Entering Employee Records Lesson


This lesson shows how to add an employee record.


Steps:

  1. Click the NIS State of Nebraska link.

    Step 1
  2. Click the Human Resources/Payroll - Agencies link.

    Step 2
  3. Click the Employee Maintenance link.

    Step 3
  4. Click the Employee Information link.

    Step 4
  5. The system does not let you enter duplicate Tax IDs (Social Security Numbers). If an Address Book record exists for the employee you want to add, the system will display an error message to indicate a duplicate number when the last employee master screen is entered.

     

    To avoid this error you should first search to make sure the employee is not already entered into the system.

     

    To do this click in the Employee No field.

    Step 5
  6. Click the Visual Assist tool (magnifying glass).

    Step 6
  7. Click in the Tax ID field.

    Step 7
  8. Enter the employee's social security number in the Tax ID field.  

     

    In this lesson enter "999010002" into the Tax ID field.

    Step 8
  9. Click the Find button.

    Step 9
  10. "No records found", indicates the Social Security Number does not exist in the Address Book.

     

    If the Social Security Number does exist in the Address Book, and the search type is an "E" or "X", note the business unit for the employee and contact the appropriate agency to transfer the employee (Ex. S290000000 is Agency 29 = Natural Resources).

     

    If there are “No records found”, or if the Social Security Number does exist, but not as an “E” or “X” search type you can proceed to the next step. 

     

    Step 10
  11. Click the Close button.

    Step 11
  12. Click the Add button.

    Step 12
  13. Click in the Security Business Unit field.

    Step 13
  14. Security Business Unit – Enter a Business Unit number that secures the employee's record from unauthorized access.  

     

    In this lesson enter "S650170000" into the Security Business Unit field.

    Step 14
  15. Press [Tab].

    Step 15
  16. Home Company – Enter "10000" for ALL State of Nebraska employees.

    Step 16
  17. Press [Tab].

    Step 17
  18. Check Route – XX XXX XXX XX, for Agency (2 spaces), Division (3 spaces), Work Facility Code (3 spaces), Sequence # (2 spaces).  

     

    In this lesson enter "6500250100" into the Check Route Code field.

    Step 18
  19. Press [Tab].

    Step 19
  20. Pay Frequency – Enter if the employee is Bi-Weekly or Monthly. 

     

    In this lesson the employee is bi-weekly.  Enter "B" into the Pay Frequency field.

    Step 20
  21. Press [Tab].

    Step 21
  22. Pay Status – Review Valid codes. Codes for active pay status employees are numeric. Codes for inactive pay status employees are alphabetic. The system omits all employees with alphabetic pay status codes from the payroll run.  Use the Visual Assit tool if you need to.   

     

    Click the Visual Assist tool button.

    Step 22
  23. Click the "0" option.

    Step 23
  24. Click the Select button.

    Step 24
  25. Press [Tab].

    Step 25
  26. Employee Benefit Status - Enter the employee benefit status.  Use Visual Assist tool if you need to. 

     

    Click the Visual Assist tool button.

    Step 26
  27. Click the "A" option.

    Step 27
  28. Click the Select button.

    Step 28
  29. Press [Tab].

    Step 29
  30. Benefit Group – Enter the benefit group to which the employee is assigned.  Use the Visual Assist tool if you need to.  

     

    In this lesson enter "RULE-B" into the Benefit Group field.

    Step 30
  31. Press [Tab].

    Step 31
  32. Adjusted Service Date - This date is used to determine the amount of leave earning the employee should be receiving. This MAY be the same date as the Original Hire Date or Agency Original Hire Date.

     

    The Adjusted Service Date is the employee’s original employment date plus the number of days break in service. This can be calculated by using the Adjusted State Service Date Spreadsheet in the HR/Payroll Training Manual.  

     

    In this lesson enter "6/15/09" into the Adj. Service Date field.

    Step 32
  33. Click in the Original Hire Date field.

    Step 33
  34. Original Hire Date – Enter employee's Original Hire Date with the State of Nebraska excluding any time the person was employed as a temporary at the beginning of their employment with the State.  

     

    In this lesson enter "6/15/09" into the Original Hire Date field.

    Step 34
  35. Click in the Date Pay Starts field.

    Step 35
  36. Date Pay Starts - Enter the date the employee will begin accruing pay. 

     

    Enter "6/15/09" into the Date Pay Starts field.

