate when it is higher than the Federal/State minimum wage rate when minimum wage adjustments are calculated during a pay run, select the applicable contract.

In the Pay Method box, select the default pay method for this employee. You may still use other pay methods as well.
Fixed Rate
Piece Rate
Hourly
Salary

Under Retirement Plan Information, select whether this employee qualifies and/or participates in a Retirement Plan or a Section 125 Plan. This information is used specifically by the BPAS Retirement Plan export. It can also be used for optional employee reporting information.

In the Bilingual Check Stub box, select a language. This field is required. If you have not set up additional check stub formats, then select English.

Under Federal Reporting Information, select any applicable check boxes, otherwise, leave the check boxes blank.

Note: You can set a default value for any of the boxes under the Federal Reporting Information section by right-clicking and selecting Set As Default. To clear the default value, right-click and select Clear Default.

Agricultural Employee (Form 943) - Select this check box if this employee is a farm worker and you will be paying wages that are subject to social security and Medicare taxes or federal income tax withholding.

Employer Pays Employee FICA - Available when the Agricultural Employee check box is selected. When selected, the employee can be included in any Gross Up adjustments made in the Pay Employees process. For more information, see the Employee FICA Paid by Employer (Gross Up Adjustment) document.

H-2A - Only employees selected as H-2A for Federal Reporting will be included on the H-2A Journal report. H-2A employee earnings will print in Box 3 - Other Income on the 1099-MISC.

Statutory Employee (Form W-2) - If workers are independent contractors under the common law rules, such workers may nevertheless be treated as employees by statute (statutory employees) for certain employment tax purposes if they fall within any one of the following four categories and meet the three conditions described under Social Security and Medicare taxes, below.
A driver who distributes beverages (other than milk) or meat, vegetable, fruit, or bakery products; or who picks up and delivers laundry or dry cleaning, if the driver is your agent or is paid on commission.
A full-time life insurance sales agent whose principal business activity is selling life insurance or annuity contracts, or both, primarily for one life insurance company.
An individual who works at home on materials or goods that you supply and that must be returned to you or to a person you name, if you also furnish specifications for the work to be done.
A full-time traveling or city salesperson who works on your behalf and turns in orders to you from wholesalers, retailers, contractors, or operators of hotels, restaurants, or other similar establishments. The goods sold must be merchandise for resale or supplies for use in the buyer’s business operation. The work performed for you must be the salesperson's principal business activity.
Social Security and Medicare Taxes - Withhold Social Security and Medicare taxes from the wages of statutory employees if all three of the following conditions apply.
The service contract states or implies that substantially all the services are to be performed personally by them.
They do not have a substantial investment in the equipment and property used to perform the services (other than an investment in transportation facilities).
The services are performed on a continuing basis for the same payer.

Third Party Sick Pay (Form W-2) - Select this box if this employee is paid disability/sick pay from a third party and the employer is responsible for paying the employer portion of FICA and Medicare taxes. The third party should be deducting the employee's portion of those two taxes. This tax and earning information must be documented on the 9411. How the information is documented on the 941 depends on who will be providing a W-2 to the employee for the disability pay, the employer or the third party payer. See the Third Party Disability/Sick Pay Payments document for more information.

In the Wages Reported On box, select which form the wages for this employee should be reported on: W-2, 1099-Misc, or None.

Select the Consent to Electronic W-2 check box to allow this employee's W-2 to be viewed electronically through Aatrix. If an employee wants to use the electronic W-2 feature offered by Aatrix, the Consent to Electronic W-2 check box on the Payroll tab and in the Aatrix W-2 grid must be selected and the employee must have a valid e-mail address on the General tab.

Select the Consent to Electronic 1095 if this employee consents to not receive a paper 1095 form and to only receive the 1095 electronically to be viewed electronically through Aatrix. If this box is selected, a signed consent form must be on file. This form can be printed from Federal & State Payroll Forms & Reports > Federal Tax Forms and selecting Electronic W2 Consent in the Report box.

Qualifies for H.I.R.E. Act - If this employee qualifies for the Hiring Incentives to Restore Employment (HIRE) Act of 2010, which is a law to provide payroll tax breaks and incentives for business to hire unemployed workers, select this check box.

Step D - Employment Tab

Click the Employment tab. The Employment tab is available to maintain optional information about the employee. This type of information is often used by Human Resources.

Under Employer Selection on the left side of the screen, a list of all employers will display. The Status column will indicate whether the employee is Active or Inactive for the employer. Select the employer that the payroll information on the right-side of the screen applies to. Most often there is only one employer.

