Maintaining Work-related Employee Information

You can maintain work-related information for the employee by using the Work tab on the Employee Details form.

Maintaining Employee Hiring Status Information

The Status Dates panel lists the employee's hiring status information.

To maintain employee hiring status information, do the following:

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

Field Description
Last Hire Date The Last Hire Date is the date on which the employee was most recently hired.
Original Hire Date The Original Hire Date is the date on which the employee was originally hired.
Leave Return Date The Leave Return Date is the date on which the employee returned to work from leave.
Employer Start Date The Employer Start Date is the date on which the employee started with your organization.
Hire Report Date The Hire Report Date is the date on which the hire was reported to the state.
Seniority Date The Seniority Date is used to calculate the employee's benefits. You can adjust it to give the employee more seniority than the last hire date; this can affect benefits, paid time accrual, and so on.
Benefits Thru Date Enter or select the Benefits Thru Date for this employee. This is the date through which benefit contributions have been deducted from this employee's pay.
Last Day Worked Enter or select the Last Day Worked to indicate the last day on which employee actually worked (if the employee left the client).
Provider Notified On The Provider Notified On field indicates the date on which your organization was notified of the employee’s termination.

Term Reason

If appropriate, enter or select the Term Reason, which is the reason the employee was terminated.

Note the following when using this field:

• If you select the Term Reason field, the Select Reason form only displays the reason codes set up in the Reason Codes panel on the Control tab on the Clients Details form.
• If you enter a termination reason in the field that is not set up in the Reason Codes panel on the Control tab on the Clients Details form an error message displays, "The code entered is not valid for this client."

Rehire Okay

Use the Rehire Okay drop-down to indicate whether the employee could potentially be rehired:

• Yes: The employee can be rehired.
• No: The employee should not be rehired.
• Not Specified: There is no preference specified as to whether the employee could be rehired.

Defining Employee Assignments

The Assignments panel lists the employee's assignment information.

To define employee assignment information, do the following:

1. Complete the following fields as needed in the Assignments panel:

Field Description
Worksite Location

Enter or select the Worksite Location where this employee works. To specify employee updates that will occur at a future date, click Future Date, which opens the Location Change form.

Updating the employee's Worksite Location, Division, or Department prompts you to update the current timesheet as follows:

• Click Yes to update the employee record and the summary timesheet with the revised information. (Note: Clicking Yes does not update the detail timesheet record.)
• Click No to update the employee record only; however, since the change is immediate, any new pay lines added to the timesheet after the change is made will reflect the updated information.
Division Enter or select the Division in which this employee works. To specify employee updates that will occur at a future date, click Future Date, which opens the Division Change form.
Department Enter or select the Department in which this employee works. To specify employee updates that will occur at a future date, click Future Date, which opens the Department Change form.
Work Shift

Enter or select the regularly scheduled Work Shift for this employee.

Note the following:

• To specify employee updates that will occur at a future date, click Future Date, which opens the Shift Change form. (See Changing an Employee's Work Shift.)
• To specify a Work Shift value in the current payroll timesheet for an hourly or salaried employee, select Yes in the message that displays (does not apply when using a Future Date).
Project

Enter or select the Project or sub-cost center to which this employee is assigned.

Note the following:

• To specify employee updates that will occur at a future date, click Future Date, which opens the Project Change form. (See Changing an Employee's Project.)
• To specify a Project value in the current payroll timesheet for an hourly or salaried employee, select Yes in the message that displays (does not apply when using a Future Date).
Work Group

Enter or select the Work Group to which the employee is assigned.

To specify employee updates that will occur at a future date, click Future Date, which opens the Work Group Change form. (See Changing an Employee's Work Group.)

Benefit Group

Enter or select the Benefit Group to which this employee belongs. Click the Change hyperlink if you want to make changes to the Benefit Group to which this employee belongs. When you click Change, the Benefit Group Change form opens. In the Benefit Group Change form, change the date in the Benefit Group Start Date field, then click Save to update the information.

Note: This information immediately updates the Benefit Group History form as a result of the utility mentioned above. (Close the Benefit Group Change form to return to the Employee Details form.)