    Step 36
  37. Press [Tab].

    Step 37
  38. Agency Original Hire Date – Enter the date the employee started with the particular agency. 

     

    Enter "6/15/09" into the Agency Original Hire Date field.

    Step 38
  39. Country – This will default to US so you can leave it blank.

    Step 39
  40. Click the Con't button.

    Step 40
  41. It is important to press the tab key on the keyboard through each field on the Address Book tab and then click on the Mailing tab to get the OK button on this screen

    Step 41
  42. Press [Tab].

    Step 42
  43. Type the employee's name in the Alpha Name field.

     

    Type the name as Lastname, Firstname, Middle Initial.

     

    Enter "Kent, Clark S" into the Alpha Name field.

    Step 43
  44. Press [Tab].

    Step 44
  45. Press [Tab].

    Step 45
  46. Type the employee's Social Security Number in the Tax ID field without any spaces or dashes (ex. 123456789, not 123-45-6789).  

     

    Enter "999010002" into the Tax ID field.

    Step 46
  47. Press [Tab].

    Step 47
  48. Press [Tab].

    Step 48
  49. Click the Mailing tab.

    Step 49
  50. Mailing Name – Enter the employees first name, middle initial, last name (without the commas).  For eample, "John S Doe." 

     

    Enter "Clark S Kent" into the Mailing Name field.

    Step 50
  51. Press [Tab].

    Step 51
  52. Enter the employees street address in the Address Line 1 field.  

     

    Enter "1234 Main Street"n into the Address Line 1 field.

    Step 52
  53. Click in the City field.

    Step 53
  54. Enter the city of the employees residence in the City field.   

     

    Enter "Lincoln" into the City field.

    Step 54
  55. Press [Tab].

    Step 55
  56. Enter the state of the employees residence in the State field. 

     

    Enter "NE" into the State field.

    Step 56
  57. Press [Tab].

    Step 57
  58. Enter the zip code of the employees residence in the Postal Code field. 

     

    Enter "68508" into the Postal Code field.

    Step 58
  59. Press [Tab].

    Step 59
  60. Press [Tab].

    Step 60
  61. Enter the county of the employees residence in the County field. 

     

    Enter "LANCASTER" into the County field.

    Step 61
  62. Click the OK button.

    Step 62
  63. An Address Book Number for the Employee appears as the Supplier Number.

    Step 63
  64. Click in the Payment Terms - A/P field.

    Step 64
  65. Enter "000" into the Payment Terms - A/P field. Everything else defaults in.

    Step 65
  66. The Supplier Master is necessary to make payments other than payroll. Expense Reimbursements are an example. The 000 indicates payment is to be made upon receipt, instead of waiting until the end of the month.

    Step 66
  67. Click the Tax Information tab.

    Step 67
  68. Click in the Person/Corporation field.

    Step 68
  69. Enter "P" into the Person/Corporation field.

     

     

    Step 69
  70. Click the OK button.

    Step 70
  71. You will get a "yellow" Address Book Record Search Type Warning -- you can ignore the warning.

     

    Click the OK button again.

    Step 71
  72. Click in the Ethnic Code field.

    Step 72
  73. Complete the Ethnic Code field.  If you do not know the ethnic code to use you can use the Visual Assist tool.  

     

    Click the Visual Assist tool button.

    Step 73
  74. Click the WHITE (NOT OF HISPANIC ORIGIN) option.

    Step 74
  75. Click the Select button.

    Step 75
  76. Press [Tab].

    Step 76
  77. Enter the marital status of the employee (M-Married or S-Single).  

     

    Enter "M" into the Marital Status field.

    Step 77
  78. Press [Tab].

    Step 78
  79. Enter the date of birth of the employee in the Date of Birth field.  

     

    Enter "10/28/73" into the Date of Birth field.

    Step 79
  80. Click in the Gender field.

    Step 80
  81. Enter the gender of the employee in the Gender field.  M-Male or F-Female.  

     

    Enter "M" into the Gender field.

    Step 81
  82. Click in the Employee Age (As of July 1st) field.

    Step 82
  83. Enter the employee's age as of the last July 1st.   

     

    Enter "34" into the Employee Age (As of July 1st) field.

    Step 83
  84. Click the Con't button.

    Step 84
  85. Enter the address book number of the employee's supervisor in the Supervisor field.  

     

    Enter "100546" into the Supervisor field.