Complete the EmploymentInformation.
In the Supervisor box, assign a supervisor to this employee by selecting an employee from the lookup list. All employees will display in the supervisor lookup list.
In the JobTitle box, enter the employee’s job title.
In the Department box, select the payroll department this employee works in.
In the Status box,select one of the system-supplied employment statuses: Full-time, Part-time,Temporary, or Other, a user-defined employment status from the drop-down list, or right-click, select New, and repeat the Setup Employment Statuses section of this document to create a new employment status.
In the Original Hire Date box, 01/01/1900 will display, enter the date the employee was hired the first time. This field does not update new hire reports.
In the Hire Date box, 01/01/1900 will display, enter the date the employee was hired or re-hired. This information updates the new hire reports. If you plan to accrue leave using CenterPoint Payroll, it is important to enter the employee's hire date.
In the TerminationDate box, if the employee is no longer employed, enter a termination date.
In the Reason box, if the employee is no longer employed, enter or select the reason for termination. The Reason box saves previously entered reasons in a drop-down list that can be selected from for future entries.
In the Last Raise Date box, if you want to track the number of hours an employee has worked since their last raise date or hire date (this date will default to the current system date) by earning for hours-based raises, either use the employee's hire date or enter the date of the employee's last raise. The Hours to Next Raise box is used in conjunction with this box and allows you to enter the number of hours an employee must work before receiving a raise. The Hours Worked (Since Hire) report will show you a total number of hours worked since the employee's hire date. The Hours Worked (Since Raise) report will show the Employee Name, Last Raise Date, Hours to Next Raise, Hours Worked, and Hours Over Limit.
In the Hours to Next Raise box, if you want to track the number of hours an employee has worked since their last raise date or hire date (this date will default to current system date) by earning for hours-based raises, enter the number of hours the employee must work before they can be considered to receive a raise.
In the Last Pay Run box, the date of the last posted pay run containing this employee will display.

Complete the PersonalInformation. All information is optional.
In the BirthDate box, enter the employee birth date.
In the Gender box, select a gender.
The EEOCPosition box is used to print information about all active employees on the EEOC Employment report (Reports > Reports > PayrollSetupLists > Employees > EEOCEmployment). The options to select from are:
Executive/Senior Level Officials & Management
First/Level Officials & Management
Professionals
Technicians
Sales Workers
Administrative Support Workers
Craft Workers
Service Workers
The EEOC Class box is used to print information about all active employees on the EEOC Employment report (Reports > Reports > Payroll Setup Lists > Employees > EEOC Employment). The options to select from are:
White
Black
Hispanic
Asian
American Indian/Alaskan
Native Hawaiian/Pacific Islands
Two or More Races (Multiracial)
In the MaritalStatus box, select either Single or Married for the employee’s marital status. This box is used for reporting purposes only (for example, census information or bids for health insurance) and is separate from the employee’s Filing Status found on the Setup > Employees > Taxes tab which is used to calculate tax withholding. A MaritalStatus column can be added to the Reports > Reports > Payroll Setup Lists > Employees > Employees report and the report can be filtered by marital status.
Select the Link to Photo link to link to an employee photo. The file that you link to can be located in any folder on your computer or network that can be accessed by this machine. You must have a program installed on you machine to allow you to open the file of that type. For example a .doc file would need Microsoft Word or another program capable of opening .doc files.

Under Forms on File, there is a date field to enter the date that the form was received (the date initially displays as blank) and the ability to create a link to the actual file. The file that you link to can be located in any folder on your computer or network that can be accessed by this machine. You must have a program installed on you machine to allow you to open the file of that type. For example a .doc file would need Microsoft Word or another program capable of opening .doc files. The forms to enter dates for and attach documents are:
Resume
Application
W-4 Date
I-9 Date
Other

Step E - Taxes tab

Click the Taxes tab.

On the upper left side of the screen, select the first employer (in most cases only employer). The list displays only those employers for which the selected employee is currently active.

When you select the employer, all available taxes will display on the lower left side of the screen. Select the taxes you will need for this employee.

Once all taxes are selected, click the + next to the employer name on the upper left side of the screen. You will see all of the taxes you selected. Click the + next to each of the taxes to display taxes in that group. Some taxes will have only one line because they are exclusively either a deduction for the employee or an additional payroll expense for the employer. Other taxes will have an additional level to set up details for both the employer’s and employee’s portion, such as social security.

Note: When you select the state tax, you will also notice that workers' compensation and local taxes display for each state selected (be sure to select each state and then setup the details for any workers' compensation classes or local taxes for the state).

Select the first tax listed for this employee to display the Tax Detail fields for that tax in the right pane. Complete the tax details for that tax. Tax Details for each selection are:
Expense Account - For all employer tax expenses, the screen will default with the expense account that you specified for this tax in the employer record. You can override that account here, or you can add additional accounts and spread the expense among several accounts. Assign percentages to each line. The total percentage must equal 100%.

Note: Expense accounts are required and verified when saving or navigating away from the Taxes tab.

Effective Date – Allows you to make changes to this setup prior to the date that the changes are to take place. When the current date is greater than or equal to the effective date, the new information will be used in calculating pay runs.