To enter a past date in the Benefit Group Start Date field:

• If a Benefit Group History record currently exists with an Effective Date equal to the past date entered in the Benefit Group Start Date field, a warning message displays, A change record with an effective date equal to <past date> already exists. If you continue the existing record will be replaced. Do you wish to continue? In the warning message, when you click:
• Yes - The warning message closes. All previously entered information displays on the Benefit Group Change form. When you click Save in the Benefit Group Change form, the system replaces the prior benefit group history record with the current data.
• No - The warning message closes. All previously entered information will display on the Benefit Group Change form EXCEPT for the Benefit Group Start Date field, which remains blank. (No benefit group history record is written.)
• If a Benefit Group History record currently exists with an Effective Date greater than the past date entered in the Benefit Group Start Date field, a warning message displays, A future dated change record with an effective date equal to <next date greater than date entered> currently exists. Are you sure you want to continue? In the warning message, when you click:
• Yes - The warning message closes. All previously entered information displays on the Benefit Group Change form. When you click Save in the Benefit Group Change form, the system replaces the prior benefit group history record with the current data.
• No - The warning message closes. All previously entered information displays on the Benefit Group Change form EXCEPT for the Benefit Group Start Date field, which remains blank. (No benefit group history record is written.)
• If a Benefit Group History record currently exists with an Effective Date equal to the past date AND a Benefit Group History record exists with an Effective Date greater than the past date entered in the Benefit Group Start Date field, a warning message displays, A change record with an effective date equal to <past date> already exists. If you continue the existing record will be replaced. There is also a future dated change record with an effective date equal to <next date greater than date entered>. Do you wish to continue? In the warning message, when you click:
• Yes - The warning message closes. All previously entered information displays on the Benefit Group Change form. When you click Save in the Benefit Group Change form, the system replaces the prior benefit group history record with the current data.
• No - The warning message closes. All previously entered information displays on the Benefit Group Change form EXCEPT for the Benefit Group Start Date field, which remains blank. (No benefit group history record is written.)

To enter a current date in the Benefit Group Start Date field:

• If a Benefit Group History record currently exists with an Effective Date equal to the current date entered in the Benefit Group Start Date field, a warning message displays, A change record with an effective date equal to <current date> already exists. If you continue the existing record will be replaced. Do you wish to continue? In the warning message, when you click:
• Yes - The warning message closes. All previously entered information displays on the Benefit Group Change form. When you click Save in the Benefit Group Change form, the system replaces the prior benefit group history record with the current data. When you exit the Benefit Group Change form, the new Benefit Group displays immediately in the Benefit Group field on the Employee Details form, on the Work tab in the Assignments panel.
• No - The warning message closes. All previously entered information displays on the Benefit Group Change form EXCEPT for the Benefit Group Start Date field, which remains blank. (No benefit group history record is written.)
• If a Benefit Group History record currently exists with an Effective Date greater than the current date entered in the Benefit Group Start Date field, a warning message displays, A future dated change record with an effective date equal to <next pending date> currently exists. Are you sure you want to continue? In the warning message, when you click:
• Yes - The warning message closes. All previously entered information displays on the Benefit Group Change form. When you click Save in the Benefit Group Change form, the system replaces the prior benefit group history record with the current data.
• No - The warning message closes. All previously entered information displays on the Benefit Group Change form EXCEPT for the Benefit Group Start Date field, which remains blank. (No benefit group history record is written.)

To enter a future date in the Benefit Group Start Date field:

• If a Benefit Group History record currently exists with an Effective Date equal to the future date entered in the Benefit Group Start Date field, a warning message displays, A change record with an effective date equal to <future date> already exists. If you continue the existing record will be replaced. Do you wish to continue? In the warning message, when you click:
• Yes - The warning message closes. All previously entered information displays on the Benefit Group Change form. When you click Save in the Benefit Group Change form, the system replaces the prior benefit group history record with the current data.
• No - The warning message closes. All previously entered information displays on the Benefit Group Change form EXCEPT for the Benefit Group Start Date field, which remains blank. (No benefit group history record is written.)
• If a Benefit Group History record currently exists with an Effective Date greater than the future date entered in the Benefit Group Start Date field, a warning message displays, A future dated change record with an effective date equal to <next pending date> currently exists. Are you sure you want to continue? In the warning message, when you click:
• Yes - The warning message closes. All previously entered information displays on the Benefit Group Change form. When you click Save in the Benefit Group Change form, the system replaces the prior benefit group history record with the current data.
• No - The warning message closes. All previously entered information displays on the Benefit Group Change form EXCEPT for the Benefit Group Start Date field ,which remains blank. (No benefit group history record is written.)
• If a Benefit Group History record currently exists with an Effective Date equal to the future date AND a Benefit Group History record exists with an Effective Date greater than the future date entered in the Benefit Group Start Date field, a warning message displays, A change record with an effective date equal to <future date> already exists. If you continue the existing record will be replaced. There is also a future dated change record with an effective date equal to <next pending date>. Do you wish to continue? In the warning message, when you click:
• Yes - The warning message closes. All previously entered information displays on the Benefit Group Change form. When you click Save in the Benefit Group Change form, the system replaces the prior benefit group history record with the current data.
• No - The warning message closes. All previously entered information displays on the Benefit Group Change form EXCEPT for the Benefit Group Start Date field, which remains blank. (No benefit group history record is written.)

