Employee Information
The Payroll Module is an optional module so your program may not have the ability to manage employee records. Contact SherWare Support if you are interested in adding this capability.
The employee information window is used to set up employees for companies that track expenses by employee or use the Payroll module. The Payroll module is an optional module. Please contact SherWare Technical Support if you are interested in purchasing this module.
Choose a tab to view:
General
Income
Deduct
Taxes
Leave
Notes
Documents
Contains the basic contact information for the employee.
Employee ID
The employee's ID code. This code is a unique ID for the employee within the Accounting Manager system. The length of the ID code can be between 1 and 10 characters.
Dept No:
The department number of the department with which this employee is associated. Choose the department number by typing it in, pressing the F2 key or by clicking on the Dept No. lookup button.
Last Name:
The employee's last name. The length of the last name can be between 1 and 40 characters.
First Name:
The employee's first name. The length of the first name can be between 1 and 40 characters.
MI:
The employee's middle initial. The length of the middle initial can be up to 3 characters.
Social Security No:
The employee's nine-digit social security number.
Status:
Denotes whether this employee is active or inactive. Inactive employees do not show up on reports or to be processed for payroll.
Address:
The employee's street address.
City:
The city portion of the employee's mailing address.
State:
The state portion of the employee's address. Choose the state by clicking on the state pulldown menu and selecting the appropriate state code.
Zip:
The ZIP code portion of the employee's mailing address.
E-mail Address:
The e-mail address of this employee.
Birth Date:
The employee's birth date in the form of mm/dd/yyyy.
Hire Date:
The date the employee was hired in the form of mm/dd/yyyy.
Term Date:
The date of the employee's termination if the employee has been terminated, in the form of mm/dd/yyyy. If an employee no longer works for your company, it is better to leave them in the employee file and marked as inactive, instead of deleting them. That way W2 processing is not affected, and historical data can still be retrieved.
Pay Type
Choose either Hourly, if this employee is paid by the hour, or Salary, if this employee is paid a yearly salary.
Pay Frequency
Choose how frequent this employee is paid. The available options are:
- Weekly
- Bi-Weekly
- Semi-Monthly
- Monthly
- Quarterly
- Semi-Annual
- Annual
Payroll Checks Are Direct Deposited
Mark this option if this employee has their payroll checks direct deposited. SherWare will not create the ACH file for payroll checks. If this option is marked a single summarized entry will be placed in the check register to represent all of the payroll checks that were direct deposited. This will allow you to reconcile the bank account.
Expense Acct
Enter the account number of the expense account to be debited with this employee's gross wages. The account can be chosen from a list of accounts by typing it in, pressing the F2 key or by clicking on the Expense Acct lookup button. If no account is specified here, the account selected in the Payroll Preferences for payroll expenses will be used.
Bonus Expense
Enter the account number of the expense account to be debited if this employee's wages are a bonus check. The account can be chosen from a list of accounts by typing it in, pressing the F2 key or by clicking on the Bonus Expense lookup button. If no account is specified here, the account selected in the Payroll Preferences for bonus expenses will be used.
Yearly Salary:
If this employee is paid a salary, enter the amount of the yearly salary.
Reg Hourly Rate:
If the employee is paid hourly, enter the amount of pay the employee receives for each hour worked.
Overtime Rate 1:
If you pay this employee for working overtime, enter the rate per hour the employee is paid when working overtime.
Overtime Rate 2:
Enter the rate per hour the employee is paid for overtime, if different from the overtime 1 rate. This could apply to holiday pay, etc.
Other Income
To set up other income this employee should be paid, click on the Add button in the bottom right corner. Other Income types are defined in the Payroll Income Codes .
Payroll Income Maintenance windowThis window will appear when you click on the "Add" button to add an additional income to the other income list. This allows you to choose which of the defined income codes are to be associated with this employee. This brings in the information that you entered when you defined the code in the Payroll Income Codes . If any information is different for this employee, it can be overridden here.
