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Demographics Tab

Overview

Demographics Tab

Fields on the Demographics Tab

Personal Information

• Birth Date.  The system uses information from the Birth Date field on the Demographics tab within the Employee Master for demographics reporting, birthday list reporting, and age for benefit plan purposes.
• Birth Location.  Enter the employee's birth location if known.
• Gender.  The gender code selected is used for EEOC and demographics reporting.
• Ethnic.  The ethnic code selected is used for EEOC and demographics reporting.
• Marital Status.  The marital status selected is used for EEOC and demographics reporting.
• Military Status.  To define information for VETS-100A reporting on the PER00206A report, use the Employee Veterans Detail instead of this military status field. The Military Status on the Demographics tab was for EEOC and demographics reporting on the PER00205 and PER00206 report, and has been replaced by the Employee Veterans Detail and PER00206A report.
• Primary Language.  From the available languages, select the employee's primary language.
• Secondary Language.  From the available languages, select the employee's secondary language, if any.
• Smoker?  Since some insurance policies offer lower rates to non-smokers, select the Smoker indicator if this employee smokes tobacco or uses tobacco products.
• Disabled?  Select the Disabled indicator if this employee is known to have a disability.
• Student?  If this employee is a student, select the Student indicator.
• Highly Compensated?  Select the Highly Compensated indicator if this employee meets the regulatory definitions of a highly compensated employee. Consult your company's tax accountant if you are unsure about the definition of a highly compensated employee.
• Pension Plan? For tracking non-employee contributing pension plans, select the Pension Plan checkbox. (This doesn't indicate W-2 Retirement Plan eligibility. Instead see W-2 Boxes and assign a deduction for a deferred compensation plan that has the W2 Retirement Plan checkbox selected.)
• Statutory Employee?  An employee who meets the definition of a Statutory Employee according to the IRS regulations is marked by selecting the Statutory Employee checkbox. This checkbox must be marked to cause the employee's Form W-2 to have the Statutory Employee box marked at year-end.

Note:  Consult the corporate tax accountant if you are unsure about the requirements or the tax consequences, of a Statutory Employee. Also, IRS Publication 15-A, Employer's Supplemental Tax Guide, has a description of the requirements and tax consequences of Statutory Employees.

• Employee Photo.  An employee photo displays when an image attached to the Employee Master record has a description of photo, without ending punctuation.  Instructions are available from the Demographic Employee Photo topic.  

The ability to display an employee photo is limited to the online portals. To be available, the employee photo needs to be uploaded through an attachment to the employee's online HR Employee Master and needs to have the description: photo. Access the attachment manager by editing the demographics tab and clicking on the attachment icon, or choose any other tab except the browse tab, edit, and click on the

Travel Preferences

• Percent of Time.  In the Travel Preferences section, verify or enter the employee's preferences for Percent of (Travel) Time checkbox and Region  
• Will Relocate? If the employee will or is willing to relocate, select the Will Relocate checkbox and enter the Region that the employee will is willing to move

Hire Information

• Requisition Number.  Enter the Requisition Number that the new employee will fill. Review the new hire's Applicant records, to locate the Requisition Number, if applicable.
• Source of hire.  Enter or verify the Source of hire.
• Applicant Number.  Enter the Applicant Number, whenever available.
• Application Date.  Enter or select the Application Date.
• Hiring Bonus.  Enter any agreed upon Hiring Bonus.
• Obligation (Start) Date.  Enter the Obligation (Start) Date the employee has committed to begin work.
• Relocated checkbox, Region, and Relocation Cost  .If the employee relocated to accept this position, mark the Relocated checkbox, enter the Region relocated to, and enter the associated Relocation Cost.

Click on the next tab, Employment, to continue entering and verifying new hire information.