Note the following:

• When an Import is used, the Benefit Group is written to the employee's record using today’s date and the system creates a benefit group history record immediately.
• When an API is used, the Benefit Group is written to the employee's record using today’s date and the system creates a benefit group history record immediately.
• When using the Bulk Change utility, the existing functionality does not change but the system creates a benefit group history record immediately.
• All New Hire processes (manual entry, Onboarding, Import, API) create a Benefit Group History record using the Original Hire Date as the Effective Date assigned to the benefit history record.
• When using the rehire process, the Benefit Group is written to the employee's record using the current system date as the Effective Date. If you do not change the Benefit Group when using the rehire process, the system updates the Benefit Group to the employee's record using the current system date as the Effective Date.
• Note: Any changes made in the Employment Details panel and the Pay Details panel take effect immediately and do not abide by the date entered in the Rehire Date field in the Rehire panel. (Future dated changes are not supported. If you enter a future date, the system uses the current date.)

Retirement Benefit Group

Enter or select the Retirement Benefit Group to which this employee belongs.

If blank, the system defaults to the value in Benefit Group.

Employee Number

Enter the identifying Employee Number assigned to this employee.

Labor Union Affiliation

Enter or select the Labor Union Affiliation in which this employee is a member.

Labor Union Start Date

Enter or select the Labor Union Start Date on which this employee started with the union.

PTO Approver

Enter or select the name of the person who approves the employee's PTO requests, which could be the employee's supervisor or manager. (If your organization is using the paid time off (PTO) requests feature in Employee Portal (EP) and you have managers set as approvers in the policy, this is the user who would approve the request. If necessary, you can enter the ID of an employee at a different client or a worksite manager or worksite trusted advisor's user ID who has access to the client.)

Note the following:

• The user entering the PTO Approver must have access to the worksite manager they are entering as the PTO approver.
• If the employee's supervisor or manager is different from the PTO Approver, use the Manager field to indicate it.
• If an employee is the PTO approver for only terminated employees, the system does not include them in the PTO Approver search list and they cannot be manually entered. In addition, the employees table in the PTO Approver Reassignment form does not display these types of PTO approvers after selecting Find Employees since the system only displays active employees and employees on a leave of absence.
• Service providers, worksite managers, and worksite trusted advisors can assign a manager from a different client as a PTO Approver or a Manager.
• If you do not assign a PTO approver to an employee, all worksite managers/worksite trusted advisors with the H/R Action Approver H/R Role will receive the leave request approval.

Manager

Enter or select the employee ID of the person that the employee reports to upon employment. (If necessary, you can enter the ID of an employee at a different client or a worksite manager or worksite trusted advisor's user ID who has access to the client.)

Hierarchy Tier

For future development. Does not currently impact the functionality of PrismHR.

2. Click Save.

Establishing Employment Verification

The Employment Verification panel establishes employment eligibility information.

1. Go to the Employment Verification panel and complete the following fields:
Field Description
Form I-9 Filed Select Form I-9 Filed if an INS Form I-9 (Employment Eligibility Verification) has been filed for this employee.
Form I-9 Renewal Enter or select the Form I-9 Renewal date by which someone must re-certify this employee’s Form I-9.
Form I-9 ID Document

Enter the Form I-9 ID document information from the primary document:

• Select the Form I-9 ID Document that proves the identification of this employee for compliance with IRCA (Immigration Reform and Control Act).
• Enter the Form I-9 ID Document Number.
• Enter or select the Form I-9 ID Expiry Date when the Form I-9 identification document expires, if applicable. This field is optional.
• Enter or select the name of the Form I-9 ID Authority that issued the Form I-9 identification document.

Note: In Onboarding, when a employee completes the Form I‑9 Section 1 with their driver's license information, the information populates the Form I-9 ID Document, Form I-9 ID Document Number, and Form I-9 ID Expiry Date fields.
Form I-9 Eligibility Document

Enter the Form I-9 eligibility document information from the secondary document:

• Select the Form I-9 Eligibility Document that proves the eligibility of this employee for compliance with IRCA.
• Enter the Form I-9 Eligibility Document Number.
• Enter or select the Form I-9 Eligibility Expiry Date when the Form I-9 eligibility document expires, if applicable. This field is optional.
• Enter or select the name of the Form I-9 ID Eligibility Authority that issued the Form I-9 eligibility document.

Note:  If the Form I-9 Eligibility Document field contains C- Birth Certificate, the system does not use a drop-down to select values for the Form I-9 ID Eligibility Authority field. Instead, you must enter a value, (for example, a state, county, or town).
2. Click Save.