    Step 85
  86. Press [Tab].

    Step 86
  87. Home Business Unit – Enter the Business Unit to which employee is assigned.  

     

    Enter "65025009" into the Home Business Unit field.

    Step 87
  88. Click in the Position ID field.

    Step 88
  89. Position ID – The Position ID the employee is occupying. 

     

    Enter "06522407" into the Position ID field.

    Step 89
  90. Press [Tab].

    Step 90
  91. Enter the Job Code in the Job Code field if it does not prefill.  Use the Visual Assist tool if you need to.  

     

    In this lesson it prefilled so we will not change it.

    Step 91
  92. In the Working Title field enter the working title only if it is different from the Job Code description.  

     

    In this lesson it is the same so we will leave it blank.

    Step 92
  93. Click in the Employment Status field.

    Step 93
  94. In the Employment Status field enter the employment status of the employee.  Use the Visual Assist tool if you need to.  

     

    Click the Visual Assist tool,.

    Step 94
  95. Select the Code by click the corresponding radio button.  FULL-TIM REGULAR is the default.  In this lesson that is the one we are gong to use so you do not need to select one.

    Step 95
  96. Click the Select button.

    Step 96
  97. Organizational Business Unit, Next Review Type and Next Review Date are all optional fields. 

     

    In this lesson we will leave them blank.

    Step 97
  98. Click the Con't button.

    Step 98
  99. Make sure the Only Use Defaults to Overwrite Blank Values option is selected.  If it is not click the radio button next to it.   

     

    In this lesson it is already selected so we do not need to do anthing here.

    Step 99
  100. Click the OK button.

    Step 100
  101. Click in the Salary field.

    Step 101
  102. Complete the Salary field for salaried employees.  Complete the Hourly Rate field for hourly employees.  

     

    In this lesson the employee is salaried so enter "35000.00" into the Salary field.

    Step 102
  103. Press [Tab].

    Step 103
  104. Make sure the following fields are completed as well:

      Std Hrs/Day

      Std Hrs/Year

      Pay on Std Hours

      Overtime Exempt

      FTE – full time equivalent

     

    Use the Visual Assist tool if you need to.   

     

    In this lesson the fields are defaulted to the values we need so we do not need to make any changes.

    Step 104
  105. Click the Form button.

    Step 105
  106. Click the User Def.Cat. 01-10 menu.

    Step 106
  107. Enter the agency number in the Agency Number field.  

     

    Enter "065" into the Agency Number field.

    Step 107
  108. Complete the following fields as well:

    O*Net Code - If not defaulted, enter 99

    Union Code

    Census Code - If not defaulted, enter 999  

     

    In this lesson these field are already defaulted in so we do not need to enter anything into them. 

    Step 108
  109. Click the OK button.

    Step 109
  110. Click the Con't button.

    Step 110
  111. A yellow warning will appear.  Click the Con't button.

    Step 111
  112. Enter the initial of the employee's first name in the First Name Initial field.  

     

    Enter "C" into the First Name Initial field.

    Step 112
  113. Press [Tab].

    Step 113
  114. Enter the initial of the employee's middle name in the Middle Name Initial field.  

     

    Enter "S" into the Middle Name Initial field.

    Step 114
  115. Press [Tab].

    Step 115
  116. Tax Area (Residence) - This is required to create tax history records. If this field is blank, the employee will not receive a W-2 at the end of the year.

     

    Use the Visual Assist tool if you need to.  

     

    Enter "28" into the Tax Area (Residence) field.

    Step 116
  117. Press [Tab].

    Step 117
  118. Press [Tab].

    Step 118
  119. Residency Status - Enter "R" to ensure that any additional State Income Tax withholding will calculate correctly. 

     

    Enter "R" into the Residency Status field.

    Step 119
  120. Tax Area (Work) - required to create tax history records. If this field is blank, the employee will not receive a W-2 at the end of the year.  It should default to what you put in the Tax Area (Residence) field.

    Step 120
  121. Click in the Marital Status (Federal) field.

    Step 121
  122. There are four Marital Status fields:

      Marital Status (Federal)

      Marital Status (State)

      Marital Status (Resident) - displays as N/A

      Marital Status (Local) - displays as N/A

     

    All of the Marital Status fields default to an "S."  These fields all need to match and will be either "S" for witholding at the "Single" rate, or "M" for witholding at the "Married" rate. 