Note: Effective dates prior to the system default of 01/01/2006 are not permitted.
If you attempt to add a date prior to the system default of 01/01/2006, a message now displays.
Active – Once a tax has been used for an employee, it can not be removed. It can, however, be made inactive if no longer used. To make the tax inactive, clear the Active check box selection.
Certain types of taxes have additional details:
Federal and State Withholding - (details for state withholding may vary by state.)
FilingStatus – Per the employee’s W-4 form, enter their Federal tax filing status (Single, Married, or Exempt).
Allowances – Enter the number of allowances indicated on the employee’s W-4 form.
Non-resident Alien – If the employee is a Non-resident Alien, select this check box.
Extra Withholding Amount – Some employees will request that an additional amount be taken out for their federal taxes, possibly to cover tax shortage from other income sources. Enter in the additional amount per pay period here.
Use Alternate Flat Tax – If you are entering a flat tax and want to have the tables use a specified percentage rather than the tax tables, select this check box, and then enter the flat tax percentage in the Flat Tax Percent box below.

Local Taxes

Default Tax Calculation – This check box will automatically be selected when a local tax is added to an employee. You can change this selected to indicate which local taxes should be included by default for the employee. For example, if an employee lives in Ohio and works in Pennsylvania, the employee has Ohio state taxes withheld but since the employee works in Pennsylvania they need to also pay the local city tax. By selecting this check box, the Ohio state taxes and the Pennsylvania Local City tax is withheld.

Allowances - If this local tax uses allowances with the local tax employee method % of Wages Tax, %of Wages Tax with Wage Limit, % of Wage Tax - Annual, Monthly, or Period Limit, enter the number of allowances (exemptions).

Worker's Compensation - To setup information specific to this workers' compensation class, select Setup > Payroll Details > Employers > Taxes tab. From the left side of the screen, under the state abbreviation the class was created in, select Workers' Compensation and then on the right side of the screen add the workers' compensation identification number, liability account, and determine the workers' compensation overtime earning calculation. Then, select the workers' compensation class you created from the left side of the screen, and on the right side of the screen setup the expense account, select the date the workers' compensation class becomes effective, and enter the rate for the class.

Repeat step E-5 for each tax listed for this employee.

Step F - Earnings tab

Click the Earnings tab.

In the upper left side of the screen, select the employer this earning should be added to. The list displays only those employers for which the selected employee is currently active.

On the right side of the screen, enter a Base Hourly, Piece, and Salary Rate. This is the rate that will be defaulted as the rate for all of the earnings for the selected employee (if you do not enter a different rate), and will be the rate that displays in the grid on the 2. Enter Pay tab.

When a Base rate is entered, the Earnings update screen displays. If the Create New Effective Date check box is selected, the date field is enabled and the date specified is used to either update an earning with that specific effective date or add that date if it doesn’t exist. For example; if an earning has an effective date of 01/01/2006 and another effective date of 01/01/2011 and an effective date of 12/16/2010 is selected during the update, the a new effective date of 12/16/2010 would be created with the new rate. However, if the selected date had been 01/01/2011 then the existing effective date of 01/01/2011 would have been updated with the new rate. If the Create New Effective Date check box is not selected, it indicates that the update will affect the current effective date of each earning included; where current is defined as the effective date that would be used as of the current system date. For example; if an earning has an effective date of 01/01/2006 and another effective date of 01/01/2011 and the update is performed on 12/16/2010, then the 01/01/2006 effective date rate would be updated as it’s the rate that would be used as of 12/16/2010.

The Update Last Raise Date check box is active when the Create New Effective Date check box is selected. Select this check box to update the Last Raise Date on the Employment tab to the effective date selected in the Create New Effective Date box..

Click Update.

Select the Overtime Earning used to calculate overtime for this employee. The earnings that display in the lookup will be those earnings with the Include in Calculated Overtime check box selected in Setup > Payroll Details > Earnings. The earning must first be added to the employee and it must be active, see steps 7-8.

In the lower left, all active earnings display. Select the check box next to the earning(s) you want to add. The earning will display in the upper left under the Employer you selected. In the upper left, select the earning you just added.

Under Earning Detail (right), enter the specifics about this earning for this employee including effective dates, whether to include this employee in the Pay Employees grid (if this earning is the default earning for the employee), and rates. Repeat for each earning. Earnings Details for each selection are:
Salary, Salary Leave and Bonus Earnings
Display in Pay Employees Grid - Marking an earning to display in the Pay Employee Grid (default earning) will display the earning automatically each time you enter pay for this employee. You may select more than one earning as a default.
Use to calculate Hourly Leave Accrual Rate - Marking an earning to calculate the Hourly Leave Accrual Rate will indicate that this is the earning to use to calculate the hourly leave accrual rate to be used on the Employee Leave Amounts Accrued report.
Note: One salaried earning per employee can be marked to calculate the hourly leave accrual rate.

