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SECTION 5 - Employees
This section includes
Create New Employees
When you add a new employee to your payroll, you need much more than personal or company-related information. You need an array of data that covers everything from a note about an employee's allergy to the detail needed on a government tax form. Top Pay provides you with these options; all you need to do is follow these steps to enter the information.
In the Employees tab window, click the New Employee icon on the button bar.
The entry areas in this window are divided into sections. The checkboxes below are arranged accordingly:
Employee information
Employee name, address, city, state, zip code, and telephone
Employee Social Security number
Department and group information
Hire, termination, or decease dates.
Hours/Wage information
Choose appropriate options for Overtime and Double Overtime.
If Overtime and Double Overtime do not default to the appropriate time, make any necessary changes
Select a Pay Period from the popup list.
Choose if the employee is paid Hourly or Salary, and then enter the pay rate in the appropriate entry box.
Mark the Direct Deposit checkbox if applicable.
Tax information
Select Filing status from the pop-up list
Put in number of claims for federal, state, and local (if applicable)
Put in extra withholding for federal, state, and local (if applicable)
Income tax Information—Earned Income Credit
Mark the appropriate box if EIC is applicable to this employee. This information can be found on Form W-5.
For more details on setting up Extra Income, Deductions, and Employer Paids, see
the Payroll Items section.
Employee Lists
Creating a new list
From the Employee List pop-up menu, select New Employee List.
Enter a descriptive name for your new employee list.
The list can be the name of a department (i.e., Sales Dept.) or any other descriptive name (i.e., Interns).
Click Save.
When you click Save, the Employee List is saved to the Employee Files ƒ folder of the currently open company and its name is displayed at the bottom of the Employee List pop-up menu. If you remove this file from the Employee Files ƒ folder, it will no longer appear in the Employee List pop-up menu.
Deleting employee lists
Quit Top Pay.
On your hard disk, navigate to the main Documents folder (If you open a Finder window, you can simply click on the Documents icon in the left-hand shortcut pane). Locate and open (by double-clicking) the Aatrix Top Pay folder.
Inside the Aatrix Top Pay folder, locate and open (by double-clicking) the folder titled with the name of the company for which you are deleting an employee list. (e.g., Rock Castle Construction)
Once you are in the correct company folder, open the Employee Files ƒ folder inside it.
Highlight the name of the employee list you want to delete, then drag this file to the Trash.
If necessary, close each of the folders you opened.
Personal Information
Enter personal information for the employee by clicking the Personal Information icon (a folder) on the Button Bar.
Standard Fields
Enter Personal Contact
Enter Personal Contact's telephone number
Enter employee ID Number if needed
Enter employee's birthday
Choose a gender (Male is selected by default)
Custom Fields
To set up custom fields, click the Setup button and enter the names for these fields in the text boxes. Click OK when finished.
Enter information as needed.
Deleting Employees
Highlight the name of the employee you want to delete
Click the Delete icon (a trash can) on the button bar.
CAUTION! When you delete an employee, it deletes completely all the information for that person. Make sure you do not need to access any pay history or print any tax reports concerning an employee before deleting them!
Renaming Employees
Highlight the employee you want to rename, and then click the Employee List pop-up menu.
In the employee list popup menu (directly above the list of employee names), select Rename Employee.
In the dialogue that appears, enter the new name into the appropriate sections and then click OK.
Note: Changing the name in the main dialog will NOT change the name elsewhere in the program. We highly recommend using the method described above, which will change the employee's name everywhere it occurs.
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