Entering new employees
After the new employee default settings are set up, you need to enter the individual employee information such as name, address, social security number, and pay information. Each employee file starts with the new employee default settings, but information can be changed as needed.
1. In the Employee Information window click the New Empl button.
2. If you are importing your employee information, select File > Import Employees.
3. Enter the employee's information.
Employee Name
Enter the employee name exactly as you want it to appear on reports and paychecks. The name should be in this format: John P Smith (first name, middle name or initial, last name). The name must not exceed 25 characters and should not contain a colon (:) symbol.
An employee's name should always be entered exactly the way it appears on their Social Security card. Titles that come before or after names, such as Dr., Jr., Esquire, II, etc., are not desired by filing entities on state and federal payroll reports.
Address, City, State, and Zip Code
The address line should be used for the employee's street address, including the route number or apartment number. Use the two-letter abbreviation for your state and type it in capital letters (e.g., CA for California).
NOTE: The selections for tax deductions and filing status are based on the state you select for your employee. When you set up your company or enter a new employee, make sure you enter the correct state to ensure the tax deductions applied when you process payroll will be correct.
Telephone Number
Enter the employee's telephone number.
Social Security Number
Enter the Social Security number in this format: 456-56-6789. Include the dashes.
4. Designate a department and group that applies to this employee by choosing the appropriate selections from the pop-up menus.
5. Verify the date in the Date Hired field.
The field automatically fills in with the date you create the employee file. You can change this date by clicking the mouse in this field and typing in the appropriate hire date.
To terminate an employee (i.e., make inactive, designate that the employee is no longer on the payroll), click the Termination date checkbox and enter the date of termination. After being terminated, the employee's name will appear in the Employee List as red bold type.
Note: Do not delete terminated employees from your hard drive if you need to process reports (e.g., W2, 941) using their payroll data.
If you have an employee who becomes deceased, click the Deceased checkbox and enter the deceased date. The program tracks this information for your W2s.
6. (Optional) Click the Personal Info button if you want to add personal information to this employee's file.
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