This lesson shows how to add an employee record.
Click the NIS State of Nebraska link.Step 1
Click the Human Resources/Payroll - Agencies link.Step 2
Click the Employee Maintenance link.Step 3
Click the Employee Information link.Step 4
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
Click the Visual Assist tool (magnifying glass).Step 6
Click in the Tax ID field.Step 7
Enter the employee's social security number in the Tax ID field.
In this lesson enter "999010002" into the Tax ID field.Step 8
Click the Find button.Step 9
"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.
Click the Close button.Step 11
Click the Add button.Step 12
Click in the Security Business Unit field.Step 13
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
Press [Tab].Step 15
Home Company – Enter "10000" for ALL State of Nebraska employees.Step 16
Press [Tab].Step 17
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
Press [Tab].Step 19
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
Press [Tab].Step 21
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
Click the "0" option.Step 23
Click the Select button.Step 24
Press [Tab].Step 25
Employee Benefit Status - Enter the employee benefit status. Use Visual Assist tool if you need to.
Click the Visual Assist tool button.Step 26
Click the "A" option.Step 27
Click the Select button.Step 28
Press [Tab].Step 29
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
Press [Tab].Step 31
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
Click in the Original Hire Date field.Step 33
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
Click in the Date Pay Starts field.Step 35
Date Pay Starts - Enter the date the employee will begin accruing pay.
Enter "6/15/09" into the Date Pay Starts field.Step 36
Press [Tab].Step 37
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
Country – This will default to US so you can leave it blank.Step 39
Click the Con't button.Step 40
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 screenStep 41
Press [Tab].Step 42
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
Press [Tab].Step 44
Press [Tab].Step 45
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
Press [Tab].Step 47
Press [Tab].Step 48
Click the Mailing tab.Step 49
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
Press [Tab].Step 51
Enter the employees street address in the Address Line 1 field.
Enter "1234 Main Street"n into the Address Line 1 field.Step 52
Click in the City field.Step 53
Enter the city of the employees residence in the City field.
Enter "Lincoln" into the City field.Step 54
Press [Tab].Step 55
Enter the state of the employees residence in the State field.
Enter "NE" into the State field.Step 56
Press [Tab].Step 57
Enter the zip code of the employees residence in the Postal Code field.
Enter "68508" into the Postal Code field.Step 58
Press [Tab].Step 59
Press [Tab].Step 60
Enter the county of the employees residence in the County field.
Enter "LANCASTER" into the County field.Step 61
Click the OK button.Step 62
An Address Book Number for the Employee appears as the Supplier Number.Step 63
Click in the Payment Terms - A/P field.Step 64
Enter "000" into the Payment Terms - A/P field. Everything else defaults in.Step 65
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
Click the Tax Information tab.Step 67
Click in the Person/Corporation field.Step 68
Enter "P" into the Person/Corporation field.
Click the OK button.Step 70
You will get a "yellow" Address Book Record Search Type Warning -- you can ignore the warning.
Click the OK button again.Step 71
Click in the Ethnic Code field.Step 72
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
Click the WHITE (NOT OF HISPANIC ORIGIN) option.Step 74
Click the Select button.Step 75
Press [Tab].Step 76
Enter the marital status of the employee (M-Married or S-Single).
Enter "M" into the Marital Status field.Step 77
Press [Tab].Step 78
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
Click in the Gender field.Step 80
Enter the gender of the employee in the Gender field. M-Male or F-Female.
Enter "M" into the Gender field.Step 81
Click in the Employee Age (As of July 1st) field.Step 82
Enter the employee's age as of the last July 1st.
Enter "34" into the Employee Age (As of July 1st) field.Step 83
Click the Con't button.Step 84
Enter the address book number of the employee's supervisor in the Supervisor field.
Enter "100546" into the Supervisor field.Step 85
Press [Tab].Step 86
Home Business Unit – Enter the Business Unit to which employee is assigned.
Enter "65025009" into the Home Business Unit field.Step 87
Click in the Position ID field.Step 88
Position ID – The Position ID the employee is occupying.
Enter "06522407" into the Position ID field.Step 89
Press [Tab].Step 90
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
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
Click in the Employment Status field.Step 93
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
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
Click the Select button.Step 96
Organizational Business Unit, Next Review Type and Next Review Date are all optional fields.
In this lesson we will leave them blank.Step 97
Click the Con't button.Step 98
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
Click the OK button.Step 100
Click in the Salary field.Step 101
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
Press [Tab].Step 103
Make sure the following fields are completed as well:
Pay on Std Hours
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
Click the Form button.Step 105
Click the User Def.Cat. 01-10 menu.Step 106
Enter the agency number in the Agency Number field.
Enter "065" into the Agency Number field.Step 107
Complete the following fields as well:
O*Net Code - If not defaulted, enter 99
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
Click the OK button.Step 109
Click the Con't button.Step 110
A yellow warning will appear. Click the Con't button.Step 111
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
Press [Tab].Step 113
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
Press [Tab].Step 115
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
Press [Tab].Step 117
Press [Tab].Step 118
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
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
Click in the Marital Status (Federal) field.Step 121
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
Enter t"M" into the Marital Status (Federal) field.Step 123
Press [Tab].Step 124
Enter "M" into the Marital Status (State) field.Step 125
Press [Tab].Step 126
Enter "M" into the N/A field.Step 127
Press [Tab].Step 128
Enter "M" into the N/A field.Step 129
Click in the I9 Status field.Step 130
Complete the I9 Status field. Use the Visual Assist tool if you need to.
Click the Visual Assist tool.Step 131
Click the L DRIVER'S LICENSE AND SS CARD option.Step 132
Click the Select button.Step 133
Click in the Disability field.Step 134
Enter "Y" for Yes or "N" for no in the Disability field.
Enter "N" into the Disability field.Step 135
Press [Tab].Step 136
Enter "Y" for Yes or "N" for no in the Veteran field.
Enter "N" into the Veteran field.Step 137
Press [Tab].Step 138
Enter "Y" for Yes or "N" for no in the Disabled Veteran field.
Enter "N" into the Disabled Veteran field.Step 139
Click the Finish button.Step 140
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
Click the OK button.Step 142
Click in the Fe Ex field.Step 143
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
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
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
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
Click the OK button.Step 148
Click in the Employee No field.Step 149
Type the new employee's address book number in the Employee No field.
Enter "4874666" into the Employee No field.Step 150
Click the Find button.Step 151
Choose the employee by clicking the check box next to the employee.Step 152
Click the Row button.Step 153
Click the User Def.Date 11-2 menu.Step 154
Click in the Enrollment Effective Date field.Step 155
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
Click the OK button.Step 157
Click in the Change Reason field.Step 158
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
Click the OK button.Step 160
Click the Close button.Step 161
You have successfully completed this lesson.
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