Enter First and Last Name when adding a new employee. System does not use employee numbers or employee codes. Clients can have a difficult time remembering them — a single digit input error can cause an entry to be added to different employee, and may or may not be caught in time. If you have 2 employees with the same name, add a middle name or initial to one or both.
You will also need to fill in the following fields for each employee:
Address:
City:
State:
ZIP code:
Gender:
Pay Type:
Valid Pay types are: (H)ourly or (S)alary
Pay Rate:
Enter the rate per hour or salary per pay period.
Pay Period:
Valid Pay periods are:
(W)eekly, (B)iweekly, (S)emimonthly, (M)onthly, (T)erminated
Most employers have one pay period for all employees. Some employers may have a few salaried employees monthly and the rest of the employees paid on another payroll schedule. In such cases enter the most frequently used pay period.
NOTE: Terminated employees are purged at the end of the year. Only active employees are transferred to the New Year.
Status:
Valid withholding statuses are (S)ingle, or (M)arried.
Exemptions:
Enter the number of withholding exemptions claimed on the employee’s W-4 form.
NOTE: If the employee wants to be exempt because he/she doesn’t make enough money, enter “99” for exemptions. DO NOT exempt them under “Tax Status/Exempt” unless they are a ‘1099.’
Additional Tax:
Enter any additional withholding tax, if indicated on the employees W-4 form.
Phone No: Optional
Hire Date:
Enter employee’s exact start date, if provided by the client.
Birth Date: Optional (Required for California employers for the CalSavers Program)
Termination Date: Enter termination date, if provided by the client
NOTE: The Termination date is only for informational purposes. In order to actually terminate an employee, you must set the Employee’s Pay period to Terminated.
Last Raise: Optional
Vac Hrs/Yr:
Enter the vacation hours this employee is entitled to for the year. A default value may be set up in the Company Set-up
Accrued Vacation:
This is used to enter any accrued vacation hours from a prior year. It is also used to enter accrued vacation hours from a prior system if you start with PRO-PAY in the middle of the year.
Start Vac Accr:
Enter a date to start accruing Vacation hours. For example, if the employee starts employment on 1/01/xx but the employer has a policy where employees start earning Vacation pay 90 days after employment, you would enter 04/01/xx in the Start Vac. Accr. date. A default value may be set up in the Company Set-up.
Sick Hrs/Yr:
Enter the Sick hours this employee is entitled to for the year. A default value may be set up in the Company Setup.
Accrued Sick:
This is uxes which the sed to enter any accrued sick hours from a prior year. It is also used to enter accrued sick hours from a prior system, if you start with PRO-PAY in the middle of the year.
Start Sick Accr:
Enter a date to start accruing Sick hours. For example, if the employee starts employment on 1/01/xx but the employer has a policy where employees start earning Sick pay 90 days after employment, you would enter 04/01/xx in the Start Vac Accr date. A default value may be set up in the Employer Setup, page 3 on the screen.
How Vacation and Sick Hours are accrued
If an employee is entitled to 2 weeks vacation per year (80 paid hours), enter “80” in Vac/Hrs/Yr (Accrual Rate). Each pay date PRO-PAY will accrue vacation hours as follows:
Vac Hours Accrued per Pay period = Hours worked / 2080 (hours per year) times Accrual rate.
Example: Employee accrual rate = 80 hrs/Yr and worked 40 Hrs this week.
Vac Hours Accrued this Pay Period = 40/2080 X 80 = 1.538 Hrs
Salaried employees’ Vacation and Sick accruals are based on a 40 hour week.
The accrued Vacation and Sick Hours may be optionally printed on the employee’s pay stub.
NOTE: Vacation and Sick Accrual reports are calculated and produced by the Payroll Processor based on the above rules.
Worker’s Comp Ins. Code:
Select the proper WC code. This option must have been set up previously during Employer Set Up in order to be available here. If it is not used, leave blank.
Department:
If used, select a Department number. This option must have been set up previously during Employer Set Up in order to be available here. If it is not used, leave blank.
Tax State:
If the company is set-up as Multi-state, you may select a tax state for each employee. If the company is not set-up as Multi-state, the Tax State selection box displays the company home state and it is disabled.
Pay Policy:
Select the Pay Policy that applies to this employee.
Rounding Policy:
Select the Rounding Policy that applies to this employee.
Holiday Package:
Select the Holiday Package that applies to this employee.
Employee ID.:
Enter the number that will identify the Employee when using Punching device
Password:
Passwords are optional. If Use Passwords is selected in ProClock Set-up, you may enter a password for each employee. The password is then required for Punching hours.
Employee Shift:
Select a default Shift for this employee. For more information about the use of shifts see the appropriate help topic.
Exempt Employee from Shift Rules?
Check this box to allow this employee to punch outside of the shift hours for purposes of authorizing over time, or permitting work outside of the regular shift hours.
Email Address:
This input is mandatory. Needed for Employee to receive information from the Manager
