Employment View

You can access Employment Status through the People icon or through Payroll Entry by selecting the Employee Updates drop-down menu next to the employee name.

This view contains three sections of data:

Employment

Hire Date:  The date the employee was hired; may be manually entered or selected from the calendar Date_Picker.jpg. Format:  MM/DD/YYYY.

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For an independent contractor, the field is Begin Contract Date.

Type*:  Select the employment type:

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The Type is required (*) for PEO and ASO clients and certain Paychex HRS products (for example, health insurance, disability).

Statutory Employee:   Select if the employee is a Statutory Employee or not.

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An Independent Contractor would not be classified as a statutory employee; therefore, this field will not display.

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Eligible for Retirement Plan

Select if the employee is eligible for a retirement plan or not.

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This field does not display for Independent Contractors.

Enter the date the employee is eligible for a retirement plan or select the date from the calendar Date_Picker.jpg. Format:  MM/DD/YYYY.

Organization

Select the employee’s current organization.

Location

Select the location where the employee works.

Position

Select the employee’s current position.

Seasonal Employee - ESR

Indicate if the employee is considered seasonal for Employer Shared Responsibility (ESR) purposes, as defined by the Secretary of Labor in accordance with the Affordable Care Act. Refer to http://www.paychex.com/ for more information on health care reform and the ESR provisions.

Workers' Compensation

Select the correct officer type.

Labor Assignments and Job

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This section only displays if you subscribe to Job Costing and/or Labor Distribution.

Home Labor Assignment

Select the employee’s current home labor assignment.

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If you only use Labor Distribution, only the Home Labor Assignment field displays.

Home Job

Select the appropriate home job.

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If you only use Job Costing, only the Home Job field displays.

Auto Distribution

If auto distribution is not used, None displays in the field.

If auto distribution is used, Distributed displays in the field.

Click Edit_Small.jpg to edit auto distribution. The Job Costing/Labor Auto Distribution screen displays.

Click Add_Small.jpg to add another line to the list.

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The Auto Distribution Allocation percentages must equal 100% if the Labor Distribution product is used.
The percentages do not have to equal 100% if the Job Costing product is used alone.

Employment Status

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For an independent contractor, the section is Contract Status.

The employment status identifies if an employee is active or inactive in a company. Changing an employee’s status has an impact on when and how you see them for payroll and on reports.

Modify Employment Status

  1. Select the employee from the People list and select Employment under the Views tab.

  2. The current Employment Status displays in a table in the upper right pane. Select the applicable status to change to from the action buttons that display below the table. The available action buttons change based on the employee’s current status. Selections may include Terminate, Rehire, Put on Leave, or Return from Leave.

  3. The Status column in the table changes to the option selected. Enter the As Of date for the status change and select the appropriate Reason from the available drop-down menu.

  4. Click SAVE to complete the change. If the date of the new status is today’s date, the status moves to the Employment History table at the bottom of the screen. The status change that was saved displays in the Employment Status section. If a future dated status was entered, the current status does not move to the Employment History table until the future dated status is reached.

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When an employee is terminated, all direct deposit information is removed from the system on the termination date. Any check issued after the termination date is negotiable. Terminated employees can be added to the grid by using the Search options and the Advanced filter at the upper right corner of the payroll entry grid. Enter the employee's name in the search box and choose the employee you wish to pay. If the employee is terminated, the direct deposit needs to be re-entered if the employee is being rehired.

Click Learn_More_Icon.jpg at the bottom of this screen for detailed training information and tutorials on using this feature.

Modify Employment Status through the Payroll Entry Grid

  1. Click the drop_down_arrow.jpg drop-down that displays next to the employee name in the Payroll entry grid. An Employee Updates menu displays.

  2. Select any of the highlighted data headings. A screen displays with the Employee Views. Select Employment.

  3. The current Employment Status displays in a table in the upper right pane. Select the applicable status to change to from the action buttons that display below the table. The available action buttons change based on the employee’s current status.

  4. Click SAVE to complete the change. If the date of the new status is today’s date, the previous status moves to the Employment History table at the bottom of the screen. The status change that was saved displays in the Employment Status section. If a future dated status was entered, the current status does not move to the Employment History table until the future dated status is reached.

  5. After the change is completed by clicking SAVE, you return to the Payroll Entry grid.

Employment History

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For an independent contractor, the section is Contract History.

Employment History displays all the statuses and reasons in ascending order based on the Status As of date.