The Employee - Single View page allows you to keep track of every employee in your district, run payroll, record communication logs, and more. Fill out the following information when creating a new employee so they can be successfully added to a payroll run.
Anyone who receives a W-2 from your district must be recorded as an Employee.
Create
The initial creation process asks for some basic information. Most of the information is optional.
To create a new employee:
- Go to Financials Main > Human Resources > Employee - Single View
- Create Employee
- Enter the user’s name. If an employee with matching data already exists, they will populate in the Existing Employees Matching Criteria box to the right. You should Edit that existing employee instead of creating a duplicate.
- Create Employee
- Navigate through the General, Demographics, and Emergency tabs to fill in additional human resources information.
- Save each tab before moving onto the next.
Retirement
If the employee is enrolled in a state retirement plan (TRS/IMRF in Illinois, PSRS/PEERS in Missouri), edit the Retirement tab to fill in their tier, first enrollment date, and other required details.
Positions
Every employee must have at least one position in order to receive a paycheck. Each position should have the following fields filled out:
- Work Calendar: Which days does the employee work this position?
- Pay Period Group: During which pay periods is the employee paid for this position?
- Retirement Plan: Does this position’s wages contribute to TRS, IMRF/FICA, or FICA Only?
- Payroll Account Breakdown: From which account(s) are this position’s wages paid?
Other fields are optional (or required in certain circumstances) but are generally good practice to record.
Payroll Items
Payroll items are the wages, deductions, benefits, etc. that figure into the calculation of the employee’s paycheck. They determine the net pay received by the employee and the liabilities that the school will pay on behalf of the employee.
Payroll items include:
- Wages (salary, hourly, stipend, etc.)
- Substitute positions do not require a wage. Substitute pay is managed separately.
- Remember to mark the wage as regular pay if necessary and indicate which subtotals it contributes to.
- Pre- and post-tax deductions for health insurance, retirement contributions, etc.
- Withholding for federal income tax, state income tax, Medicare, and FICA (if applicable)
- Taxable and non-taxable benefits for life insurance, retirement contributions, etc.
- Employer taxes for Medicare and FICA (if applicable)
Items can be added one-by-one or copied from a payroll items template. They are managed in the Payroll tab, in the Items section.
Withholding (W-4s)
Enter an employee’s federal and state W-4 information in the Payroll tab, in the Withholding section. This information must be entered to accurately calculate federal and state income tax withholding.
Direct Deposit
If the employee will have their pay direct deposited into their bank account, enter their details at Financials Main > Payroll > Employee Direct Deposit Accounts. For more information, see Direct deposit.