Effective Date – Allows you to make changes to this setup prior to the date that the changes are to take place. When the current date is greater than or equal to the effective date, the new information will be used in calculating pay runs. Click Add to enter a new effective date. Click Remove to remove an effective date (the default 1/1/2006 effective date cannot removed).
PayRate – Enter in the rate of pay, and then select the schedule that this rate applies to. Enter in the rate of pay, and then select the schedule that this rate applies to. The rate that is used in Pay Employees, Time Sheets, or Default Earning Time Sheets is calculated by breaking the rate down based on the number of pay periods associated with the employee. For example, if Sam Apple is paid Bi-Weekly and had a monthly salary of $4,500; when entering pay, the calculated rate would be $2,076.92 or $4,500 multiplied by 12 months, divided by 26 pay periods or if Same Apple is paid bi-weekly and has an annual salary of $52,000; when entering pay, the calculated rate would be $2,000 or $52,000 divided by 26 pay periods. For bonuses, you will probably leave the rate blank and enter it at the time of the payroll. For salary leave, you will also likely leave the rate 0.00 and just use the paid leave earning to record the hours when they are used.
Schedule – If a rate is entered in the Pay Rate field, enter a schedule that this rate applies to. The options are Daily, Weekly, Bi-weekly, Monthly, Semi-monthly, Quarterly, and Annually. The entered pay rate is multiplied by the number of periods represented by this selection to calculate the annual salary amount.
TrackHours – This will default as selected if it was setup in the Employer detail as such. You can either leave the default or change it. If selected, you will be required to enter the hours worked for this employee even though the earning is for salary. If you chose to track hours for Salary Pay and you include Salary Pay as a default earning on the Processes > Pay Employees > Pay Grid, you do not need to enter Hours if the Salary Pay earning does not have an extended amount (if you wish to process the payroll without Salary Pay, you can clear the extended amount.)
UseAccountDistribution –If this earning should be distributed to various profit centers, locations or projects, select this check box. If the check box is selected, you must specify a distribution. Expenses are distributed by percentage and are distributed at the time the pay runs are performed. Select the General Ledger Account, Percentage, and the Distribution that should be used for this employee.
The default account to post this earning expense to was setup on the employer record and defaults in this screen. You can accept this default or select a new account. You can also choose several different accounts to spread the expense to by a percentage. The percentages must equal 100%.
Note: Expense accounts are required and verified when saving or navigating away from the Earnings tab.

If a default Profit Center/Department, Production Center/Location, Production Year/Tracking Number 1, Production Series/Tracking Number 2, and Project was entered in Setup > Payroll Details > Employers it will display or you can select the default Profit Center/Department, Production Center/Location, Production Year/Tracking Number 1, Production Series/Tracking Number 2, and Project to display for this employee earning entry in Time Sheets, Pay Employees, and Default Earning Time Sheets.
Active - Once an earning has been used for an employee, it cannot be removed. It can, however, be made inactive if no longer used. To make the earning inactive, clear the Active check box selection.
Hourly Earnings
Display in Pay Employees Grid – Marking an earning to display in the Pay Employee Grid (default earning) will display the earning automatically each time you enter pay for this employee. You may select more than one earning as a default.
Effective Date - Allows you to make changes to this setup prior to the date that the changes are to take place. When the current date is greater than or equal to the effective date, the new information will be used in calculating pay runs.
Hourly Rate – Enter in the hourly rate for this employee. If you setup a default on the employer record, a rate may already display. You can override this default rate.
Use Account Distribution – If this earning should be distributed to various profit centers, locations or projects, select this check box. If the check box is selected, you must specify a distribution. Expenses are distributed by percentage and are distributed at the time the pay runs are performed. Select the General Ledger Account, Percentage, and the Distribution that should be used for this employee.
The default account to post this earning expense to was setup on the employer record and defaults in this screen. You can accept this default or select a new account. You can also choose several different accounts to spread the expense to by a percentage. The percentages must equal 100%.
Note: Expense accounts are required and verified when saving or navigating away from the Earnings tab.

If a default Profit Center/Department, Production Center/Location, Production Year/Tracking Number 1, Production Series/Tracking Number 2, and Project was entered in Setup > Payroll Details > Employers it will display or you can select the default Profit Center/Department, Production Center/Location, Production Year/Tracking Number 1, Production Series/Tracking Number 2, and Project to display for this employee earning entry in Time Sheets, Pay Employees, and Default Earning Time Sheets.
Active - Once an earning has been used for an employee, it cannot be removed. It can, however, be made inactive if no longer used. To make the earning inactive, clear the Active check box selection.

Step G - Deductions & Benefits Tab

Click the Deductions & Benefits tab.

The company Abbreviation and Name display.

In the Limit Total Garnishments to [X] % of Net Income field enter a % to be used to limit the total garnishments of the employee's net pay during the pay employees process.

All active deductions/benefits display in the box on the lower-left side of the screen. Select the deduction and benefits that apply to this employee.

