Comprehensive Guide to Setting Up Employee and Contractor Information in Your Self-Service Payroll System

Payroll Relief: How to Enter New Employees and Contractors

Setting Up Contact Information

For Employees and Contractors:

  1. Accessing the Setup Screen: Navigate to 'Employee/Contractor Setup>Contact' screen. If you're elsewhere, click the Employee icon on the right-hand side to reach this screen.

  2. Adding New Information:

    • Ensure that you have selected "Employee" or "Contractor" from the field to the left of the employee/contractor name drop-down list.
    • For a new employee, click 'Add Employee' at the bottom action bar.
    • To edit existing information, select the individual from the 'Employee/Contractor' drop-down list.
  3. Entering Data: Fill in the fields as follows:

    • Social Security Number (SSN): Enter the employee's SSN. For contractors, choose between SSN or EIN and input accordingly.
    • Personal Information: Enter full name, address, gender, date of birth, and race/ethnicity (for workers' compensation purposes).
    • Contact Details: Add phone numbers and email addresses.
    • Portal Access (Optional): For enabling employee/contractor portal access, select 'Allow Access' and assign a login name.
  4. Saving and Managing Portal Access:

    • Click 'Save' to store the information.
    • Utilize 'Reset Password' for existing employees or contractors to generate a new portal password.
  5. Additional Employee Details: For employees, indicate their location, department, and group if available.

Note: Ensure compliance with the Social Security Number Verification Service for accuracy in employee details. Regularly check the Dashboard for any flagged issues.


Setting Up Employment Information

For Employees:

  1. Accessing Employment Setup: Go to 'Employee/Contractor Setup>Employment'. Use the Employee icon to navigate if necessary.

  2. Filling Employment Fields:

    • Employment Type: Choose between Full-Time or Part-Time.
    • Specific Indicators: Indicate if the employee is a corporate officer, seasonal, statutory employee, etc.
    • Compliance Dates: Enter critical dates like Hire Date, Last Review Date, and Termination Date.
    • Job Information: Add job title and classification.
    • Status: Mark the employee as Active or Inactive.
  3. Saving the Information: Click 'Save' after entering all details.

For Contractors:

  1. Contractor Specific Fields:

    • Indicate the work state and whether the contractor is subject to federal withholding, state withholding, and workers' compensation.
    • Input contract date, W-9 date, and job title.
    • Specify if the contractor should not generate Form 1099.
  2. Status and Notes: Mark as Active or Inactive and add any additional notes.

  3. Saving Contractor Information: Click 'Save' to finalize the entries.

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