Employee Maintenance: Demographics
The Demographics page houses the name, home address and a number of informational fields regarding the employee.
This page is initially populated with data from when the employee is entered as a New Hire.
You cannot setup a new employee from this tab. That is done via the various new hire options available within the system.
This tab is used for maintenance after the employee has been added to the system.
Working with the Demographics Tab
Name Section
Houses the employee or business name dependent on tax form selected when setting up the employee.
Individual: The employee is an individual. The system uses the employee's name and Social Security Number.
Business: The employee is a business. The system uses the Business Name and EIN.
| Field Name | Information |
|---|---|
| Prior Last Name | Optional. Enter if needed |
| Salutation | Optional. Enter a Salutation if needed. |
| Nickname | Optional. Enter a nick name if needed. |
Miscellaneous Section
Enter any Disability and/or Veteran information for the employee.
| Field Name | Information |
|---|---|
| Disability | Enter data regarding an employee's disability in the Free form text field. |
| Veteran | Enter data regarding an employee's military service in the Free form text field. |
| Please note | The Compliance Tab in Employee Maintenance has been updated to allow for more detailed information regarding the Veteran and Disability information of the employee (if needed). |
Address Section
The Address section houses the employee's local address.
The data in the Address Section is used on the employee pay documents, tax forms and reports with address information.
| Field Name | Information |
|---|---|
| Line 1 | Main section of the employee address. |
| Line 2 | Use for additional address information. (Apt #, Building, etc.) |
| City | City of employee address. |
| State | State of employee address. Use the Drop List to select a state. |
| Zip | Zip Code of employee address. |
| County | County of employee address. |
| Country | Country of employee address. Use Drop List to select a country. |
Change Employee Address Wizard
Click the field with the three dots to access the Change Employee Address Wizard.
Use of the Change Employee Address Wizard is optional. Changes can be made directly to the fields in the Address Section.
The fields in the Wizard are populated with the current data from the Address Section.
Update them accordingly.
The Effective Date defaults to the check date selected in the Payroll Module. Change as appropriate.
Click the Make Change Button to save the changes.
Entries for the changes are created in The Employee Future Changes tab. The changes become effective when the Effective Date of those records is satisfied. The changed fields are not available on the Demographics tab until the date of the Future Change is satisfied.
Foreign Address Section
The Foreign Address section is used to store an out of country address, if needed.
The Foreign Address data is informational. It can be accessed via Report Writer.
| Field Name | Information |
|---|---|
| Line 1 | Main section of the foreign address. |
| Line 2 | Use for additional address information. (Apt #, Building, etc.) |
| City | City of the foreign address. |
| Province/Region | Currently not supported |
| Postal Code | Postal Code of the foreign address. |
There is no Change Employee Address Wizard for the Foreign Address data.
Other Demographic Information
A collection of fields containing indicative data regarding the employee.
Birth Date : Employee's Date of Birth
Age : System generated Employee's Age.
Soc Sec Nbr : Employee Social Security Number (SSN). This is a multi-purpose field. If the employee is identified as an Individual (top of the screen), Data is entered in nnn-nn-nnnn format. If the employee is identified as a Business, the format is the same as a Federal EIN (nn-nnnnnnn).
Missing? : Use to indicate the employee Social Security Number is unavailable. Checking this box sets the field to a value of 000-00-0000. When the SSN is obtained, uncheck the box. The SSN field is now available and can be updated.
| Field Name | Information |
|---|---|
| Home Phone | Employee's Home Phone number. |
| Cell Phone | Employee's Cell Phone number. |
| Personal Email | Employee's personal Email address. |
| Smoker | Check to indicate if employee is a smoker. |
| Gender | Select the Gender from the Drop List. |
| Ethnicity | Select the employee's ethnicity from the Drop List. |
| Marital Status | Select the employee's Marital Status from the Drop List. The entry here is for reporting purposes only. It does not affect tax withholdings. |
Employment Status Section
A collection of fields containing indicative data regarding the employment status of the employee.
Emp Status : Indicated the employee's employment status. Use the available Drop List to change. The entries in this Drop List are housed in the Emp Status option on the Misc Tab in Company Setup.
Changing the employee's Status will invoke the "Terminate Employee" Wizard. Use accordingly as not all employee status options indicate the employee is permanently leaving service.
If you wish to NOT use the wizard, select the Cancel Button.
The Termination and Effective Dates are prepopulated with the check date in the Payroll Module. Alter them accordingly.
Note the items listed in the box. Each one has a count of the number of that item setup on the employee. In our sample, the employee has two scheduled deductions, no scheduled earnings and ten tax codes. Select the items you which to update, then click OK.
The Termination date is applied to the Term Date field on the Demographics screen.
Entries in the Future Changes tab are created that are reflective of the changes.
The End Date of each item selected is updated with the value in the Effective Date.
If the Add COBRA Event option, a Qualifying Event record is added to the employee's COBRA Tab.
| Field Name | Information |
|---|---|
| Empl Type | Use the Drop List to assign an Employee Type value. The entries in this Drop List are hosed in the Emp Types option on the Misc Tab in Company Setup. |
| Term Reason | Select a Term Reason from the Drop List. The entries in this Drop List are housed in the Term Rsn option on the Misc Tab in Company Setup. |
| LOS | Employees Length of Service based on Hire Date. Use the Drop List to set the displayed value to Years, Months or Days. |
If there is an Adj Seniority Date present, LOS uses that field as its basis.
| Field Name | Information |
|---|---|
| Hire Date | Employee's Hire Date. |
| Rehire Date | If applicable, Rehire Date of a previously employed individual. |
| Adj Seniority | In cases of bridged service, this is the date the employee's benefits start. |
| Term Date | Employee's Date of Termination. |
Rehire Wizard Option
Click to invoke the Re-Hire Employee Wizard.
Click Next to proceed. On the Employee Status option, select the employee status to be applied to the Rehire. Click Next.
On the Rehire Date option, enter a Rehire Date. The field default is today's date. Click Next.
On the New Hire Reporting option, select the appropriate Re-Report option. Click Next.
The Update Database option is a recap of your selections for the rehire. If changes are needed, use the Back button to correct, then the Next button to continue.
The employee is now Rehired.
If you do not wish to use the Rehire Wizard, you can manually update the Emp Status and Rehire Dates. If a Term Date is present, decide if you wish to remove or allow to remain.
Manual rehiring does not allow you to re-report the rehire for New Hire Reporting.