In the upper box, click on the + sign next to the employer and enter in details on the right side of the screen. The list displays only those employers for which the selected employee is currently active. Notice that each deduction/benefit has a main level and then either has an employer level, employee level, or both underneath it. Enter the details on each level.

The following details display on the main level of a deduction/benefit:

Alternate Name - Used to supply information specific to the employee on the check stub when vendor checks are printed. For example, for a child support deduction, it may be necessary to supply a Case Number specific to an employee garnishment.

Active – Once a deduction/benefit has been used for an employee, it cannot be removed. It can, however, be made inactive if no longer used. To make the deduction/benefit inactive clear the Active check box selection.

EffectiveDate – As is throughout the system, the payroll setup works off of effective dates that allow you to make changes to earnings, deductions/benefits, taxes, and leave before the date the actual change is effective without affecting your current payroll. If you are just starting, the effective date will likely be the date of your first payroll.

The following details display on either the employer or employee levels of a deduction/benefit:

Schedule – Each deduction/benefit needs to have a schedule assigned to it so that payroll knows when these amounts need to be calculated and when they do not. The correct default will probably display from the Employer record.

Effective Date – As is throughout the system, the payroll setup works off of effective dates that allow you to make changes to earnings, deductions/benefits, taxes, and leave before the date the actual change is effective without affecting your current payroll. If you are just starting, the effective date will likely be the date of your first payroll.

Rate – Enter in the rate used for this employee. In some instances, the default rate from the employer record display correctly, but for something like a 401 K, there might be a different rate per employee.

If the deduction/benefit is a garnishment, in the Up to Amount box, enter the dollar amount that the contribution will be calculated up to when using a percentage. For example, if the garnishment is 5% of an employee's gross pay, with the garnishment amount not to exceed $500, enter $500 in this box.

If the deduction/benefit is a garnishment, in the Minimum Net Pay box, enter the dollar amount that the net pay will not be allowed to fall below. If a garnishment calculates an amount that will cause the Net Pay to be less than the entered amount, the garnishment will only deduct the amount that will leave the employee at the entered value and no more. For example, if the Minimum Net Pay is set to $225.00, an employee's Net Pay is $250.00, and a garnishment calculates to be $50.00; the garnishment will only deduct $25.00.

Note: The Minimum Net pay will be compared to the Net Pay after any preceding garnishments (determined by the Sequence Number set on the Garnishment deduction.)

To specify a maximum amount that can be subtracted from taxable earnings (employee taxes amount) before the garnishment is calculated, enter the amount in the Maximum Reduction Amount column in the grid. If the deduction calculation is greater than the Maximum Reduction Amount, the Maximum Reduction Amount is used in the net amount calculation. For example, an employee has taxable earnings of $500.00 and:
Employee taxes are $100.00
The calculated 401K deduction is $75.00
The 401K checkbox is selected to indicate that the 401K deduction should be subtracted from taxable earnings before the garnishment is calculated.
The Maximum Reduction Amount is entered as $50.00
The Garnishment deduction is 10% of the net pay.
Since $75.00 is greater than the Maximum Reduction Amount of $50.00, $50.00 is used in the garnishment calculation.
(500.00 - 100.00 - 50.00) *.10 = $35 is garnished from the employees wages.

When the Employer Method for a benefit is % of Gross Employee Deduction (Multiple Rates) or % of Net Employee Deduction (Multiple Rates), the Use Capped Match Rate selection indicates that the Cap Match rate at percentage should be used to cap the employer contribution percentage when calculating the employer match. This allows benefits to be configured where the employer match limit is shared across multiple benefits.

Select the Expense account that this payroll expense will post to. In most cases, the default from the employer record will display correctly. If not, you can override it. You can also enter in multiple expense accounts to spread this cost to. The percentages assigned to each account must add up to 100%.

Note: Expense accounts are required and verified when saving or navigating away from the Deductions & Benefits tab.

Limit – If this deduction/benefit has an annual limit, enter it in this box. The deduction/benefit will not be applicable after the annual limit is met.

Non-taxable Limit – If a non-taxable limit has been set up for this deduction/benefit, it will display in this screen. In most cases, this will not need to be changed, but it can be overridden from the employer record at this level.

In the grid that lists all deductions assigned to the employee (the grid will list only deductions that are in use by the employee, excluding other garnishments), select the deductions that should be subtracted from taxable earnings (employee amount) before calculating the garnishment.

Step H - ACA Information Tab

For detailed information see the Affordale Care Act (ACA) procedure.

Click the ACA Information tab., and then click Add.

Note: For specific instructions from the IRS regarding the lines on the 1095-C and 1094-C, please visit the IRS website at http://www.irs.gov/instructions/i109495c

Select the New Coverage Period's Year and Month.

Click OK.

