Employee Master

Employee Master Tab

Employee Master

Fields on the Employee Master Tab

On the first tab of the Employee Master, verify or enter identifying information for the employee in the Employee section:

Employee No (view-only). The employee number used to track the individual in the system. This field is not editable.
Social Security No (required). The individual's Social Security number for W-2 and any employment verification reporting.
Card No. A time card number.
Last Name (required). The individual's first name for W-2 and any employment verification reporting.
First Name (required). The individual's first name for W-2 and any employment verification reporting.
Middle. The individual's middle name for W-2 and optional employment verification reporting. This may be truncated to the first character to create a middle initial.
Former Name. Any former name for Human Resource purposes.
Nickname. Any nickname for Human Resource purposes.
Salutation. Select the Salutation to be used in correspondence, such as MS or MR.
Employee Master Record Number (required). Typically a 1. New hire processing populates a 1 in the Employee Master Record Number (which is the unlabeled field next to the Social Security Number).

Typically, an employee should only have one Employee Master record with a 1 as the Employee Master Record Number. However, in some special cases, more than one Employee Master record is required. See . The Employee Master Record Number field is designed to allow multiple employees to be hired with the same Social Security Number and different W-2 types or Company Codes.

Mailing Address

Verify or enter the employee's primary mailing address.

Address 1. The street address. Omit punctuation and special characters.
Address 2. The second part of the street address such as an apartment number. Omit punctuation and special characters.
City. The town or city for the mailing address. Omit punctuation and special characters.
State. The state for the mailing address.
Zip. The zip code or postal code for the mailing address.
ESS PIN button. Access the ESS Employee Pin Detail screen in a secondary window by selecting the ESS PIN button on the Employee Master tab. Continue to complete or verify the remaining fields on the Employee Master tab before clicking on the ESS PIN button.
Notes button. A dynamic online notes tool allows managers and HR to review or make notes about an employee or independent contractor for later use in performance evaluation processes.

Alternate Address (Optional)

Use Alternate Address? If you have defined a secondary mailing address for use on payment forms, select the "Use Alternate Address" checkbox.

Note: The alternate address is currently only used for payment forms and some reporting.

Address 1 (required). The street address. Omit punctuation and special characters.
Address 2. The second part of the street address such as an apartment number. Omit punctuation and special characters.
City (required). The town or city for the mailing address. Omit punctuation and special characters.
State (required). The state for the mailing address.
Zip (required). The zip code or postal code for the mailing address.

Contact Info

While optional, entering contact information is recommended.

Home Phone. Home phone or personal phone number. Enter the employee's home phone number, starting with the area code.
Email. The employee's business email address. The email address entered in this section is listed in the self-service phone book.

Note: For the Email address used for login and system messaging, see the Employee ESS Pin Detail or the self-service Employee Information page.

Work Phone. The work phone entered in this section becomes the Contact Information for employee self-service.
Cell Phone. Cellular phone number. Including the area code is recommended.
Val. Grp. Validation Group code. While this is not employee contact information, this field is found in the "Contact Info" section. Advanced, custom setup definitions can use Validation Group codes to group to limit record selection.