Create Employee

Human Resources > Workforce Administration > Create Employee

This dialogue asks you to fill in the basic name, demographics and employment data required to create an employee record.

Once you have filled in the data, click OK. The pop-up closes, your entries populate the appropriate sections of the Workforce Administration page, and the employee's Personal tab—or the first tab to which you are authorized—is brought forward.

You may continue to fill in data or save the record to be completed at a later time. Until the record is completed, the word Pending displays next to the employee's name in the top-left corner of the page.

All required dates on the Workforce Administration page use the Effective Date as the default, but you may edit these dates as necessary.

All fields on this dialog require entries.

Fields	Descriptions
Employee Number	Number identifying the employee. If you leave this field blank, the system assigns a number based on Company HR Settings.
Effective Date	Date the employee's employment becomes effective. This date defaults as the Hire Date in Workforce Administration and may be edited.
Name
Title	Title placed before the employee's name. Examples may include, Mr., Ms., Dr.
First Name	Primary name the employee goes by; for example, if Charles Jacob Smith goes by C.J. Smith, type C.J. in the First Name field and Smith in the Last Name field.
Middle Name
Last Name
Suffix	Textual suffix added to the end of the employee's name, providing additional data about the employee. Examples may include Jr., Sr., IV.
User-Defined Fields	Any user-defined name data that is required to complete the section.
Demographics
Social Security Number	Employee's social security number, used for state reporting, W-2s and 1099-Rs. You may type the number without dashes or other separator characters; when you <Tab> out of the field, the number is formatted automatically. If Allow Duplicate Social Security Numbers is checked on the Employee page of Company HR Settings, you may store more than one social security number for an employee.
Date of Birth	Employee's birth date, used for State Reporting, the Employee Information Report, Employee Birthday Anniversary Report, EEO Reports and Imputed Income determination.
Gender	Used for EEOC reporting, the Employee Information Report and state reporting. Click the field prompt to select from a drop-down list of valid entries.
Race
Marital Status	Employee's marital status. Click the field prompt to select from a list of valid marital statuses.
User-Defined Fields	Any user-defined demographics data that is required to complete the section.
Employment
Status	Employee's employment standing.
Status Event	Required if one or more events are tied to the selected Status in Employment Status Events Maintenance, event that caused the currently displayed status. Only events tied to the selected Status appear on the drop-down. This data may be included in reports based on employee status.
Event Reason	Cause of the Status Event. Only those reasons that have been tied to the selected Status Event in Employment Status Events Maintenance appear on the drop-down. This data may be included in reports based on employee status.
Hire Date	Employee's date of hire, not necessarily the first day of work. Longevity earnings may be based on this date.
Benefit Date	Date on which employee's benefits are based. The default entry is the Create Event date.
Accrual Date	Date on which employee's accrual hours are based.
Seniority Date	Date on which employee's seniority ranking is based. The default entry is the Create Event date. In situations where positions are filled in part by seniority within a group, this date may be separate from the Hire Date.
User-Defined Fields	Any user-defined employment data that is required to complete the section.

Note: When does a new employee show up in payroll processing or reporting? When all required data, including address and job, has been entered for the employee in all sections of the Workforce Administration page; until then, the employee remains in a pending status.

Note: If you set up more than one record for an employee—for example, a regular payroll and a retiree payroll, the system checks in Maintenance whether you are allowing duplicate social security numbers.