Select the Offer coverage code. This code will be used for Line 14 on the 1095-C .Note: The Red Wing Software Technical Support department will not be able to inform you about what code you should be selecting in this field. If necessary, contact your Tax Accountant or Health Plan Administrator for specifics about which code to select.
Not Applicable (No Form): Select this option if you want an employee to be included in the ACA counts, but excluded from printing a 1095 form, for example for part-time employees.
1A - Qualifying Offer: Minimum essential coverage providing minimum value offered to full-time employee with employee contribution for self-only coverage equal to or less than 9.5% mainland single federal poverty line and at least minimum essential coverage offered to spouse and dependent(s).
1B - Minimum Essential Coverage (Employee Only): Minimum essential coverage providing minimum value offered to employee only.
1C - Minimum Essential Coverage (Dependents Not Spouse) - Minimum essential coverage providing minimum value offered to employee and at least minimum essential coverage offered to dependent(s) (not spouse).
1D. - Minimum Essential Coverage (Spouse Not Dependents) - Minimum essential coverage providing minimum value offered to employee and at least minimum essential coverage offered to spouse (not dependent(s).
1E - Minimum Essential Coverage (Dependents & Spouse) - Minimum essential coverage providing minimum value offered to employee and at least minimum essential coverage offered to dependent(s) and spouse.
1F - Minimum Essential Coverage NOT Providing Minimum Value - Minimum essential coverage not providing minimum value offered to employee, or employee and spouse or dependent(s), or employee, spouse and dependents.
1G - Offer of Coverage (Not Full-Time) - Offer of coverage to employee who was not a full-time employee for any month of the calendar year and who enrolled in self-insured coverage for one or more months of the calendar year.
1H - No Offer of Coverage - The employee was not offered any health coverage or employee offered coverage that is not minimum essential coverage.
1J - Minimum Essential Coverage (Conditionally Spouse, NOT Dependents) - Essential coverage providing minimum value offered to you; minimum essential coverage conditionally offered to your spouse' and minimum essential coverage NOT offered to your dependent(s)
1K - Minimum Essential Coverage (Conditionally Spouse & Dependents) - Essential coverage providing minimum value offered to you; minimum essential coverage conditionally offered to your spouse; and minimum essential coverage offered to your dependent(s).
1L - Individual Coverage HRA (Employee only) with affordability determined by primary residence ZIP code - Individual coverage HRA offered to employee only with affordability determined by using employee’s primary residence location ZIP code.
1M - Individual Coverage HRA (Employee & Dependents, not Spouse) with affordability determined by primary residence ZIP code - Individual coverage HRA offered to employee and dependent(s) (not spouse) with affordability determined by using employee's primary residence location ZIP code.
1N - Individual Coverage HRA (Employee, Spouse & Dependents) with affordability determined by primary residence ZIP code - Individual coverage HRA offered to employee, spouse, and dependent(s) with affordability determined by using employee’s primary residence location ZIP code.
1O - Individual Coverage HRA (Employee only) using primary employment ZIP code affordability safe harbor - Individual coverage HRA offered to employees only using the employee’s primary employment site ZIP code affordability safe harbor.
1P - Individual Coverage HRA (Emplyee & Dependents, not Spouse) using primary employment ZIP code affordability safe harbor - Individual coverage HRA offered to employee and dependent(s) (not spouse) using the employee’s primary employment site ZIP code affordability safe harbor.
1Q - Individual Coverage HRA (Employee, Spouse & Dependents) using primary employment ZIP code affordability safe harbor - Individual coverage HRA offered to employee, spouse, and dependent(s) using employee’s primary employment site ZIP code affordability safe harbor.
1R - Individual Coverage HRA that is NOT affordable - Individual coverage HRA that is NOT affordable offered to employee; employee and spouse, or dependent(s); or employee, spouse and dependents.
1S - Individual Coverage HRA (Not Full-Time) - Individual coverage HRA offered to an individual who was not a full-time employee.
1T - Individual Coverage HRA (Employee & Spouse, No Dependents)with affordability determined by primary residence ZIP code.
1U - Individual coverage HRA (Employee & Spouse, No Dependents) using primary employment ZIP code affordability safe harbor.

Enter the Employee Share of Lowest-Cost Monthly Premium if you selected 1B, 1C, 1D or 1E in the Offer field. This amount is used for Line 15 of the 1095-C. Enter the amount of the employee share of the lowest-cost monthly premium for self-only minimum essential coverage providing minimum value that is offered to the employee (this amount may not be the amount the employee is paying for the coverage, for example, if the employee chose to enroll in more expensive coverage such as family coverage or if two plans were offered and the employee chose the higher cost plan).

Select a Section 4980H Safe Harbor Code if one of the following situations applied to the employee (this is an optional field, but should be selected if any of the situations listed below apply to the employee). In some circumstances more than one situation could apply to the same employee in the same month. For example, an employee could be enrolled in health coverage for a particular month during which he or she is not a full-time employee. However, only one code may be used for a particular calendar month. For any month in which an employee enrolled in minimum essential coverage, indicator code 2C reporting enrollment is used instead of any other indicator code that could also apply. For an employee who did not enroll in health coverage, there are some specific ordering rules for which code to use; see the descriptions of the codes below.

