Employee Maintenance Wizard

Business Scenario

An employee is assigned to another department and receives a different default labor distribution and a pay raise. For a transfer below the company-level, the employee maintenance wizard is used to update the compensation, assignment, and organizational reporting changes for the employee's records.

Other common scenarios and where to apply the changes are listed in the following chart. Many of these changes can be applied through the Employee Maintenance Wizard.

Completing the employee maintenance wizard creates a new primary Employee Position Detail for the employee and end-dates the prior Employee Position Detail.

Employee Maintenance Changes and Locations

Desired Change	Where
Address Change for a Beneficiary, Contact, or Dependent	Apply an address change for an employee's beneficiary, contact, or dependent, on the applicable Employee Contacts Detail.
Address Change for an Employee	An employee address change can be recorded through the Employee Maintenance Wizard. OR Enter the change on the Employee Master or the Employee Timekeeping Master.
Compensation Changes: Payroll Amount, Payroll Mode, and/or Hours	Apply immediate changes to an employee's pay mode, pay amount, and/or standard hours, on multiple employee details and on the Employee Master. For specific processing rules, refer the Processing Logic section of this topic. AND Adjust current pay entry records, such as those already created by the auto-pay wizard, as needed. For a retro-active compensation change, a user can enter any applicable retro-pay through pay entry. OR For a future compensation change, use the Employee Salary Detail instead of the Employee Maintenance Wizard. After the compensation change becomes effective, manually adjust employee details for auto-pays, position details, and pay rates as applicable.
Employment Type or Employment Status Change	An Employment Type and/or Employment status change can be applied through the Employee Maintenance Wizard. (Alternatively, the Employee Master record's Employment tab can be edited.) AND If separate Benefit Profiles are defined for different employment types or statuses, the employee's Benefit Profile may need to be changed on the Employment tab within the Employee Master. AND Employee Benefit Details may need to be added or updated for certain employment type or employment status changes. Where available, the employee may complete a self service status change enrollment.
EEO, Workers Comp, and Job Title	The Employee Maintenance wizard can be used to update the job title, assigned workers comp code, and job title (as of version 5.5.102 and later).
Home Phone, Work Phone, Cell Phone, or Work Email Address Change, for an Employee	Employee phone numbers and a work email address can be updated through the Employee Maintenance Wizard. OR Enter the change on the Employee Master or the Employee Timekeeping Master. If the employee uses his or her work email for Employee Self Service, also update the Employee ESS Pin Detail with the new work email.
Job, Position, or Shift Change for Primary Shift	A job, position, or primary shift change can be applied on the Employee Maintenance Wizard's Assignment Information step.
Marital Status Change with Official Paperwork and new W-4	For a marital status change with a supporting W-4, complete the Maintenance Wizard's Marital Status and FIT information section and enter the new W-4 Signed Date. OR This can also be updated on the Compensation tab within the Employee Master. AND Edit the Employee Master's Demographics tab to have the correct marital status for demographics purposes. If a Spouse needs to be added to the employee's benefits, a self-service online benefit enrollment for qualifying life events is often available to the employee. If not, the benefit changes can be made on the Employee Contact Details, Employee Benefit Details, and Employee Beneficiary (Dependent) Details.
Name Change for an Employee	Enter an employee name change on the Employee Master or the Employee Timekeeping Master.
Name Change for a Dependent, Contact, or Beneficiary	Apply a name change for employee's beneficiary, contact, or dependent, on the applicable Employee Contacts Detail.
Reassignment (not a company transfer)	A reassignment to a different organizational unit can be applied on the Employee Maintenance Wizard's Organization Reporting step.
Resident Tax Locality (New or same)	Leave the same resident locality selected, or select a new Resident Tax Locality on the Employee Maintenance Wizard. AND Also, if applicable, end the Employee Tax Detail for the previous local resident tax.
Supervisor Change	The Supervisor can be changed on the Employee Maintenance Wizard's Supervisor Code selection on the step for Assignment Information. Also, if the Supervisor is also the ESS Manager, change the ESS Manager selection on the step for Organization Reporting.
Hire Date for Adjusted Hire Date	The Adjusted Hired date can be updated through the Assignment Information step (Effective Dates section) of the Employee Maintenance Wizard. If the Adjusted Hire Date needs to be significantly changed, also review related effective dates on the Employee Master and Employee Benefit Details.
Hire Date for Re-Hire	The Re-Hire Date is part of the Employee Maintenance Wizard and may be updated through it. If the re-hire date was entered incorrectly while completing the Employee Re-Hire Wizard, correct the re-hire date as needed. If the employee is currently terminated, retired, or was otherwise terminated through the Employee Termination Wizard and has not been re-hired, complete the Employee Re-Hire Wizard. AND Review and adjust the Employee Master and Employee Details as needed, especially all payroll-related details.
State Unemployment Insurance Changes for an Employee	A new state for State Unemployment Insurance for an employee may be selected on the Employee Maintenance Wizard's Payroll Information step (SIT Information section). AND When the previous state's Unemployment Insurance longer applies, go to the Employee Tax Detail and end date the relevant Employee Tax Detail.
W-4 Signed Date	The W-4 Signed Date is part of the Employee Maintenance Wizard's Assignment Information step and corresponding Effective Dates section, and it may be updated through the Employee Maintenance Wizard. Make changes as needed on the Payroll Information step (FIT Information). According to your organization's policies, file or scan and attach the paper W-4 to the Employee Tax Detail for FIT. The Employee Enterprise role also features a tax filing change request option.
Worksite Change	A worksite change can be applied through the Employee Maintenance Wizard's Organization Reporting step. AND Employee Maintenance Wizard's Payroll Information step (SIT Information section): Work Tax Locality AND When the previous non-resident local tax no longer applies, go to the Employee Tax Detail and end date the relevant Employee Tax Detail.