Income Type
Choose the income code from the drop down list box. This list will include all income codes defined when you set up the income codes from the Payroll Income Codes . Additional codes cannot be added here, they must be defined through the Maintain> Payroll Codes> Payroll Income Codes area.Amount
Enter the amount of income to be added to the employee's pay. If this is a percentage calculation, enter the percentage to use in calculating the income.Calculation Type
The type of calculation used for this income code. If an amount is a constant amount, enter it as a fixed amount income. If it is a percentage of the employee wages, enter it as a percentage.Include in Gross Pay
Check this box if this income should be included in the employee's gross income.Subject To
This section shows the taxes to which this income is subject. These were set up for this income code when it was originally defined. They can be overridden here.Click on the OK button to save the income code.
Click on the Revert button to cancel the addition.
This section contains any applicable deductions for this employee.
To set up deductions this employee should be subject to, click on the Add button beside the Deduction list box.
This will bring up the Payroll Deduction Maintenance window , which allows you to choose which of the defined deduction codes are to be associated with this employee. This brings in the information that you entered when you defined the code. If any information is different for this employee, it can be overridden here. Deductions codes must be set up within the Payroll Deduction Codes window first before they can be selected for the employee.
Deduction Type
Choose the deduction type to add. This drop down list box will contain the list of deduction codes previously added. New deductions cannot be added here, they can only be added through the Maintain> Payroll Codes > Payroll Deduction Codes area.Amount
Enter the amount of the deduction if this deduction is a Fixed Amount. If the deduction is a percentage calculation enter the percentage.Calculation Type
Displays the type of calculation being used for this deduction.Subtract this amount before calculating the following taxes:
This area displays the taxes from which this deduction is exempt. These were defined for the code when it was set up, but they can be overridden here.
This page is where the employee's taxes are set up.
Federal Exemptions
Enter the number of exemptions the employee is declaring on his completed W2 form.
Extra W/H - Federal
Enter the amount of extra federal withholding to deduct from this employee's pay, if any.
Federal Status
Choose the federal filing status for this employee.
State Exemptions
Enter the number of exemptions the employee is declaring for state income tax purposes.
Extra W/H - State
Enter the amount of extra state withholding to deduct from this employee's pay.
State Status
Choose the state filing status for this employee.
More about taxes
When an employee is added, they are automatically subjected to Federal Withholding, Medicare and Social Security (FICA). If the employee is subject to State Withholding tax or any Local taxes, those need to be added.
Click on the Add button to add a new tax code. This will bring up the Payroll Tax Maintenance .
Tax Type
Choose the tax code to add to the employee record. This drop down list box will contain a list of all the tax codes previously defined to the system, excluding the Federal Withholding, Medicare and FICA taxes. Taxes must be defined in the Payroll Taxes before they can be selected for the employee.Click on the OK button to add this tax to the employee.
Click Cancel to close the form without saving the addition.
NOTE: If you have any employees who are not subject to Federal Withholding, Medicare or Social Security, the amounts that are deducted can be zeroed out during payroll processing. However, since those situations are extremely rare, by default all employees are subject to those taxes.
This tab is where the employee's vacation, sick, and personal day balances are kept. These do not update automatically, it is just a reference. You will have to manually change the balance whenever it changes.
Vacation Leave, Sick Leave, Personal Leave
Beg Bal
Enter the employee's beginning balance for each of the type of leave being set up. The balance is the number of days.
Earned Per Period
Enter the number of days earned per pay period. The days can be entered in fractions of a day up to two decimal places.
Current Balance
The employee's current leave balance.
The employee notes page can contain any free-form notes that pertain to this employee. The notes are unlimited.
The Documents tab allows you to associate files with this record and then view them from within the software at any time.
This capability is offered as an optional module. You will not be able to see this tab unless you have purchased the Document Management module
Link Doc:
A new document can be associated with this record by clicking on the "Link Doc" button. You will be able to browse to the desired file. After selecting the file it will ask you to specify a description for the file. Once a document is selected it will be listed to the left with the description that you typed in.
View Doc:
You can view a document associated with this record by selecting the document from the space on the left and then clicking this button.
Remove Doc:
A document can be removed from the list by selecting it then clicking on this Remove Doc button.
Show Paths:
Each stored file will be listed using the description that you keyed in for it when it was linked. Clicking on this "Show Paths" button will change what is displayed so that is lists the full file path to this file instead of the description.
Treeno:
The Treeno button allows you to access and save documents on the cloud. The capability to store documents on the cloud is only available if you purchased the optional "Cloud Document Management" Module. You will not see this button unless you have purchased that module.
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