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Set up employees and payroll items

Add personal information for an employee

You can use the
Personal
 tab in the
Employees
 screen to enter personal and employment information, primarily for reporting purposes.
  1. Go to
    Setup
     >
    Employees
    , then the
    Personal
     tab.
  2. Enter employment information:
    1. Hire date
      : Enter the hire date. This is used for seniority and benefit-accrual calculations. Future dates make the employee available in payroll entry as of that date. Mark the
      Require Hire date
       checkbox in
      Setup
       >
      Firm information
       >
      Firm
       >
      Preferences
       to ensure entry of a hire date.
    2. Last raise date
      : Enter the last raise date.
    3. Job title
      : Enter the job title (20 character limit). Required for Connecticut clients' new hire files.
    4. New hire reported
      : Mark the checkbox if applicable. It's automatically marked when included in a new hire file.
    5. Inactive date
      : Enter if needed to stop payroll processing and remove the employee from lists. Enter after the final paycheck. For terminated employees, enter the termination date. For seasonal employees, enter the last wage payment date.
    6. Edit Employment history
      : Select this if you need to update history.
  3. Enter personal information:
    1. Birth date
      : Enter the birth date to determine eligibility for retirement plan catch-up provisions or HSA.
    2. Marital status
      : Select marital status (Married or Single) for reporting purposes only.
    3. Gender
      : Select gender (an optional field).
    4. Race
      : Select race (optional field).
  4. Select the reporting types that apply to the employee:
    • Family of owner
      : Mark this checkbox if the employee is related to the owner of the business.
    • Officer
      : Mark this checkbox if the employee is an officer.
    • Part-time
      : Mark this checkbox if the employee works part-time.
    • Probationary
      : Mark this checkbox if this is a probationary employee.
    • Seasonal
      : Mark this checkbox if this is a seasonal employee.
    • Uninsured for health care
      : Mark this checkbox if the employee isn't covered by any healthcare plan.
  5. Enter W-2 information:
    1. Statutory
      : Mark this checkbox if this is a statutory employee.
    2. Retirement plan
      : Mark this checkbox to mark the
      Retirement
       checkbox on Form W-2 Box 13 for this employee. This is necessary only if the employee isn't set up with a deduction item that has the
      Box 13 - Retirement plan
       checkbox marked to accomplish this.
    3. Other W-2 items
      : This button opens the
      Other W-2 Items
       screen, where you can add W-2 Box 12 codes and amounts and Box 14 custom descriptions and amounts to an employee W-2 without including the amounts on the employee's payroll checks.
  6. Enter Affordable Care Act information:
    1. Employment status
      : Select employment status to determine the full-time employee count for ACA reporting. Options include Full-time, Exempt, and Variable hour (Default).
    2. 1095-C Part II
      : Select this to enter the offer and coverage information to be reported on Form 1095-C.
    3. 1095-C Part III
      : Select this to enter information about individuals who are covered under the self-insured employee's insurance plan.
  7. For live payroll processing only
    : Manage web access:
    1. Employee self-service disabled
      : Mark this checkbox to disable access to the web access portal for the employee.
    2. Send registration email
      : Select to resend portal registration link. This is only available with a valid email and if no portal is registered.

This article applies to:

  • Product: Accounting CS
  • Subject: Payroll checks, Setup
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