Processing Logic

Through the Employee Maintenance Wizard, processing includes the following.

Effective and termination dates. The Effective Date entered during the Employee Maintenance Wizard is used to apply begin dates, and the effective date minus one defines termination dates applied by the Maintenance wizard that aren't otherwise specifically entered.

Completing the Employee Maintenance Wizard updates the following dates by the Effective Date:

Job Begin date on the Assignment tab and on a newly created primary Employee Position Detail (whether or not the Job Code assignment changed)
Position Begin date on the Assignment tab and on a newly created Employee Position Detail (whether or not the Position Code assignment changed)

If corresponding changes were applied through the Employee Maintenance Wizard, the following dates are updated by the Effective Date:

Salary Effective Date on the Employee Salary Detail and on the Compensation tab (if a compensation change created an Employee Salary Detail)
Salary Review Date on the Employee Salary Detail (if a compensation change created an Employee Salary Detail)
Labor distributions. Through the maintenance wizard, labor segment changes update the Organization tab and the following records where the following have labor segment 1 through 4 values that equal those on the Organization tab: Employee Auto Pay Details, Employee Position Details, and Employee Pay Rates Details.
Position and job changes. Completing the employee maintenance updates job and position begin dates. It also creates a new, primary Employee Position Detail. A Job code change will be see on the Employee Position Detail for the Primary position, and will be seen on the Assignment tab.

Shift. For a shift change, where the shift value on the following equalled the original shift value on the master, then the shift code on the Auto Pay Detail is updated and the shift code on the Employee Master record is updated.
Tax filing changes. A tax filing status change for a tax that is already assigned to the employee synchronizes the Tax Detail and the selected tax filing information from the FIT and SIT fields. Where there is an additional percentage entered, it is passed to the corresponding FIT or SIT tax detail.

Any new tax work or resident state, work locality, or resident locality will update the Compensation tab. Any new Employee Tax Details created due to a new tax locality assignment or a new work tax state will have a Begin Date that equals the Original Hire date unless an Adjusted Hire date or Re-Hire Date exists, with the Re-Hire Date being used if both an Adjusted Hire and Re-Hire Date exist.

If taxes also need to be end-dated, navigate to the Employee Tax Detail and end date the Employee Tax Details as needed by entering the last pay period end date before the tax should stop processing.

Payroll amount or compensation amount changes. Payroll amount or compensation amount changes update the compensation information.
Changes to pay mode, pay amount, and hours, update the Compensation tab and compa-ratio immediately.
A pay mode or pay amount change in the wizard creates an Employee Salary Detail record that is marked as posted.
A pay mode or amount change updates Auto Pay, Pay Rate, and Position details when the indicator to use the master hourly rate is selected on the detail.
The wizard updates the hourly or compensation amount on an auto pay detail based on the payroll salary, hourly rate, and compensation amount entered on the maintenance wizard when "Use Defined" isn't selected. On an auto pay detail, if "Use Payroll Salary" is selected, then the compensation amount is updated. If "Master Hourly Rate" is selected for the auto pay, then the hourly rate is updated.
An update to Pay Period Hours updates master compensation information and also updates an Auto Pay Detail's number of hours if that detail's number of hours equals the employee's original pay period hours.
Audit logs. Depending on the maintenance changes made, completing changes through the maintenance wizard produces history audit log records for PER_MASTER, PER_COMPENSATION, PER_EMPLOYMENT, PER_ASSIGNMENT, PER_ORGANIZATION, and PER_AUTOPAYS. While the Payroll role often doesn't have access to this audit log information, this often is available to users who have access to the Report Navigator or the Ad Hoc Web Query.