    Step 122
  123. Enter t"M" into the Marital Status (Federal) field.

    Step 123
  124. Press [Tab].

    Step 124
  125. Enter "M" into the Marital Status (State) field.

    Step 125
  126. Press [Tab].

    Step 126
  127. Enter "M" into the N/A field.

    Step 127
  128. Press [Tab].

    Step 128
  129. Enter "M" into the N/A field.

    Step 129
  130. Click in the I9 Status field.

    Step 130
  131. Complete the I9 Status field.  Use the Visual Assist tool if you need to.  

     

    Click the Visual Assist tool.

    Step 131
  132. Click the L DRIVER'S LICENSE AND SS CARD  option.

    Step 132
  133. Click the Select button.

    Step 133
  134. Click in the Disability field.

    Step 134
  135. Enter "Y" for Yes or "N" for no in the Disability field.  

     

    Enter "N" into the Disability field.

    Step 135
  136. Press [Tab].

    Step 136
  137. Enter "Y" for Yes or "N" for no in the Veteran field.  

     

    Enter "N" into the Veteran field.

    Step 137
  138. Press [Tab].

    Step 138
  139. Enter "Y" for Yes or "N" for no in the Disabled Veteran field.  

     

    Enter "N" into the Disabled Veteran field.

    Step 139
  140. Click the Finish button.

    Step 140
  141. Verify the following fields:

       Effective On – hire date

       Change Reason – 001 – New Hire defaults.  

     

    In this lesson we do not need to make any changes to these fields.

    Step 141
  142. Click the OK button.

    Step 142
  143. Click in the Fe Ex field.

    Step 143
  144. Fe Ex – Enter the tax withholding exemptions claimed on the employee's W-4. If the employee is claiming exempt status on the W-4, enter 99. This will exclude them from having Federal taxes calculated.

     

    If the employee is also claiming exempt on State Income Tax, enter 99 in the Fe Ex field, 28 in the Tax Area field, and F in the Tax Type field.  

     

    Enter "2" into the Fe Ex field.

    Step 144
  145. Additional Withholding – Enter additional amount to be withheld over and above the calculated withholding.  If the employee does not wish for any more to be withheld then leave this field blank.  

     

    In this lesson we are not going to enter any additional withholding.

    Step 145
  146. FT – flat tax (select from the items in the table below using visual assist)

      

      % - A percentage that replaces the tax rate from the tax table.

      A - An amount that is added to the tax computed from the tax table.

      F - An amount that replaces the tax computed from the tax table.

      X - An additional amount added to the standard exemption amount and deducted (exempt) from the annualized gross pay to determine taxable pay.

      Y - An amount that overrides the standard exemption amount and is subtracted from the annualized gross pay prior to the tax calculations.  

     

    In this lesson the field already has "A" in it so we do not need to change this field.

    Step 146
  147. If State withholding equals Federal then complete the Fe Ex field and skip to the next step, otherwise on the second line of the grid enter the following fields:

      Tax Area – 28

      Tax Type – F

      Fe Ex – State Withholding Allowances

     

    A value must be entered in this field even if it is the same as the Federal Income Tax Withholding.

    Additional Withholding – if applicable

      FT – Flat tax code

      N/A – 0  

     

    In this lesson the State withholding equals the Federal so click continue below to go to the next step.

    Step 147
  148. Click the OK button.

    Step 148
  149. Click in the Employee No field.

    Step 149
  150. Type the new employee's address book number in the Employee No field.  

     

    Enter "4874666" into the Employee No field.

    Step 150
  151. Click the Find button.

    Step 151
  152. Choose the employee by clicking the check box next to the employee.

    Step 152
  153. Click the Row button.

    Step 153
  154. Click the User Def.Date 11-2 menu.

    Step 154
  155. Click in the Enrollment Effective Date field.

    Step 155
  156. In the Enrollment Effective Date field, enter the date of the first day of the payroll that you want deductions to start for the eligibility of the employee.  

     

    Enter "6/15/09" into the Enrollment Effective Date field.

    Step 156
  157. Click the OK button.

    Step 157
  158. Click in the Change Reason field.

    Step 158
  159. Enter the change reason code in the Change Reason field.  Use the Visual Assist tool if you need to.  

     

    Enter "001" into the Change Reason field.

    Step 159
  160. Click the OK button.

    Step 160
  161. Click the Close button.

    Step 161

You have successfully completed this lesson.

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