Submitting E-Verify Request

Use the E-Verify panel to submit E-Verify case information.

Select Submit to E-Verify to send an E-Verify request. After selecting this field, other details display in the E-Verify Case No and E-Verify Case Status fields, if appropriate.

Maintaining Resident Alien Information

The following section maintains resident alien information for the employee.

1. Complete the following fields:
Field Description
Non-Resident Alien

Select Non-Resident Alien if the employee is a non-resident alien. When an employee completes the Federal W-4 form (Employee's Withholding Certificate) either through Employee Portal or Onboarding, the Non-Resident Alien field is automatically updated here.

• If the employee is a non-resident alien, this field is checked.
• If the employee is not a non-resident alien, this field is cleared.
Alien Registration Number Enter the Alien Registration Number from the employee's "green card" issued by the INS. The number must start with an A followed by 9 numbers, for example, A123456789.
Alien Registration Expiration Date Enter or select the Alien Registration Expiration Date when the employee's alien registration expires.
2. Click Save.

Maintaining Employee Identification Information

The Miscellaneous panel maintains various employee identification information.

To maintain employee identification information, do the following:

1. Complete the following fields in the Miscellaneous panel as appropriate:

Field Description
Business Owner/Family Member/Company Officer

Select the check boxes as appropriate:

• Business Owner: The employee is an owner of the client. If you select this check box, the system treats the employee as an S-Corporation owner, which is not eligible for sheltered benefits on FIT/SIT. (Note: This selection impacts ACA reporting.)

Note: If an employee is selected as an S-Corp Principal on the Tax tab (this applies to either a Business Owner or Family Member), all of their benefits automatically default to "N" in the Section 125 field (no check mark) on the Employee Benefits Enrollment form, making their benefits post-tax. In addition, if you mark the employee as an S-Corp Principal after they are already enrolled in benefits you need to manually change the Section 125 plan from Y to N for the employee's benefits enrollment.

• Family Member: The employee is a family member of the business owner. If you select this check box, the system treats the employee as an S-Corporation owner, which is not eligible for sheltered benefits on FIT/SIT. (Note: This selection impacts ACA reporting.)
• Company Officer: The employee is a client officer. This selection impacts the unemployment tax in certain states. When you select this field, the system treats the employee as an officer for both W/C and SUTA. This means that the state processing rules set up specifically for officers on the system level are in effect, as indicated on the State Rules form.

Note: If you select the Officer SUTA Client Based field, the officer rate will be client-based. You can then set that rate in the Officer SUTA Rate field on the State Tax Bill Rates (SUTA) form (for cost) and in the Officer SUTA Rate field (for billing) on the State Tax Rates (SUTA) form. If you do not set the officer rate, it is employer-based as indicated on the Employer Details form.

Note: Some states require Business Owner, Family Member, and Company Officer information for SUTA purposes.
Company W/C Officer

Select Company W/C Officer if the employee is the client's workers’ compensation officer. (Note that this selection can impact the cap on workers’ compensation rates.)

On the W/C side, if you select the Company W/C Officer field for an employee or you make an "officer" selection and do not select the Company W/C Officer field, the system automatically determines the employee is an officer for W/C purposes. This means that the state processing rules are followed for the cost side at least (bill side is determined by the bill template for the client, field “Workers Comp High Comp").
Tax Credit Eligible Select Tax Credit Eligible if the employee is eligible for a tax credit under a state-sponsored worker tax credit program.

1099 Contractor

Select 1099 Contractor, if the employee is a 1099 contractor. If you select 1099 Contractor, the system will not deduct taxes from the employee or bill them to the employer, including the following:

• Year-end Form W-2
• Federal/State income tax withholding
• FICA withholding
• FUTA and SUTA withholding

Alternate ID

Alternative ID for 1099 Contractors, if required.

Agricultural Worker

Select Agricultural Worker if the employee is an agricultural worker and the employee’s income will be reported to the IRS on Form 943 instead of on Form 941. (Note: You must select this field at the time of payroll initialization in order for employees to be reported as 943 and displayed on the report.)

OSHA 10 Certified

Select OSHA 10 Certified if the employee has Occupational Safety and Health Administration (OSHA) 10 Certification and will be tracked as such in the system. (Note: The system does not use this information on any reports. Instead, this selection exists so you can mark it for your own purposes.)

Clock Number

Enter the Clock Number, which is the employee's ID for the time clock.

Related

Enter the Employee ID of a fellow employee who is related to this employee. The Employee Name displays.

Note: The FAMILY_RELATIONSHIP custom feature code must be enabled on the System Parameters form to display the Related section.

2. 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.)

Parent Topic

Maintaining Employee Details