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Employment Tab: Field by Field

Overview

Employment Tab

Fields on the Employment Tab Information

Employment Information

• Employment Status. In the Employment Information section verify or select the employee’s Employment Status. Editing and processing a termination or re-hire updates the employment status.

When the employment status is ACTIVE, a message to the right of the field states Payroll Processing Status >>>Process Payroll, meaning this employee is active for payroll processing. To see which employment statuses are defined as active for payroll processing, navigate to the Employee Status Codes Table.   Employment status is updated through termination processing.

• Termination Code.  A termination code selection is for an employee who is terminated. Termination processing populates this value, or it can be manually updated if a mistake in the type of termination is made.
• Termination Date.  Termination processing populates the termination date, and re-hire processing removes the termination date from the employment tab.  
• Re-Hirable.  The Re-Hirable checkbox can be marked during termination processing to indicate that an employee is eligible for rehire.

Payroll Processing Status

• Process Payroll.  An employee’s payroll-processing status determines the payroll processing message seen on the Employment tab.

For an active, current employee, the message is "Payroll Processing Status >> Process Payroll."

For a terminated employee, the message would be "Payroll Processing Status >> Suspend Payroll Processing." Refer to the Payroll topic for more information.

Leave of Absence Information

• Leave of Absence Information section. The Leave of Absence Information section provides a quick look at an employee’s most recent leave of absence information generated from the Employee Attendance detail screen.

Temporary Employment Information

• Temporary Employment Information section.  If this employee is a temporary employee, verify or complete the fields in the Temporary Employment Information section including the Corporate Name of the temporary employee staffing agency and the assignment Start and End Date.

Effective Dates

The Effective Dates section records dates used for benefit eligibility qualification and reporting.

• Original Hire Date. The Original Hire Date is used for reporting purposes and for determining an employee’s qualification for benefits. This date should reflect the first day of employment.
• Adjusted Hire.  The Adjusted Hire date can be used for determining length of service for benefit-hours accrual calculations. This date may be the same as the Original Hire Date, the Re-Hire Date or an agreed upon date between the employee and the company. A company might use the Adjusted Hire Date when an employee is transferred from one company to another in order to recognize longevity.
• Probation End.  The Probation End date should reflect the ending date for a new employee’s probationary period according to the company’s policies.
• Benefit Service.  The Benefit Service date should reflect the start date for benefits according to your company’s policies and benefit plans. This date is used to establish eligibility in benefit calculations.
• W4 Signed. A date in the W4 Signed field verifies a signed W4 is on file for this employee. This database entry does not qualify as a replacement record for the signed and dated W-4 required by federal regulatory guidelines.
• Pension.  The Pension date signifies the pension eligibility start date for the employee. Pension rules should be verified for regulatory compliance.

Benefit Profile/Class

• Benefit Profile.  Verify the selected Benefit Profile. If it is incorrect, change it. Then go to the Employee Benefits Detail screen and verify/change the employee’s benefit plans.

How to Edit the Employment Tab for an Employee’s LOA

1. Select the Employee who is going on a leave of absence.  Go to the Employee Master. Click on the Employment tab. Click Edit.

Employment Information

2. Select the Employment Status (Employee Employment Status) for the type of absence and whether the employee will continue to be paid.
3. Record the actual return to work date in the Actual End Date field. Verify the Actual Begin date of the Leave of Absence.

Leave of Absence Information

4. Select the Attendance Code.
5. Enter the Start Date for the leave of absence.
6. Verify that the Start and End Dates reflect the actual dates entered on the Employee Attendance Detail for the leave of absence.
7. Save.  Click the refresh button.  Results: Once your system is refreshed, the message displayed to the right of the Employment Status field will update the Payroll processing directive for the employee according to the selected employment status.