2A - Employee Not Employed - Select code 2A if the employee was not employed on any day of the calendar month. Do not use code 2A for a month if the individual was an employee of the employer on any day of the calendar month. Do not use code 2A for the month during which an employee terminates employment with the employer.

2B - Employee not Full-time - Select code 2B if the employee is not a full-time employee for the month and did not enroll in minimum essential coverage, if offered for the month. Enter code 2B also if the employee is a full-time employee for the month and whose offer of coverage (or coverage if the employee was enrolled) ended before the last day of the month solely because the employee terminated employment during the month (so that the offer of coverage or coverage would have continued if the employee had not terminated employment during the month). Also use this code for January 2015 if the employee was offered health coverage no later than the first day of the first payroll period that begins in January 2015 and the coverage offered was affordable for purposes of the employer shared responsibility provisions under section 4980H and provided minimum value.

2C - Employee Enrolled in Coverage Offered - Select code 2C for any month in which the employee enrolled in health coverage offered by the employer for each day of the month, regardless of whether any other code in Code Series 2 might also apply (for example, the code for a section 4980H affordability safe harbor).

2D - Employee in Section 4980H(b) - Select code 2D for any month during which an employee is in a Limited Non-Assessment Period for section 4980H(b). If an employee is in an initial measurement period, enter code 2D (employee in a section 4980H(b) Limited Non-Assessment Period) for the month, and not code 2B (employee not a full-time employee). For an employee in a section 4980H(b) Limited Non-Assessment Period for whom the employer is also eligible for the multi-employer interim rule relief for the month code 2E, enter code 2E (multi-employer interim rule relief) and not code 2D (employee in a Limited Non-Assessment Period).

2E - Multi-employer Interim Rule Relief - Select code 2E for any month for which the multiemployer interim guidance applies for that employee. This relief is described under Offer of Health Coverage definition on the IRS website at http://www.irs.gov/instructions/i109495c/ar01.html#d0e655.

Note for Codes 2F through 2H: Although employers may use the section 4980H affordability safe harbors to determine affordability for purposes of the multiemployer interim guidance, an employer eligible for the relief provided in the multiemployer interim guidance for a month for an employee should enter code 2E (multiemployer interim rule relief), and not a code for the section 4980H affordability safe harbors (codes 2F, 2G, or 2H.

2F - Section 4980H - Form W-2 - Select code 2F if the employer used the section 4980H Form W-2 safe harbor to determine affordability for purposes of section 4980H(b) for this employee for the year. If an employer uses this safe harbor for an employee, it must be used for all months of the calendar year for which the employee is offered health coverage.

2G - Section 4980H - Federal Poverty Line - Select code 2G if the employer used the section 4980H federal poverty line safe harbor to determine affordability for purposes of section 4980H(b) for this employee for any month(s).

2H - Section 4980H - Rate of Pay - Select code 2H if the employer used the section 4980H rate of pay safe harbor to determine affordability for purposes of section 4980H(b) for this employee for any month(s).

2I - Non-calendar Year Transition Relief(2015 Only) -Select code 2I if non-calendar year transition relief for section 4980H(b) applies to this employee for the month. See the instructions at http://www.irs.gov/instructions/i109495c/ar01.html#d0e655under Section 4980H Transition Relief for 2015 and 2015 Section 4980H(b) Transition Relief for Employers with Non-Calendar Year Plans (Form 1095-C, line 16, code 2I), for a description of this relief. This code was valid for 2015 only.

The Dependents section is used for Lines 17-22 on the 1095-C. The first line in the Dependents grid will automatically display the current employee's information. Select the Incl check box to include the dependent on the 1095-C. Enter the dependents associated with this employee. The First Name and Last Name are required fields. The DOB is a required field if the SSN is not entered. The Middle initial, Suffix, and SSN are optional fields. Dependents or blank rows can be removed from the grid by right-clicking on the dependent row and then selecting Delete Row. Dependents apply to all coverage periods.

Repeat Steps 4-9 for each coverage period for this employee.

Click Save.

Repeat Steps 1-11 for all employees.

You can print the Employee ACA Setup report from Reports > Reports > Payroll Setup Lists > Employees > Employee ACA Setup to list the employee ACA setup information. By default, the report will show employees that are not set up with ACA. To add ACA information for an employee, edit the employee (s) and select the ACA Information tab. To show employees that are set up, change the ACA Setup filter to Yes.

Step I- Leave Tab(If you are tracking leave balances in CenterPoint)

Click the Leave tab.

