.Note: The following steps are for adding a new Employee who has not been added to the Accounts Payable or Payroll Systems (as a Vendor, Person or Employee) already. To view documentation on How to Add a New Employee who has been previously added to the Accounts Payable or Payroll Systems, click here.
Click the Employee Maintenance Quick Access Button on the Navigation Bar or click the Options Menu, Employees and then Employee Maintenance.
The Employee Maintenance Screen will appear.
Click .
The Employee Form will appear.
Input specifications are as follows:
Note: We recommend you Search before adding ANY new Employee to verify they do not already exist in the database.
TO SEARCH:
1. Select the From Person or Vendor Radio Button.
2. Click in the Person Field, begin typing the Employee's First or Last Name. The system will search for matching records.
3. Click in the Vendor Field, begin typing the Employee's First or Last Name. The system will search for matching records.
If the system locates a Person or Vendor with a matching record, click here to view documentation on How to Add a New Employee Already in the Database.
If the system does NOT locate a Person or Vendor, continue adding as follows.
Create As: Select the New Employee Radio Button.
Click 
.
Vendor No: The system defaults the Vendor Number according to previous entries.
SSN: Enter the Employee's Social Security Number. This is a required field.
Name Title: Enter the Employee's Name Title (i.e., Miss, Mrs., Mr.).
First Name: Enter the Employee's First Name. This is a required field.
Middle Name: Enter the Employee's Middle Name.
Last Name: Enter the Employee's Last Name. This is a required field.
Suffix: Enter the Employee's Suffix, if applicable.
Alternate First Name: Enter the Employee's Alternate First Name, if applicable.
Alternate Last Name: Enter the Employee's Alternate Last Name, if applicable.
Birth Name: Enter the Employee's Birth Name, if applicable.
Former Name: Enter the Employee's Former Name, if applicable.
Vendor Search: Enter the text/name you want the system to use when a User is searching for this Vendor.
Birth Date: Enter the Employee's Birth Date. This is a required field.
Gender: Use the Drop Down List Box to enter the Employee's Gender. The system defaults to Unknown.
Hispanic Latino: Check the Check Box if this Employee is of Hispanic Latino descent.
Race Code: Use the Drop Down List Box or type to enter the Race Code. This is a required field.
Other Races: Check all applicable Check Boxes.
State Pr ID: Enter the Employee's State Pr ID, if applicable.
Address Line 1-3: Enter the Employee's Address.
City: Enter the Employee's City.
State: Enter the Employee's State.
Zip: Enter the Employee's Zip Code.
Country: Enter the Employee's Country. The system defaults to US.
Phone: Enter the Employee's Phone Number.
Alternate Phone: Enter the Employee's Alternate Phone Number, if applicable.
Fax: Enter the Employee's Fax Number, if applicable.
Email: Enter the Employee's Email Address.
Hire Date: Use the Drop Down Calendar Box or type to enter the Employee's Hire Date.
End Date: You will enter the Employee's End Date upon their removal from employment by performing an Edit.
Employer Name: Enter the Employer Name, if applicable.
Supervisor: Use the Drop Down List Box or type to enter the Employee's Supervisor, if applicable.
Retired Status: The system defaults the Retired Status to NR (Non-Retired). However, if you need to change the status, use the Drop Down List Box.
NR--Non-Retired
RI--Retired Instructor
RAI--Retired Alternative Ed Instructor
RMI--Retired Mentor Instructor
Primary Location: Use the Drop Down List Box to enter the Employee's Primary Location. The Primary Location List is populated from the Locations setup in Accounts Payable.
IRS e-Consent: The Employee's IRS e-Consent status will display here.
Job Title: Type to enter the Employee's job title.
Contract Status: Use the Drop Down List Box to enter the Employee's Contract Status.
Check all Check Boxes that apply:
Tenured
Residency Year
Certified
Licensed
Consultant
Mentor
Comments: You may enter Comments for this Employee.
Note:
If you have not entered data into a Required Field, the system will give
you an error message and 
will appear next to the
Field.
Click
to save the Employee Record.
Click 
to
save the Employee Record and add another Employee.
After you have added the Employee's Demographic Data, you must then Add their Payroll Record. To view documentation on How to Add a New Employee Payroll Record, click here.