EMPLOYEE INFO

Use this tab to enter basic employee information.

Social Security No

Enter the employee's Social Security number. The delimiters are stored as part of the record. If you selected the Use Social Security No for Employee ID check box on the Corporate Labor Settings subtask of the Configure Labor Settings screen, the Social Security number fills automatically from the employee ID. If you selected the Validate Social Security Number check box on the Configure Labor Settings screen, Costpoint validates the Social Security number to ensure no duplicate entries exist.

Status

Use this drop-down list to select status categories. Status descriptions are as follows:

You must select a status for each employee.

Last

Enter the employee's last name. You can enter names in upper and lower case.

First

Enter the employee's first name.

Middle

Enter the employee's middle name.

Displayed Name

This is a required field. This editable field automatically populates when you enter the employee's last name, first name, middle name and suffix. Costpoint formats the name in the following manner: Last Name, Suffix, First Name, Middle Initial.

When updating an existing employee's record, if the First, Last, or Middle name changes, you have the option of updating the Displayed Name to reflect the change.

You can manually enter or change the Displayed Name field at any time, regardless of the settings in the Name group box.

This field is used for displaying the employee's name on both reports and screens.

Current Hire Date

Enter, or click to select, the employee's current hire date in this field. This date is used for all leave calculations when the Leave Hire Date on the Manage Employee Leave screen is blank.

Birth Date

Enter, or click to select, the employee's date of birth in this field.

This field is required if you intend to use the Update Excess Life Deductions utility. This information is also required by Costpoint Deferred Compensation Administration to determine whether an employee meets the minimum age test to participate in a 401(k) plan.

Termination

Enter, or click to select, the employee's date of termination from the company.

Past Hire Date

If the employee leaves the company and later returns, enter the earlier hire date (the previous Current Hire date) here, and enter, or click to select, the most recent hire date in the Current Hire date field.

Contractor

Select this check box to identify the employee as a contractor. If you select this check box, the Payroll Service ID, the Union Employee, and the Eligible for Auto Pay check boxes are automatically cleared. In addition, the Social Security No for that employee is modified to 999-99-9999.

Employees designated as contractors do not affect the Costpoint employee count, and Costpoint does not compute leave for these individuals. The employee count is based on the number of non-contractor employees with no termination dates or a termination date later than the system date.

Contractors are excluded from Employee Lookups. You cannot enter a contractor in an Employee field.

If you export timesheets to Time Collection or a third-party vendor such as ADP, contractor timesheets are included in the export.

Taxable Entity

Enter, or click to select, the taxable entity ID to which this employee belongs. Establish taxable entity IDs on the Configure Company Information screen. This is a required field.

Timesheet Cycle

Enter, or click to select, the timesheet cycle code to which this employee is assigned (see the Manage Timesheet Periods screen for more information). If you established a Timesheet Cycle default on the Configure Labor Settings screen, that cycle displays here as the default, but you can change it. This is a required field.

Leave Cycle

Enter, or click to select, the leave cycle code to which this employee is assigned. Establish the values for this on the Manage Leave Periods screen. This is a required field.

Use this group box to enter information related to the employee's name.

Locator Code

If you are planning to print checks or leave statements by locator code, enter, or click to select, the locator code to which this employee is assigned. You can use these codes to sort paychecks if you have selected the Print Checks by Locator Code check box on the Configure Paychecks screen.

Supervisor Name

Enter the name of this employee's supervisor in this optional field. This field is for informational purposes only.

Create Vendor Record

Select this check box to generate a vendor record when you save this employee record. This check box is available only when you select the Add/Update Vendor on the Add/Updated of Employee check box on the Configure Vendor Settings screen.

Vendor ID

Enter in this field to add, change, or view the Vendor ID that is linked to this employee. This field is blank If the employee is not linked to a Vendor. This field is editable if the Add/Update Vendor on Add/Update of Employee check box is selected on the Configure Vendor Settings screen and the employee has not yet been linked to a Vendor.

If you would like to link an employee to an existing Vendor ID, you must link the Employee ID to the Vendor on the Manage Vendors screen.

Preferred Name

Enter the preferred first name, or nickname, for the employee. This field is used for informational purposes only.

Prefix

If the employee has a prefix to his or her name, for example, Dr., enter it here.

Suffix

If the employee's name has a suffix, for example, Junior or III, enter it here.

Prior Name

If the employee's name has changed (for example, due to marriage), you can enter the previous name of the employee in this optional field. You normally enter the last name, followed by a comma, then the first name, then a space, then the middle initial, then the suffix, if appropriate. This field is for informational purposes only.

Union Employee

Select this check box if the employee is in a union and fringe benefits apply. If you select this check box, Costpoint uses the union profile rate to calculate the employee's labor cost during timesheet entry. This is an optional field.

Eligible for Auto Pay

Select this check box if the employee is eligible for Auto Pay. If you select this check box and you run the Create Auto-Pay Timesheets utility, Costpoint creates a timesheet for this employee if the employee does not already have a timesheet for the selected timesheet date.

Vendor Update Password

Enter the password that allows you to make updates to vendor information.

You must enter this password if you update one of the following values on this screen and if both the Add/Update Vendor on Add/Update of Employee check box (on the Configure Vendor Settings screen) and the Record Vendor Info Updates check box (on the Configure Accounts Payable Settings screen) are selected: