New Employee

Use this window to set up basic information for new employees. When completed, the information will appear in the Employee Main Properties screen for the employee.

Fields/Buttons

Descriptions

Employee code

Enter a unique employee code in this field. If the Auto-number employee codes checkbox is selected on the Payroll Installation > Properties tab, Spectrum will automatically generate new employee codes based on the next employee number (and mask, if applicable).

If this screen is accessed from the Applicants or Job Openings screens in the Human Resources module, the employee code will default from the applicant code specified there.

Name

Enter the employee name, as it should appear on paychecks, or click the drill-down button to display the Employee Name Detail window.

If this screen is accessed from the Applicants or Job Openings screens in the Human Resources module, the name will default from the applicant specified there.

Cost center

If cost centers are enabled for the current company, enter the cost center associated with this employee.

Legal name

Enter the employee's full legal name in these fields, if different from the employee name entered above. This field will allow for entry of up to 200 characters.

New hire information

Hire date

Enter the employee's hire date.

Social security #

Enter the employee's social security # in this field.

If this screen is accessed from the Applicants or Job Openings screens in the Human Resources module, the social security # will default from the applicant specified there, if entered.

If Payroll reporting is set to 'Canada' in Payroll Installation - Properties, the number entered here will be formatted to comply with Canadian mask guidelines, including a single space between the 3rd and 4th digits and a single space between the 6th and 7th digits.

Note: The social security # will not print on reports for security reasons.

Department

Enter the employee's home department code, or press F4 or double-click on this field to search and select. This will be the default code during Pre-Time Card Entry and Time Card Entry. Entry in this field is required.

If this screen is accessed from the Applicants or Job Openings screens in the Human Resources module, the department code will default from the applicant specified there, if entered.

Worker's compensation

Enter a valid Worker's Compensation Class Code for this employee, or press F4 or double-click on this field to select from a list of available codes. Entry in this field is required.

During Pre-Time Card Entry and Time Card Entry, the worker's compensation code will default first from the Phase Maintenance; if no code is defined for the phase, the code will default from the Job Maintenance screen; if no code is defined for the job, the worker's compensation code will default from Payroll Department Expense Maintenance; if no information is recorded there, the code will default from the Wage Code File Maintenance screen; if no information is recorded there, then the code defaults from this field.

Status

Enter the employee's employment status code, or press F4 or double-click on this field to select a status code from the Search Status Codes window.

Time card lines can be entered in Time Card Entry or Pre-Time Card Entry for employees with status codes that have status type of Active.

Pay rate information

Pay type

Select the employee's pay type from the drop-down menu. Options include: Hourly, Salary, Commission, and Salary + OT.

For employees with a pay type of Salary, the system will not allow overtime pay. If overtime pay should be allowed, optional overtime salary must be authorized here.

How to handle full-time commission employees in Spectrum:

  • Set up the employee with a pay type of Salary.

  • As these employees are on commission, enter a 0 (zero) for the salary and hourly rates.

  • During Payroll Time Card Entry, enter the pay type as Regular. The hours entered here will be used in calculating worker's compensation. When the cursor is at the Rate column, enter the commission amount. The system will not try to calculate the hours against this amount.

Frequency

Select the employee's pay frequency from the drop-down menu. Options include: Daily, Weekly, Bi-weekly, Semi-monthly, Monthly, Quarterly, and Annual.

Hourly rate

Enter the hourly rate based on the Pay type specified above. Employee pay rates can be managed using the Human Resources > Rate Management screen.

Tax information

Federal

Enter a federal filing status for the employee, the number of federal exemptions (if applicable), and any income tax overrides (% of gross, fixed amount, add-on) and amounts.

Resident state

Enter the employee's state of residence and filing status in their state of residence, the number of exemptions in their state of residence (if applicable), and any new W-4 information or income tax overrides (% of gross, fixed amount, add-on) and amounts.

Default exemptions for state, county and local

Enter the number of default exemptions for state, county and local jurisdictions (if applicable).