Select the employer in the box on the upper left side of the screen, the list displays only those employers for which the selected employee is currently active. In the lower left box, all active leave items display. Select which leave items pertain to this employee. Under Leave Detail on the right-side of the screen, there will be an Accrual Rate Percent box. This percentage will display 100%. The percentage can be overridden. If you seasonally reduce employees work schedules, you can reduce the leave accrual rate to a percentage of its normal rate and use the Maximum Percent field (set at the employer level on the Leave tab) to continue to accrue the total hours they earn, just at a reduced rate. For example, if Maximum hours is 80 hours and Maximum Percent is 80%, the Maximum field will display 64 hours. Both the Accrued Rate and Maximum hours will be displayed on the employee at the reduced percentage.

Full-time = 100%

Part-Time = 75%

Temporary = 0%

Click the + sign next to the employer to display the leave options you selected. Select one of the leave options. Complete the leave details.
EligibilityDate – Is used to calculate the years of service variable that is used in a Leave calculation. By default, it is the same as the Hire Date, but may be changed by the user.
WaitPeriodDate – Is calculated as the Eligibility Date + any hours, days, or months entered as a wait period when you set up leave on the Leave Maintenance screen. The Wait Period Date is the date on which Leave Accrual Begins. The Wait Period Date must be equal to or greater than the Eligibility Date. This data is calculated by CenterPoint.
Earning – Select the required earning account that will be used to track the leave that is used during a pay period. This should be different than the regular earning. If an account is not selected when you click Save, you will receive a message to select an earning before you can continue.
The YearsofService and HoursEarned (per Month) boxes - will display based on the employee’s hire date (from the Setup > Employees > Employment tab), system date, and information from Setup > Payroll Details > Leave after you click Save.
The remainder of the fields on the screen are automatically filled in by leave accrued, leave adjustments, and leave used. After a new employee is created and saved and a beginning leave balance has been created, you will be able to change the Used and Adjustments boxes.

Repeat step I-3 for each leave option assigned to the employee.

Step J - Custom Fields Tab (Optional)

The use of the Custom Fields tab is completely optional. The system does not come with any custom fields set up by default. Custom fields are used to track any information about this employee that you want to track and that there isn’t already a place to enter that information.To create a new CustomField Name:

Click the CustomerFields tab.

Click CustomFields.

Click New.

In the Abbreviation box, enter an optional abbreviation for the custom field. For example NFC for Name of First Child.

In the Name box, enter a name for this custom field. For example, Name of First Child.

Select the type of information you want to enter in the custom field. Field types are:
Date
Numeric
Percentage
Text

If the type is Numeric or Percentage, enter in the number of decimal places.

Click Save. Click Close. The new custom field will now be a custom field that you can use to collect data for not only your employees, but for any name on your Names list

Select the line that contains the CustomNameField Name you want to add information to. For example Name of First Child.

In the CustomFieldInformation box, enter the specific information for this employee. For example, if you have a custom name field called "Name of First Child" and you want to track the names of your employee's children, enter a name in the Custom Field Information box.

Step K - Direct Deposit Tab

If you purchased the Direct Deposit additional payroll option, click the Direct Deposit tab. Refer to the Direct Deposit: Setup & Processing topic for step by step instructions.

Step L - Education Tab.

If you purchased the Employee Training/Certification Tracking additional payroll option, click the Education tab and follow the Employee Training/Certification procedure.

Step M - Publish Pay Advices

If you subscribe to Publish Pay Advices, refer to the Publish Pay Advices - New Installation document for detailed information.

Step N - CenterPoint Time Clock

If you subscribe to CenterPoint Time Clock, refer to the CenterPoint Time Clock Setup document for detailed information.

Note: If you want to attach a document to this employee, see the Scan and Attach Documents topic for detailed information.

Click Save to save the employee and return to the List tab, or click Close to save the employee and close the Employees screen.
An employee New Hire report can be printed by selecting Reports > Federal & State Payroll Forms & Reports > State Tax Forms, select the State, and then select the appropriate Report.

Edit/Change an Employee

You can edit an employee to modify their information at any time.

On the Setup menu, click Employees.
Select the Employee you want to change and click Edit (or double click on the name). Make any changes to the employee setup.
Click Save to save the changes and return to the List tab, or click Close to save the changes and close .

Delete an Employee

The Delete button completely removes an employee from the system. Note: You cannot delete a record that has any type of history or other records linked to it in the system. If you have an employee that is no longer working for you, but does have historical activity, please refer to the Change the Status of an Existing Employee topic below.

On the Setup menu, click Employees.
Select the employee you want to delete, and then click Delete.
At the "Are you sure you want the item deleted?" message, click Yes.

Change the Status (Activate/Deactivate) of an Existing Employee

Employees can be activated/deactivated for an employer for specific company(s)/fund(s). Employees that no longer work for you, but have history, can be deactivated.. In the Pay Employees screen, the list of employees will only include employees that are active. Filters can be created in reports, lists, etc. to only include active employees. Names can be active for some employers and not for others.

On the Setup menu, click Employees.
Select an active employee, right-click and select Activate/Deactivate.

Select the employer and the company(s)/fund(s) to activate/deactivate and click either Activate or Deactivate.