Tracking Other Employee Information

You can track other employee information using the Other tab on the Employee Details form.

Maintaining Miscellaneous Employee Information

Use the Miscellaneous panel to maintain employee information, including tax- and health-related information for specific states.

To maintain miscellaneous employee information:

1. Go to the Employee Details form on the HR|Change menu.
2. Enter or select the Employee.
3. Click the Other tab and complete the following fields as available and needed in the Miscellaneous panel:

Field Description
Handbook Mailed On Enter or select the date the employee handbook was sent to the employee in the Handbook Mailed On field.
Handbook Received On Enter or select the date the employee confirmed receipt of the handbook in the Handbook Received On field.
Background Test Done Select Background Test Done if someone performed a background check on the employee.
Background Test Date Enter or select the date the background test was completed in the Background Test Date field.

Applicant ID

The candidate/applicant number of a new hire who was originally documented as a job candidate and then processed as a new hire by selecting Hire from the Actions menu on the Job Candidates form.

Note: If there is a new hire approval, the approval must be successfully completed before the candidate number displays in the Applicant ID field.
Onboarding in Progress Select Onboarding in Progress to indicate whether this employee’s onboarding is in process. To ensure that tax information is complete, the system only includes employees in payrolls after they finish onboarding.
Electronically Onboarded Select Electronically Onboarded if this employee completed the onboarding process through the web.
Electronically Onboarded Date If applicable, the Electronically Onboarded Date displays the date on which the employee completed the onboarding process through the web.
Enrollment Suspended Until Enrollment Suspended Until indicates the date until which an employee’s enrollment is suspended, if the enrollment is suspended see Suspending Benefit Enrollments for more information on related settings).

Employee Last Confirmation #/Date

After the employee completes the enrollment, the enrollment confirmation number displays in the Employee Last Confirmation # field. The Date of the enrollment also displays. You can click the Conformation Statement icon to view the confirmation statement.
Un-Enroll in Electronic Pay Stub If available, select Un-Enroll in Electronic Pay Stub if the employee does not want electronic pay stubs.
Tax Geocode Override Option

Select Tax GeoCode Override Option to override standard Vertex GeoCode values:

• --Select--: No override; the system uses the worksite location for the GeoCode. This is the default behavior.
• Override Work GeoCode with Resident GeoCode: The system uses the employee’s resident GeoCode, defined in the Employee DetailsAddress tab (either GeoCode or Override GeoCode) instead of the worksite location’s GeoCode. Typically, you would select this when employees work from home. (Note: This option is aligned with the Resident State Based option on the Client|Change|Client Benefit form's Calculation Options field. See Setting Up Client Benefits.)
• Override Work GeoCode with Home Location GeoCode: The system uses the employee’s "home" location assignment to supply the GeoCode for the location-based portion of taxes. This selection is not routinely used.
• Override T/S GeoCode with Resident GeoCode: The system uses the employee’s resident GeoCode from the Employee DetailsAddress tab in place of the worksite location’s GeoCode in the time sheet

Disable PTO Auto Enroll and Accrue

This option only displays if you have the GLOBAL.PTO feature code enabled.

Select this option if you want to opt this employee out of automatic, location-based enrollment in system-level PTO plans.

For details about this feature, please see the article on Setting Up Global PTO.
Qualified OT Exempt

This field is optional. This field is a check box. This field currently has no functionality, but it can be leveraged to determine which employees should not be included in future qualified OT imports for 2025. In 2026 and beyond, this field will be used to exclude employees from any future development to automate or recalculate these amounts.
As of This field only displays once the Qualified OT Exempt field is selected. If you have selected the Qualified OT Exempt field, this field is required. Provide the date from when you want to block the system from accumulating qualified OT for any employee.

Court Ordered Medical Coverage

Select Court Ordered Medical Coverage if the employee pays a premium for court-ordered medical insurance. This can affect the calculation of child support garnishments.

Supporting Another Spouse/Child

Select Supporting Another Spouse/Child if the employee supports another spouse or child. This information is for calculating maximum child support.

Child Support in Arrears

Select Child Support in Arrears if the employee is late by 12 weeks or more in making obligated child support payments.

Health Insurance Indicator (VT)

Select Health Insurance Indicator (VT) if the employee is designated as "covered" under a health care plan, per Vermont Dept of Labor guidelines. See http://labor.vermont.gov for instructions.

