Add/Edit an Employee Record
Use the Employees Editor to set up and manage employee personnel records. The Employees Editor is accessible by management and support personal.
To add/edit an employee record:
From the Back Office Task Manager, select Payroll and Reports.
The Main Menu Selections screen appears.
From the Main Menu Selections screen, select Employees Editor.
The Employees Editor appears.
To filter the employee list by status, select the employee status to view from the View dropdown.
Select New to create a new employee record -OR- to edit an existing record, select the employee name from the list. and then select Select.
The Employees Editor consists of the following pages. The following table briefly describes each page.
Page Name
Description
Enter general employee information including name, address and emergency contact information.
Enter employee payroll information including salary, bank account and job type information.
Withholdings
No entry is required on this page.
EEO Information
No entry is required on this page.
Assign a security level and password to the employee.
Historical
No entry is required on this page.
Note
Information is not required on the following three pages.
Add General Information About an Employee
On Page 1 (General Information) of the Employees Editor, enter general information about an employee including their name, address and emergency contact information.
The following table describes the fields on the General Information page.
Field Name | Description |
|---|---|
Employee ID | Contains the employee ID. |
Borrowed | Select this option if the employee is borrowed from another site. |
from Store No. | Type the store number from where the employee was borrowed. This field is only available when Borrowed is selected. |
Status | From the dropdown, select the employee's employment status. |
Rehired | Select this checkbox if the employee was rehired. |
Last Name | Type the employee's last name. |
First | Type the employee's first name. |
M.I. | Type the employee's middle initial. |
Address | Type the employee's street address. |
Corporate ID | Type the corporate ID number assigned to the employee. |
Badge Number | Type the employee's badge number. |
City | Type the name of the city where the employee lives. |
State | From the dropdown, select the name of the state where the employee lives. |
County | From the dropdown, select the name of the county where the employee lives. |
Telephone | Type the employee's area code and telephone number. |
Pager | Type the employee's pager number. |
Zip | Type the zip code where the employee lives. |
Internet Address | Type the address of the employee's web site. |
Mobile | Type the employee's mobile phone number. |
Notes | Type any additional notes about the employee. |
Clear | Select to remove the current image of the employee. |
Set | Select to browse for the employee's image file. |
Emergency Contact Information | Type the name, phone number, and address of the person to contact in the event of an emergency involving the employee. |
Note
Fields in red are required fields.
Add Payroll Information for an Employee
On Page 2 (Payroll) of the Employees Editor to employee payroll information including salary, bank account and Job Codes. The bank account information is used to set up direct deposit for the employee, if applicable.
The following table describes the fields on this tab.
Field Name | Description |
|---|---|
SSN | Type the employee's Social Security number in this field. |
Term Date | To specify the employee's termination date, select the checkbox, and then select the date from the dropdown calendar OR type the date in the provided field.
|
Hired Date | Type the employee's hire date or select the date from the dropdown calendar.
|
Termination check paid | Select if the employee received their termination check. |
Local Tax Info | From the dropdown, select the tax information specific to the site location. |
Local Tax Info 2 | From the dropdown, select the secondary tax information specific to the site location. |
Career Program | Select this option if the employee is involved in a career program. |
Pay Type | Select the type of compensation the employee receives: Hourly or Salary |
Account Info | |
Account # | Type the employee's checking or savings account number. |
Bank Name | Type the name of the bank where the employee has an account. |
Account Type | From the dropdown, select the type of account the employee uses. |
Transcode | A unique bank routing number. |
ABA# | Type the employee's bank ABA number. The ABA number is the first group of numbers that appear along the lower-left of a check. |
Jobs | |
Type | This column contains the employee's job type, such as primary or alternative, for example. |
Job | This column contains the employee's job, such as cook or server, for example. |
Pay Rate | This column contains the employee's pay rate. |
Performance Rating | This column contains the employee's performance rating for the job. |
Skill Level | This column contains the employee's skill level for the job, if applicable. |
Sec Level | This column contains the employee's security level for the job, if applicable. |
Inactive | If TRUE, the Job Code is currently inactive for the employee. The employee cannot Clock In using the Job Code. If FALSE, the employee is able to Clock In using the Job Code. To render the Job Code inactive:
|
Add a Job Code
To add a Job Code to an employee record:
On the Payroll tab (page 2) of the Employees Editor, click Add.
The Add Job window appears.
In the provided fields, define the Job Code record values.
The following table describes the fields on the Add Job window.
Field name
Description
Employee ID
Contains the employee's ID.
Name
Contains the employee's name.
Job
From the dropdown, select the Job Code to add for the employee.
Primary
Designate the Job Code as the employee's primary job.
Inactive
Make the Job Code inactive for the employee. This prevents the employee from Clocking In using the Job Code.
POS Security Level
From the dropdown, select the Security Level for the Job Code.
The Security Level determines the POS functions the employee can access when they Clock In using the Job Code.
A Job Code with a Security Level greater than 20 cannot access POS Manager Functions.
Performance Rating
From the dropdown, select the employee's performance rating for the selected job .
Skill Level
Type the employee's skill level for the selected job, if applicable.
Pay Rate
Type the pay rate the employee receives for the selected job.
Previous Pay Rate
The previous pay rate the employee received for the job, if applicable.
New Pay Rate
This field is only available when editing a job code record.
Effective Date
This field is only available when editing a job code record.
Reason for change
This field is only available when editing a job code record.
Action Code
From the dropdown, select the applicable action code.
Select OK to save the changes.
Edit a Job Code
To edit a Job Code for an employee record:
From the Jobs field on the Payroll tab of the Employees Editor, select the Job Code.
Select Edit.
The Edit Job window appears.
Edit the Job Code record values as needed.
The following table describes the fields on the Edit Job window.
Field Name
Description
Employee ID
Contains the employee's ID.
Name
Contains the employee's name.
Job
From the dropdown, select the Job Code to add for the employee.
Primary
Designate the Job Code as the employee's primary job.
Inactive
Make the Job Code inactive for the employee. This prevents the employee from Clocking In using the Job Code.
POS Security Level
From the dropdown, select the Security Level for the Job Code.
The Security Level determines the POS functions the employee can access when they Clock In using the Job Code.
A Job Code with a Security Level greater than 20 cannot access POS Manager Functions.
Performance Rating
From the dropdown, select the employee's performance rating for the selected job .
Skill Level
Type the employee's skill level for the selected job, if applicable.
Pay Rate
Type the pay rate the employee receives for the selected job.
Previous Pay Rate
The previous pay rate the employee received for the job, if applicable.
New Pay Rate
Type the new pay rate for the job.
Effective Date
From the聽dropdown calendar, select the date the pay rate change takes effect .
If the effective date is earlier than the system date, the pay rate change takes effect immediately.
To select a different month: Use the left/right arrows OR select the month that is displayed in the header to open a popup menu.
To select a different year: Select the year that is displayed in the header to activate up/down arrow buttons.
Reason for change
Type the reason for changing the pay rate.
Action Code
From the dropdown, select the applicable action code.
Approval Obtained
Select this option if the pay rate change is approved.
Click OK to save your changes.
Add Security Information for an Employee
On Page 5 (Security) of the Employees Editor to assign a Security Level and password to an employee, and assign the employee to a Security Group.
Field Name | Description |
|---|---|
Security Level | From the dropdown, select Security Level to assign to the employee. The Security Level determines the employee's accessibility to particular IRIS Task Manager (Shell.exe) operations, and the Back Office applications. NoteEmployees can only assign a security level that is equal to or lesser than their own security level. |
Password | Type the employee's password. |
Security Group | Select the Security Group to which the employee is assigned. |