Entering employee records

Consider the following points before entering employee records:

• When you select the Exempt from certified reporting check box, Sage 100 Contractor excludes the employee from the Certified Payroll report.
• If an employee is exempt from overtime pay, select the Exempt from overtime pay check box. When entering timecards for an employee that works more than 8 hours in a single day, pay type 1-Regular defaults to the Pay Type box.
• If your company works in Alaska, you must provide additional residential information for state certified payroll reports.

• If your company provides its own ("self-insured") health coverage to employees, their spouses, and their children, you enter the names of all covered Individuals, as well as their relationship to the employee and their Social Security Number (SSN) or date of birth on the ACA tab.

  Tip: To change ACA settings for a number of employees at once, use the Update All Employees' ACA Settings window, available from the Options menu.

• Sage 100 Contractor uses the amount entered in the Accrual Max box on the Compensation tab to determine whether sick leave must be accrued for a given pay period.

To enter an employee record:

1. Open 5-2-1 Employees.
2. In the data control text box, enter the employee identification number.
3. In the First Name text box, enter the employee’s first name.
4. In the M.I. text box, enter the employee’s middle initial.
5. In the Last Name text box, enter the employee’s last name.
6. In the Status list, click the work status of the employee.

7. On the General Information tab:

   1. In the Address 1, Address 2, City, State, and Zip text boxes, enter the address.
   2. (Optional) In the User Def1 and User Def2 text boxes, enter the user-defined information as necessary.

   3. If the employee usually operates a piece of equipment, enter the equipment number in the Equipment text box.

      Important! If a job or equipment number does not appear on a timecard line, Sage 100 Contractor posts the payroll based on the employee’s position.

   4. In the Phone# text box, enter the employee’s telephone number.
   5. In the Fax# text box, enter the employee’s fax number.
   6. In the Home# text box, enter the employee’s home telephone number.
   7. In the Pager# text box, enter the employee’s pager number.
   8. In the Cell# text box, enter the employee’s cellular number.
   9. In the Email text box, enter the employee’s email address.

8. On the Human Resources tab:

   1. In the Employment Type list, click the category.
   2. In the Gender list, click employee’s gender.
   3. In the Benefit Status list, click the employee’s benefit status.

   4. In the Heritage list, click the employee’s heritage.

      Important! When you select the Always use employee comp code check box, Sage 100 Contractor inserts the workers’ compensation code from the employee’s record into the timecard. Otherwise, Sage 100 Contractor inserts the workers’ compensation code associated with the cost code entered in the timecard.

   5. In the Comp Code list, click the worker’s compensation code.
   6. In the Position list, click the employee’s position.
   7. In the Union list, click the union to which the employee belongs.
   8. In the Residence Locale text box, enter the local payroll tax district for the employee's residence.
   9. In the Work Locale text box, enter the payroll tax district for the employee's work location (for salaried employees).
   10. In the Tax State text box, enter the abbreviation for the state in which the employee lives.
   11. In the Social Security# text box, enter the employee’s social security number.
   12. In the Birth Date text box, enter the employee’s date of birth.
   13. In the Hire Date text box, enter the date when the employee was hired.
   14. In the Last Raise text box, enter the date when the employee last received a raise.

   15. In the Inactive text box, enter the date when the employee record became inactive.

       Important! After verifying an employee’s citizenship, select the I-9 Verification check box.

   16. Check the Eligible under HIRE Act of 2010, Exempt from certified reporting, and Exempt from overtime pay boxes as necessary for the employee.

9. On the Compensation tab:

   1. In the Pay Period list, click the cycle of the pay period.

   2. In the Paygroup text box, enter the paygroup number.

   3. In the Regular Hourly Rate (rate 1) text box, enter the employee’s regular hourly rate.

   4. In the Overtime Hourly Rate (rate 2) text box, enter the employee’s overtime hourly rate.

   5. In the Premium Hourly Rate (rate 3) text box, enter the employee’s premium hourly rate.

   6. If the employee is paid a salary, enter the amount in the Salary text box. If the employee is salaried, do not enter a paygroup or hourly rates.

      Important! If salaried employees are paid overtime, you must enter a standard regular rate as well as standard overtime rate.

   7. In the Commission% box, enter the rate (%) of the sales commission.
   8. In the Advances Due box, enter the total amount of outstanding advances due, or leave it blank.
   9. In the Accrued Sick text box, enter the total accrued hours of sick time.
   10. In the sick Accrual Rate text box, enter the rate at which sick time accrues.
   11. In the sick Accrual Method list, click the method used to accrue sick time.

   12. In the Accrual Max box, enter the maximum amount of paid sick leave that the employee can accrue. (This is normally the legal maximum for the state, such as 6 days or 48 hours.)

   13. You can change the amount displayed in the Last Year Carry Forward box, if necessary. At the beginning of a new payroll year, Sage 100 Contractor brings forward the employee's Accrued Sick balance from the previous year and displays the amount in this box.

   14. In the Accrued Vacation text box, enter the total accrued hours of vacation time.
   15. In the vacation Accrual Rate text box, enter the rate at which vacation time accrues.
   16. In the vacation Accrual Method list, click the method used to accrue vacation time.
   17. Under W-2 Options, select either or both Retirement Plan and Third-Party Sick Pay boxes to include that information in the W-2 electronic file.

10. If the employee uses direct deposit, click the Direct Deposit tab, then:

    1. Click the Enable direct deposit box.
    2. Enter the information for one or more (up to four) direct deposits.
    3. Add the employee email address to receive the direct deposit pay stub.
11. Click the Calculations tab. Review the payroll calculations and rates, and make any adjustments.
12. On the Additional Contacts tab, enter any additional contacts or emergency contacts for the employee.

13. On the ACA tab:

    1. If the employee has consented to the electronic submission of their ACA statement, select the Aatrix Electronic ACA Consent check box.
    2. Select your company's Policy Origin Code (required when submitting 1094‑B and 1095‑B forms).
    3. Select the year for which you need to add health coverage information for ACA reporting purposes.

    4. For the employee, enter the following information in the top part of the tab for each month of the year:

       • Work Status (Full Time, Part Time, Seasonal, Exempt)
       • Offer of Coverage Code (as defined under the Act)
       • Safe Harbor Code (as defined under the Act)
       • Share of Min Plan Premium (the employee's share of the lowest premium)

    5. If your company provides self-insured health coverage to employees, enter information as follows for the employee's spouse and each dependent:

       1. In the lower portion of the tab, click Add Individual.
       2. In the blank row that appears, enter the name of the covered individual, their relationship to the employee, and their Social Security Number (SSN) or date of birth.
       3. Select the check box for each month of coverage for the individual.
14. On the File menu, click Save.