Status Parameters (Payroll Tab)
This screen is used to define the status settings required for each employee in the payroll. You can use the various features to add and define settings for new employees or to review or change settings for existing employees. Each row represents a distinct employee and can be accessed individually, or groups of employees can be selected for batch functions.
Visit the Button Descriptions help page to view detailed descriptions of every button that appears on your screen (whether in the Button Bar at the top of the table, or in the table itself). Note: If a button's text appears in a Grey color, either the command is not applicable to the current page, or its function has already been applied (e.g. some items can only be added once, therefore the New button will be unavailable on certain screens after it is used).
The following section displays help for the various cells and columns shown in the main table on this screen. If you see a help description on this page for a column that does not appear on your screen, you can add the additional column to your view by using the Customize option under the Views button (located at the left side of the screen just above the main table). Refer to the Customize View help page for more help on this feature.
This button allows you to view a list of changes that have been made to the current item. Choosing the button opens the Audit History
window where item changes are shown in colored text. Note:
Audit History is a developing feature and subject to updates as new functionality is added.
Use this cell to specify the company division to which this employee is assigned. Refer to the Divisions help page for more details on this feature.
Use this cell to enter the unique number that identifies the employee in this payroll. Alphanumeric characters (letters and numbers) may be used. e.g. 001
, or MGM001
Use this cell to enter the employee's first name (also referred to "given name" or "personal name"). For example, John Smith's given name is "John". The cell supports special characters - e.g. María-Jose
Use this cell to specify the language that will be used for each employee for various reports and pay stubs they will receive. Currently, the program supports Canada's two official languages: English and French. Editing the cell displays a drop-down list with the following three options:
- Unknown - Choose this option to use the internet browser's default language.
- Default - Choose this option to use the English language.
- Alternative - Choose this option to use the French language.
Refer to the Options help page for more information on this feature.
Use this cell to specify the most recent date on which the current employee returned to employment after a work separation (e.g. termination, quitting, layed off, etc.). A transfer from one department to another would not apply. You may either enter a date in the field provided using the mmm/dd/yyyy
format (e.g. if the date is August 31, 2018, you would enter Aug/31/2018. You can also enter a date by selecting the Calendar
icon and choosing a date from the pop-up window that appears.
Use this cell to specify the employee's job designation, such as receptionist, shipper, mechanic
, etc. This designation can be used in various reports.
Use this cell to specify the date that the employee started working for the company. You may either enter a date in the cell using the mmm/dd/yyyy
format (e.g. if the date is August 31, 2018, you would enter Aug/31/2018
). You can also specify a date by selecting the Calendar
icon and choosing a date from the pop-up window that appears.
This date is used for administrative purposes and typically will not change even in the event that an employee leaves and then returns to work. Employee rehire dates are entered in the Last Rehire
Use this cell to specify the status of the employee in the payroll. The options are:
- Active - Indicates that the employee is actively engaged in work with the company and is considered active in the payroll.
- On Leave - Indicates that the employee is away from work for an indefinite period of time.
- Terminated - Indicates that the employee is no longer working at the company and is now excluded from the payroll. Note: Employees are set to this status automatically after a pay has been closed and in which they have been marked as the Last Pay status (see below). It should also be mentioned that the word "terminated" is used as a general "status" term and simply means that a person is "no longer in the payroll" - and is applicable in a number of cases (retiring from the company, quitting the job, permanent job loss, etc.).
- Last Pay - Indicates that the next pay run will be the employee's last pay. Note: As mentioned above, if you mark an employee with this status and then close the pay, the employee will be automatically set to the Terminated status and excluded from subsequent pay runs (see above).
- Special - Indicates that the employee is to be included in any subsequent Extra, Additional, or Reversal (Special) pay runs. This status is best used in cases where a pay run is to be applied to a single or limited number of employees only. If a Reversal (All) payroll is run, this status will be ignored since all employees will be paid regardless. Note: If you set an employee's status for a single subsequent special pay run, remember to set the status back to Active after the run so that the employee will not continue to be included in subsequent special runs.
- Deleted - Indicates that the employee is not working for the company and has been removed from the payroll. This status can be needed in a number of cases such as:
- The employee was created in error or as a duplicate.
- The employee was never paid nor does he/she have any YTD values.
- The employee was created for testing purposes only.
Note: Do not use the Delete status to remove an employee from the payroll. If you wish to delete an employee, you should open the Setup Employee screen and use the Delete button to remove them. Additionally, if you delete an employee who had a user account (either for payroll editing purposes or for viewing personal pay stubs), the user's account will be disabled. If required, you can re-enable the account in the Users screen under the Employer tab.
Use this cell to enter the employee's surname (also referred to "family name or "last name"). For example, John Smith's surname would be entered as Smith
. You can also enter surname prefixes for employee names that require one. For example, John Van Houton's surname would be entered as Van Houten
. The cell also supports special characters - e.g. O'Leary
Use this cell to specify the employee's termination date. You may either enter a date in the field provided using the mmm/dd/yyyy format (e.g. if the date is August 31, 2018, you would enter Aug/31/2018. You can also enter a date by selecting the Calendar icon and choosing a date from the pop-up window that appears.
Use this button to restore an employee that has been deleted from the current payroll. If the button is greyed, it indicates that the employee is currently active and that the undelete action is not applicable. Note: If you delete an employee from one of the screens under the Payroll tab, the Undelete button will be available to restore the employee if you need to do so. However, if you delete an employee from one of the screens under the Employer tab, the Undelete action will not be available.