Employee Payroll Information

You will use the Employee Payroll Information window to edit the employee record so the employee can be paid — including setting up employee leave accrual values, specifying payment plans, submitting the employee to payroll, and editing an employee’s payroll cycle & paycheck site, if needed.

After the initial setup, you can edit payment plans, payment plan distribution, and leave balances for pay periods that haven't been paid.

Before you can add employees to the payroll, they must first have at least one approved job/addendum and one approved deduction set. If an employee doesn't show up in the Employee Payroll Information window, check to see that the employee is enabled and has an approved job/addendum and an approved deduction set.

Many of the fields in this window are read-only. Display name, employee number, and department are determined in Manage Employees. The Salary field shows the total salary for all of the employee’s approved jobs based on job information in Manage Employees. The Approved Jobs field displays the number of jobs approved for this employee.

Employee status

Employee status is read-only based on actions taken in this and other windows.

• New: The employee has at least one approved job, but does not have a current deduction set.

• Available: The employee has at least one approved job and a current deduction set.

• Submitted: The employee has been submitted to payroll and encumbrance transactions have been created for the employer portion of deductions for the employee.

• Paid: The employee has had at least one paycheck verified for at least one job.

• Suspended: The employee has been removed from payroll.

Readying employees for the payroll process

1. Change the default payroll cycle in which the employee will be paid, if necessary. The default payroll cycle for all employees is set in Payroll Configuration.

2. Edit the default paycheck site, if needed. The default paycheck site is copied from the Site field in the employee record in Manage Employees

3. Setup leave, if applicable

4. Specify the payment plan for the employee's jobs

   • Only necessary if the job should have a payment plan other than the default — Begin to End Date.

   • If the employee turns in a time sheet, the payment plan doesn't need to be specified.

5. Submit the employee to payroll

Other functions & topics in Employee Payroll Information

Most of these functions can also be done in the Employee Payroll Jobs window.

• Payment plans

• • Edit an employee's payment plans

  • Use mass payment plan to set the payment plans for a group of employees

• Submitting & removing employees & jobs to/from payroll

• • Remove employee from payroll

  • Submit a job to payroll —used to add jobs to a submitted or paid employee

  • Remove a job from payroll

  • Remove an employee from payroll vs. remove a job from payroll

  • Close a job

• Edit an employee's payroll information

• • Edit a job's category

  • Change an employee's payroll information after they're being paid

  • Change a paid employee's payroll cycle

  • Mass update paycheck site and payroll cycle

  • Set up a recurring dock to an employee's pay

• Leave

• • Edit leave balances

  • Rollover leave balances

Return to Payroll Overview