Employee Main Properties - Field Descriptions

Use the table below for reference when completing the fields on this screen.

Fields

Descriptions

Employee code

 The selected employee code and name displays in this field.

The Employee Name Detail window allows you to edit the selected employee's first, middle, and last names. This window automatically populates the name component fields (First, Middle, Last) from the employee name on the main screen using standard rules. In addition, you can use the corresponding paging screen in Payroll Error Recovery to maintain these fields.

Legal name

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

If the employee name does differ from the legal name, verify these entries are correct and click the Verify button to continue.

Alpha reference

 This field defaults to the first eight characters of the employee's last name. To accept this default, press Enter. Otherwise, enter the desired alphabetic reference name.

Cost center

 If cost centers are enabled for the current company, enter a cost center to assign to this employee.

Entity affiliation

 If cost center entities are enabled for the current company, hyperlinks indicating the authorized entity (or the entity count when there is more than one authorized entity) display. Click one of the available hyperlinks to open the Employee Entities screen.

Employment info

Title

 If wage codes are used, the wage code description defaults as the employee's title. Press Enter to accept the default, or enter the desired title.

Occupation

 Enter the employee's occupation, or press F4 or double-click on this field to select from a list of valid occupations.

Trade

 Enter the employee's trade, or press F4 or double-click on this field to select from a list of valid trades.

Supervisor

 Enter the supervisor code for this employee. Press F4 or double-click on this field to select from a list of available supervisor codes.

EEO classification

 Enter the EEO classification code for this employee. This must be a valid code previously defined in EEO Classification Maintenance. Press F4 or double-click on this field to select from a list of available EEO classification codes.

Work class

 Select the union work class code for this employee from the drop-down menu. Options include Journeyman, Apprentice, or Trainee.

Location

 Enter the employee's location (for example: Building 23, Manhattan office, and so forth).

If the Human Resources module is installed, you can press F4 or double-click on this field to select a location from the Search Locations window. Additionally, this field's information will default for all new HR files. If changes are made in this field, they will not automatically update the HR module.

Time card defaults

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.

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.

Select the Always use this worker's compensation code on time card? checkbox to always assign this worker's compensation code from Employees. By selecting this checkbox, this setting will override all other worker's compensation code hierarchies.

Worker's Compensation Code Hierarchy:

  • 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.

Union

 Add or edit the employee's standard union code or press F4 or double-click on this field to select from a list of available union codes. This will be the default code Pre-Time Card Entry and Time Card Entry for this employee. If this is a non-union employee, press Enter to leave the field blank.

This field will be hidden if the Payroll Installation option for Default rate table is set to Pay groups.

Wage code

 Enter the wage code for this union employee, if applicable, or press F4 or double-click on this field to select from a list of available wage codes. This will be the default code during Pre-Time Card Entry and Time Card Entry. If this is a non-union employee, or if wage codes are not being used, press Enter to leave the field blank.

This field will be hidden if the Payroll Installation option for Default rate table is set to Pay groups.

Pay level

 Enter the pay level code (1-9) from the wage or union file. This will be the default level during Pre-Time Card Entry and Time Card Entry. Press F4 to search and select from a list of valid union rate codes.

Last worked on

 Enter the last job code and equipment code the employee worked on. These codes will be maintained automatically by the system based on Time Card Entry. The job name and equipment name and latest work date (if available) will display to the right of their respective fields.

Optional company codes can be entered for the specified job and equipment codes. If company codes are specified, the job code and equipment codes will be validated with the company codes. If company codes are not specified, non-valid job and equipment codes are allowed.

Attributes

 Use this field to add preset contact attributes to this employee. Double-click on this field to open the Build Contract Attributes List window to select and/or deselect contact attributes.

This field allows assignment of one, multiple or ALL preset attributes to an employee. This classification schema will serve as a flexible classification tool, for use in grouping employees when searching for contacts.

Employee Status

Status, Status type

 Select a status for this employee. Status codes are configured on the Employee Status Code Maintenance screen.
  • New hires that are onboarded from Trimble Construction One will have a status of 'In Review' by default. Review the employee details and make any necessary changes, and then change the status to 'Active'.
  • Deceased or terminated employees' records are always kept on file until the end of the year to allow preparation of required tax forms. It is recommended that deceased or terminated employees remain on file for three to five years after termination. This will allow for prior year date sensitive reports (such as unemployment reports, and so forth) to continue to include those figures.
  • If the Purge employees at year end option is checked for the selected record, clear this option and instead use the Delete Employee from Current Company utility to purge employees.

Health coverage

 Use this drop-down to identify this employee as Full time, Part time, Unassigned or Variable hour.

This field supports compliance with the Patient Protections and Affordable Care Act. Under this act, employers must determine for each employee whether health coverage must be provided (based on whether the employee is 'full time' or 'part time'). For more information, refer to the Average Hours Report, which displays one line per employee, totaling the hours for selected pay types over a specified date range and dividing the total to present the average hours/week.

Milestones

Date fields

 Enter the employee's Original hire date, Latest rehire date, and Latest termination date (as applicable). Enter the employee's Last review date and number of months for their Review cycle.

Hire Date History button

 Click this button to display the Employee Hire Date History window (for reference purposes only). Rehire and termination dates that have been added in the main screen will automatically appear in this window when you click Save on the main screen, and no additional changes will be allowed in this window.

If you click this button before entering an termination date, you will see New/Edit/Delete buttons at the top of the Employee Hire Date History window and you can use these to enter a date, type, and a Comment for record keeping purposes.

Employee image

 Use the Add button to upload an image file of the Employee that will then display as a thumbnail on the related InfoBar throughout the system. Click on the Picture drop-down in the InfoBar to hide the image.