Probation Code (MO)

Select Probation Code (MO) if the client hired the employee on a trial basis and employed that employee for no longer than 28 consecutive days. This information is for Missouri quarterly tax reporting.

Family Member (MI)

Select Family Member (MI) if the employee is a family member of the owner and works in the state of Michigan. This information is for Michigan tax reporting purposes.

California Wage Plan

Enter the code used for California quarterly tax reporting in the California Wage Plan field.

Ohio Form C112 Filed

Select Ohio Form C112 Filed if the employee has filed this form with the state of Ohio.
Sales Tax Code Enter the employee's Sales Tax Code to use as an override of the standard GeoCode value sent to the Vertex tax calculation engine.

Gender Designation

Select the gender designation for the employee. You cannot create, update, or delete a Gender Designation. Instead, you must select a gender code from the list of available standard codes. (This field does not replace the Gender field and does not update any functions outside of the employee record.)

Note: This field is associated with the settings on the Self Identity Codes form. (See Identifying Employee Gender Designation and Preferred Pronouns.)

Preferred Pronoun

Select the pronoun that the employee prefers to use. You cannot create, update, or delete a Preferred Pronoun. Instead, you must select a pronoun code from the list of available standard codes.

Note: This field is associated with the settings on the Self Identity Codes form. (See Identifying Employee Gender Designation and Preferred Pronouns.)

Self ID Disability Form

Indicate how the employee replied to the Self ID Disability Form:

• No Selection: Form has not been returned or employee did not select an option.
• Disabled: Employee selected the Disabled checkbox.
• Not Disabled: Employee selected Not Disabled checkbox.
• Decline to Answer: Employee selected the Decline To Answer checkbox.

COVID-19 Paid Sick Max Hours

In the COVID-19 Paid Sick Max Hours field, enter the maximum number of COVID-19-related paid sick leave hours this employee can take. The default is 80 hours. If this value is reached during payroll initialization, the system displays a payroll warning. This value also displays in the Actual Sick Leave Hours column of the COVID-19 Leave Estimate Report.

4. Click Save.

Tracking Employee Medical Waiver Information for Hawaiian Residents

The Hawaii panel tracks medical waiver information for employees who are residents of that state.

To track employee medical waiver information for Hawaiian residents, do the following:

1. Enter the Hawaii Medical Waiver Year when the waiver was received.
2. Select the Hawaii Medical Waiver Reason for filing a medical waiver.
3. Click Save.

Note: A save banner, "The current record has been saved," displays on the tab at the top of the form after you make an update and click Save. (The save banner disappears in a few seconds.)

Viewing Employee Termination Explanation

The Termination Explanation panel displays the detailed termination explanation entered when the employee was terminated. (See Terminating an Employee.)

Note the following:

• You can add, update, or delete a Termination Explanation after an employee has been terminated. To do this, you must first enable the EDITTERM custom feature code in the System Parameters form.
• You can enter a Termination Explanation that exceeds 200 characters when you enable the TERMEXPLAIN custom feature code on the System Parameters form.

Tracking Employee Retirement W2 Status

The Retirement W2 Status panel will tell the system to check the Retirement Plan Box on Form W-2 even if the employee did not have any deductions during the tax year. An example would be for a pension plan where the client contributed if the employee did not. This should only be used if the employee is NOT enrolled in a retirement plan but SHOULD have the box checked on their Form W-2.

To track employee retirement W2 status, do the following:

1. Enter the Retirement Year the employee is NOT enrolled in a retirement plan.
2. Select the Retirement Status from one of the following options:
• Not Eligible
• Eligible
3. Click Save.

Tracking Employee Retirement HPE Status

For a Highly Paid Employee (HPE), the Retirement HPE Status panel tracks if the employee met or exceeded the HPE threshold in the prior tax year. For example, for tax year 2024, if the employee met this threshold, then the Retirement Year record would be entered as 2025 with the HPE Prior Year option selected as Yes.

Note: This grid has field level security as it contains salary information. This field therefore will be hidden by default. You will need to enable it using the User Roles form.

• When enabled, you will have full access to view and modify the record.
• When disabled, you will have view only access to the form.
• When hidden, you will not see the field at all.

To track employee retirement HPE status, do the following:

1. Enter the Retirement Year.
2. Select the HPE Prior Year from the drop-down.
3. Click Save.

Parent Topic

Maintaining Employee Details